Author & Screenwriter
Sandra Fontana
PERSONAL HURRICANE PHOTOS
Taken in Vero Beach and Crestview, Florida, 2016, following Hurricane Mathew.
BELOW ARE SAMPLE PAGES FROM THE HURRICANE GUIDE
BEFORE A DISASTER
Establish a Plan
□ Determine which components of your business will be shut down during the disaster, and which will remain functional.
□ Assess your needs for staffing, business forms, supplies, products, equipment and facilities.
□ Decide who among your staff will be best able to handle each aspect of your plan.
□ Ascertain whether any outside suppliers or vendors will be required.
□ Procure a list of names, addresses and phone numbers of all employees, vendors, suppliers and agencies with whom your company does business.
□ Establish a budget and timeline for your disaster plan.
□ Establish security procedures.
□ Locate building plans and site maps for your business location.
□ Identify locations of shut-offs for power, water, electric and gas supplies.
□ Develop a plan for storing hazardous materials.
□ Determine a way to store keys and alarm codes for post-disaster location.
□ Consider renting storage space for disaster supplies.
□ Create a method for communicating with employees post-disaster.
□ Set-up separate voicemail messaging for employees to call into the workplace for updates.
□ Arrange for an alternate power source, such as a generator.
□ Determine how much cash should be available post-disaster, and who will have access to it.
□ Apply for business credit card or a line of credit, so that funds will be available post-disaster.
□ Draft a series of press releases that will be used following the disaster.
□ Review your insurance coverage. Consider business-interruption insurance.
Assemble Post-Disaster Needs
Objective: Return to “business as normal” as soon as possible.
Action: Purchase necessary signage that will direct people away from hazardous areas, where to park, which doors to use, and where services related to your business will be available. Purchase clean-up supplies. Purchase battery-operated flashlights, fans and water-removal pumps. Purchase a NOAA weather radio, first aid kit, fire extinguisher, whistle and a corded telephone. Think about purchasing matching shirts or vests for staff, to be worn when your business reopens. Make sure batteries are charged for all cell phones, laptops and cameras. Stock a minimum supply of necessary products, materials, equipment, food and supplies for immediate use once business resumes.
Recommended supplies: Batteries, mop, mop bucket, push broom, heavy-duty sponges, plastic garbage cans, shop towels, paper towels, bleach, window cleaner, disinfectant sprays and wipes, absorbent pads, wood stakes, poster board, markers, duct tape, hammer, nails.
Provide for Resumption of Business
Objective: Protect all paper goods and office supplies from water damage, and to ensure that the items necessary for the resumption of business activities are readily accessible as soon as possible after the emergency. This includes blank forms (account applications, work orders, invoices, credit card processing forms, change of address forms, etc.)
Action: Bag like items together, and then box all items: brochures, business cards, pens, note pads, paper clips, staplers, Scotch tape, white-out, staple removers, calculators, paper towels, bathroom supplies, napkins, plastic cups, plates, and utensils. Be sure to label all containers.
Recommended supplies: Plastic tubs, plastic food storage bags, plastic zip bags, 13-gallon trash bags, rubber bands, poster board, markers, duct tape, flashlights, battery-powered radio and fans.
Protect Vital Records and Data
Objective: Minimize information disruption and enable your company to reopen for business as soon as possible.
Action: Back-up computer files. Store a copy off-site. Identify the type of equipment that will be needed to access files post-disaster. Arrange for battery-powered functionality and also for security of off-site data. Ensure that systems are capable of producing necessary functions for customers and personnel (invoicing, diagnosis, accounts payable/receivable, payroll, etc.) Make arrangements with suppliers for post-disaster operations, to include Internet access and credit card processing.
Recommended supplies: Data storage containers.
Inventory Your Equipment
Objective: Prepare an equipment list that includes serial number, purchase date and replacement value.
Action: Create list of equipment (if it doesn’t already exist) and keep a copy off-site.
Recommended supplies: Loose-leaf binder
Protect Furnishings
Objective: Minimize damage to furnishings from potential water damage, often caused by sagging ceilings and broken windows, as well as by flooding.
Action: Secure book cases and move work stations away from windows, if possible. Drape plastic sheeting over desks, tables, bookshelves, equipment. When possible, also wrap items with plastic sheeting from underneath. Insert the feet and legs of chairs and tables into garbage bags. Insert desk décor and components (books and resource materials, brochure racks, artwork, artificial plants, etc.) into appropriate-sized trash bags. Secure all plastic with duct tape.
Recommended supplies: Plastic sheeting, regular 13-gallon trash bags, contractor garbage bags, plastic food storage bags, duct tape.
Safeguard Electrical Equipment
Objective: Minimize damage to computers, components and electrical equipment and appliances by protecting them from rising or dripping water.
Action: Place each item (computer tower, screen, keyboard, printer, typewriter, telephone, microwave oven, coffee pot, toaster, etc.) in a trash bag of the appropriate size. Secure with duct tape. Larger items, such as a copier, should be draped and wrapped (from underneath, and over the top) with plastic sheeting, and secured with duct tape.
Recommended supplies: Plastic sheeting, contractor garbage bags, regular 13-gallon trash bags, plastic food storage bags, duct tape.
Safeguard Facilities
Objective: Minimize building and structural damage.
Action: Make sure storm shutters (including necessary parts) are ready for installation. Secure outdoor equipment. Bring loose objects (planters, chairs, flags, loose signs, satellite dish, etc.) inside the building.
Recommended supplies: Rope, tarps, moving dolly.
AT THE TIME OF THE DISASTER
(The assumption is that the workplace building will be evacuated during the weather disaster.)
□ Turn off electrical equipment and appliances (coffee pots, computers, photocopiers, machinery).
□ Turn off lights.
□ Close and lock windows and doors, including inside doors.
AFTER THE DISASTER
Assess Damages
□ Ensure safety of personnel.
□ Determine damage to building exterior and interior, and also to equipment.
□ Document with a camera and make detailed notes.
□ Make necessary repairs.
□ Protect undamaged property.
□ Clean up grounds and building interior.
□ Dispose of debris appropriately.
□ Report damages to insurance provider.
□ Prioritize your disaster plan and begin setting up for business.
Provide for Employee Comforts
Objective: Ensure that facilities and services are in place for employees to function at peak performance.
Action: Ensure that restroom facilities are available and clean, and supplied with toilet paper, paper towels, soap, etc. Provide a place for employees to eat and relax away from the work area (a break room) that has a clean place to eat and is equipped with paper plates, cups, utensils, condiments, etc.
Provide for Customer Requirements
Objective: Ensure that facilities and services are in place for a positive customer experience.
Action: Set up desks, counters, cash registers, display areas and bins, etc. Ensure that necessary forms, documents, pricing materials, shopping baskets and carts, etc. are in place. Be sure restroom facilities are clean and supplied with toilet paper, paper towels, soap, etc. Due to stress and possible fatigue, try to provide seating for customers.
Resume Business
Objective: The public must be aware that business operations are being conducted.
Action: Make signs to indicate where business is being conducted. Include business hours and traffic directions. Take advantage of press-release opportunities to make announcements about your business capabilities.
Recommended supplies: Poster board, markers, duct tape.
DISASTER PREPARATION PLAN
FOR YOUR BUSINESS
Hurricane Guide: Be Ready. Be Safe.
PERSONAL HURRICANE PHOTOS
Taken in Vero Beach, Florida, 2004, following Hurricanes Frances and Jeanne.