Hopefully, you and your employees will never
have to endure a disaster, but just in case, it’s up to you to
make sure everyone knows how to handle emergencies. Below are
some tips to help you develop a pre-emergency plan. You should
also consult local police, fire and emergency preparedness departments
for expert advice on developing your plan.

Pre-Emergency Planning

• Designate an authorized person or group of people as emergency
  coordinators.

• Provide written plans for various types of emergencies outlining
  specific actions to be taken and persons responsible. The fire
  department can assist you with this.

• Assign responsibility for contacting appropriate emergency
  units to one person, but also assign a back up. This individual
  can be the emergency coordinator, or you can designate another
  person to be the coordinator.

• Make sure employees know what action will be required of them
  during various emergencies. Conduct drills to check emergency
  preparedness.

• Train employees in the basics of fire fighting, including
  the proper use of fire extinguishers, and document any training
  provided.

• Compile and distribute emergency phone numbers to key personnel
  and post the list in conspicuous areas.

• Designate safe areas in the building for various emergencies.
  For assistance, contact your fire department.

• Back-up copies of all computer records should be secured at
  an off-site facility. Backups should be completed, removed from
  the main facility and secured daily.

• Maintain a complete inventory of all stock and equipment.
  Back-up copies of these records should also be kept off site.

• Select or make arrangements for an alternate building in which
  you can establish critical operations essential to conducting
  daily business.

• Obtain flood maps or plans for your area from the Army Corps
  of Engineers.

• Obtain a source of temporary personnel to assist your business
  in carrying out emergency plans.

• Contract with suppliers to provide and deliver emergency and
  back-up generators and other temporary power sources in the event
  public utilities are unavailable.

• Have emergency communication equipment, such as cellular phones,
  two-way radios, etc., on hand in case telephone lines go down.

• Make sure your fire protection systems, such as alarms and
  sprinklers, are in good condition by conducting routine maintenance
  and testing.

• Inspect all roof gutters and drains to ensure they’re not
  blocked and will allow for storm-water runoff.

• Keep all above- and below-ground tanks filled with the respective
  product to prevent flotation and instability.

During an Emergency

• Secure all above-ground tanks and portable containers.
• Discontinue service and repair activity as soon as possible.
• Park vehicles away from signs and light poles. If possible,
  park them inside, away from windows.
• Secure all vehicle keys in a safe or locked desk made of heavy
  metal. Don’t leave them on key boards in offices, service areas
  or closets.

• Make all bank deposits as soon as possible.
• In case of fire, immediately notify the fire department and
  then evacuate everyone from the facility.

• During a tornado, everyone should immediately head for shelter.
  Monitor public communication until the danger has passed.

• In case of flood, move all critical equipment – such as computers
  and records – to higher ground. Next, move other stock, vehicles,
  equipment, etc. If time permits, protect your property with sand
  bags.

• To minimize damage from a hurricane, board up all windows,
  glass doors and other vulnerable areas. Move inventory to sheltered
  areas if time allows. Monitor public communications and follow
  the recommendations of local authorities.

• During earthquakes, employees should go to designated safe
  areas, such as beneath tables, desks, benches and supported doorways
  or along an inside wall.

• Should your business receive a bomb threat, treat it as a
  real situation and evacuate the building. Notify authorities and
  follow their instructions. Do not handle suspicious packages.

• During riot or civil commotion, notify local authorities immediately.
  Make utilities and fire protection equipment as secure as possible.
  Close your business and lock up or remove all vital information,
  keys, etc.

After a Disaster

• Contact your insurance company as soon as possible.
• Protect the salvage until help arrives.
• Allocate adequate personnel to help the claims adjuster move,
  protect and repair damage to prevent further deterioration.

• Obtain portable equipment – generators, light sets, cellular
  phones, two-way radios, etc. – to continue business operations
  as soon as possible.

• Don’t move or start flooded vehicles. Leave them in place
  until insurance adjusters arrive.

• Make temporary repairs to the building and roof to avoid further
  damage. Document these repairs and keep receipts for all work
  and services completed.

• Retain all damaged stock, equipment and parts. Don’t remove
  or discard damaged material until approved by insurance adjusters.

• Secure buildings, premises and damaged areas. If necessary,
  hire security guards.

• Retrieve and construct all back-up records and documents of
  business operations and have them available for insurance adjusters.

Be Prepared

Is your business prepared for the worst? With an effective emergency
plan, you and your employees will know how to remain safe, as
well as how to minimize damage to your property. No one plans
for a disaster to occur, but wise business owners have an emergency
recovery plan in place just in case.

Writer Gerald Cecil, CPCU, ARM, is director of marketing development
for Universal Underwriters Insurance Company’s Automotive Specialty
Markets Division. This article is provided for informational purposes
only. Universal Underwriters Group is not providing legal advice
and assumes no liability concerning the preceding information.