Be Prepared

Business Emergency Preparedness Plan

The impact of all-hazard situations on your business can involve a number of factors – your property, employees, customers, suppliers. Planning ahead for these situations can help to minimize the impact and speed the recovery of your business.

Before a Disaster or Emergency

• Determine the hazards and risks for your area and business.
• Establish a team to develop the business all- hazards preparedness/continuity plan.
  • Document all processes that make your business run -- from answering the phones, to tracking finances, to distributing your product or service.
  • Determine what processes and equipment are critical to keeping your business open.
  • Obtain building and site maps.
• Plan for continuity.
  • Store extra supplies offsite.
  • Make a plan for a temporary location if your company if forced to relocate.
  • Have a plan for alternate communication with customers, suppliers during recovery.
  • Determine leadership roles and responsibilities.
  • Develop plan to maintain payroll.
• Maintain an inventory of all equipment used by your business.
  • Keep a maintenance schedule for all equipment, as well as manufacturer and service contact information.
• Develop a backup schedule for computer files.
  • Keep a backup of all tax, accounting, payroll and production records, customer and supplier data off-site.
  • Keep copies of all paper and computer files in an accessible but off-site location.
• Contact your insurance agent.
  • Review your insurance coverage.
  • Get additional coverage for “all-hazard” situations (e.g., flood, hail damage).
  • Keep copies of critical documents, such as finance records, receipts of major purchases.
• Prepare your employees.
  • Inform your employees of the business emergency plan; review it with them regularly.
  • Ensure employees know the exit locations for the building
  • Identify an internal shelter in the event that authorities tell you to “shelter-in-place.”
  • Document each employee’s function and emergency contact information.
• Develop a post-disaster communication strategy.
  • Create a phone tree and designate individuals who will initiate the communication process.
  • Designate a contact person to communicate with customers and vendors.
• Make plans regarding customers.
  • Determine the likelihood of customers being present at your business during an disaster situation.
  • Have an emergency plan for customers; review it with employees regularly.
  • Label exit locations for the building.
• Make plans for suppliers.
  • Maintain a contact list of all your suppliers.
  • Find out how they plan to supply you in the event of a disaster situation.
  • Maintain a list of alternate suppliers.
• Review your emergency preparedness plan annually.
• Coordinate with other businesses in your building or location.

Business Emergency Plan Basics