8 Steps to Creating an Emergency Preparedness Plan

From the recent horrific hurricane Helene to the increase in reported tornado touchdowns to the seemingly constant wildfires raging in California and other western states, there is no question that natural disasters will continue to occur. Having a disaster preparedness plan can help companies and their employees better cope during and after these situations.

The idea of creating such a plan can seem daunting, but the procedures are similar to what people should have at home. The steps below can be adjusted slightly for both.

  1. Plan for the most likely. While you can’t predict every natural disaster, you can narrow it down to the types most likely to happen in your area. If you don’t live and work near a volcano, an eruption is unlikely, while the southern and eastern U.S. coastlines are hurricane-prone. Prepare a response to the disasters that are most likely to occur. Many measures can also be quickly adapted to other disasters, including unlikely ones. Companies should also include plans for disasters that can happen anywhere, such as fires and floods, as well as unnatural events like mass shootings.
  2. Ensure it is all-inclusive. Every worker (or family member) must be made aware of and included in the plan. This includes drivers, warehouse personnel, remote workers—everyone. The last thing you want is for danger to befall a coworker because he or she was unaware of the best actions to take.
  3. Identify who will do what. Decide who will be responsible for each required activity. Choose employees with proven leadership capabilities, including the ability to think clearly in a crisis. During a natural disaster, many people panic. Those you put in charge of specific duties must be leaders people will listen to and who remain calm under pressure.
  4. Be specific. Let those chosen for particular roles know exactly what is expected of them. Here, it is vital to be specific. If there is a tornado, how will the person assigned ensure all employees are in the basement or gather in the safest possible place? What routes will be used if an evacuation is necessary? How will instructions be announced?
  5. Include alternatives. Since no one can predict a natural disaster’s exact path, include alternatives. If a flood or fire is in the back of the building, additional routes should be mapped. If information is to be conveyed over a loudspeaker, what should be done if the power goes out? If a complete evacuation of the area is called for, plan alternative routes in case of road closures.
  6. Keep a current contact list. Ensure all employees have the phone numbers of the people in charge, and that the leaders have access to workers’ emergency contact information. Keep an electronic as well as a print copy, and let everyone know where it can be found. Recommend employees have both local and long-distance emergency contacts. It may be easier to text or call long distance if local phone lines are overloaded or out of service. Encourage workers to review and update this list every six months or as needed.
  7. Choose a meeting place. After something like a fire or flood, choose a specific safe outdoor location to meet. Make sure all employees know where the closest evacuation shelter is. Also, determine a distant meeting spot in case remaining in the immediate area is not an option, and review various options and routes for getting to the destination.
  8. Practice. Hold drills twice a year to practice your emergency procedures. Again, this should include the entire staff and the entire process, from leaving the building to arriving at the designated meeting place.

No one can predict when a natural disaster may hit your area, but having a comprehensive disaster preparedness plan in place can help mitigate the consequences and save lives.

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