2007 Readiness Resolution

With all of the 2007 resolution-setting going on out there, why not take a hint from the U.S Department of Homeland Security’s “Ready” campaign, and follow their plan to ensure that homes, businesses and communities get ready for emergencies. Most of you probably have an Emergency Action Plan as a part of your safety program, however, does it include all of the components that you need to ready you for the types of emergencies that our country is facing today?   In this article and next month’s, I will review with you some of the helpful advice I received from www.ready.gov.  Join me in tackling this concern instead of putting it off for a while.

We are pretty good about planning for facility evacuation in the event of a fire and most of us know what to if there is a tornado, but what about acts of violence, severe flooding, prolonged power outages, or acts of nature that critically affect the community?  Do you have a workplace emergency supply kit?  Do you have a written protocol listing how to contact essential staff members including an up-to-date phone list of employees, their family members/emergency contacts with current home addresses? Most businesses do not have these things either, but that doesn’t mean we can’t take action now!

According to the Ready campaign, businesses need to assess how their business functions to determine which employees, materials, procedures and equipment are essential to keep things running. Things to keep in mind are emergency payroll and accounting systems, having management representation on the scene at all times, a list of key suppliers and resources you interact with daily, and possible back-ups if they are affected by the same emergency.  In order to determine these things and other items essential to keeping your doors open, you will need to appoint a team of key staff members who are very familiar with daily operations to help formulate your plan and its procedures. The following outlines some key areas you may want to consider when doing your planning:

Employees

Since they are your most valuable asset, ensure there are means of communicating 2-way.  Some suggestions are to set up communication channels such as group voice mail, a web site, group e-mail, crisis phone number to call to listen to a message, or even a simple phone tree.

Employees with Disabilities

Ensure your planning takes into consideration any special needs they may have.

Emergency Supplies

Plan on having survival basics on hand like fresh water, food, clean air and warmth.  Encourage all employees to have their personal survival kit to meet their personal needs. They can keep these in their car or locker, if available.  An emergency weather radio and a regular radio, both with a battery back-up and an extra supply of batteries is essential in many types of emergencies. Other items to consider are: flashlights, first aid kit, whistle to signal for help, dust or filter masks, anti-bacterial wipes, hand sanitizer, wrench or pliers to turn off utilities, materials to “seal” a room, and garbage bags and plastic ties.

You will also want to have an access to copies of important papers like building layout/floorplans, insurance policies, employee contact information, account numbers to the bank, phone lists of customers/suppliers/vendors, computer back-ups, emergency personnel phone numbers. These will need to be kept in a safe, waterproof container off-site but easily accessible.

Review Insurance Plans

Another item that you can take care of before anything happens is to review your insurance coverage and ensure it covers potential scenarios you may encounter and that the limits are adequate.

Summary:   

   1. Identify essential staff to help with plan development.
   2. Make lists of suppliers, accounting information, employee contact information. Pull together copies of all-important papers, including insurance documents, and keep in an off-site storage location.
   3. Determine several methods of communication between the business and the staff; i.e. website, voice mail, phone tree, email, etc.
   4. Get emergency supplies together for the business to have on hand and have employees get their own personal survival kit together.
   5. Plan ahead for those employees with special needs.
   6. Review insurance coverage.

Next month let’s delve a little deeper into the types of plans you need to consider ñ some will probably be new to you.  Check out the web-site www.ready.gov and let’s get prepared.