Disaster preparedness plans allow your team to be proactive versus reactive when nightmare scenarios occur. However, simply documenting your plan of action isn’t where you should stop.
“The investment in crisis planning and preparedness is a pittance compared to the steep cost of a crisis for the unprepared management team,” says Deb Hileman, president and CEO of the Institute for Crisis Management. “Our tenet: prepare and prevent or repair and repent.”
Reappraise Regularly
The last thing you want to encounter is an outdated plan of action when a natural disaster or catastrophe impacts your business. This is why it is important to review your disaster preparedness plan at least once a year or every time before a major season or operational shift.
“For example, review in the spring as staffing ramps up, again in the summer for peak storm and tornado season, and in the fall when hurricane activity is at its highest,” says Courtney Parrett, health & safety business partner for HeartLand, headquartered in Kansas City, Missouri. “Plans should also be updated anytime there’s a significant change like moving facilities, adding new services, or purchasing new equipment.”
Seek the guidance of qualified individuals, such as insurance carrier loss control professionals, to conduct risk assessments and identify overlooked areas that should be addressed.
When evaluating your disaster preparedness plan, ask the following questions:
- Can your organization operate without computers, files, special equipment, gas, power, internet, water, etc.?
- Can you operate without access to your building if it is damaged?
- Can you meet payroll if your business income is interrupted? For how long?
- How will you communicate with employees, key customers, vendors and suppliers throughout your recovery?
- Can your organization survive losses if closed or inaccessible for three to seven days?
Train Your Team
Once you have a written plan, practice it regularly with your team.
“The reality is that when an actual event happens, whether it’s a storm, fire, or extended power outage, stress levels run high,” Parrett says. “People default to what they’ve practiced. That’s why rehearsing the plan is so important; it builds muscle memory so crews can act quickly and confidently, even under pressure.”
Parrett notes that communication is what makes the difference between a smooth response and a chaotic one. Make sure that everyone on your team knows where to go, what to secure and who to contact.
You can ensure this by reviewing your preparedness plan during new hire orientations and regular safety meetings, as well as running short drills for scenarios like severe weather or a fire.
Additionally, consider posting simple checklists outlining actions to take in common areas for these situations. Parrett recommends using group text apps or call trees so information spreads quickly. These communication methods should be tested for response times.
Post-Event Reviews
If a disaster does take place, Parrett advises having an after-action review once things have calmed down.
“Taking time to ask, ‘What went well? Where did we struggle? What can we improve?’ helps refine the plan and ensures the company is even more prepared next time,” Parrett says. “Every event, even a small one, becomes a chance to strengthen the overall response.”
