PROTECTING WHAT MATTERS MOST THIS STORM SEASON
A Hurricane Preparedness Guide
www.mewilson.com | 888.229.8021
PLANNING & PREPARATION
Protecting Your Home and Family After a major disaster, it is unlikely that emergency response services will be able to immediately respond to everyone’s needs, so it’s important to be prepared to take care of yourself and your family. Plan to be on your own for at least the first 72 hours.
Create a Household/Family Plan
o Talk with your family about potential disasters and why it’s necessary to prepare for them. Involve each member of your family in the planning process. • Make sure everyone knows where to find your disaster supply kit and Go Box. • Have a flashlight and a pair of shoes under each person’s bed in case there is a power outage during the night. • Plan where to meet after a disaster if your home becomes unsafe. Choose two places, one just out side your home and one outside your neighborhood, in case you are told to evacuate. Be sure your gas tank is always at least half full. • Determine the best escape routes from your home. Try to identify two escape routes. Test those routes at night, and after a heavy rain. • Make sure each household member knows who your family’s out-of state contact is. • Make sure all household members know when and how to turn off the utilities. • Practice your home evacuation and assembly drills. • Teach each member of your household how to use a fire extinguisher. • Create emergency response cards for each of your family members. • Take into account the special needs of children, seniors, people with disabilities, family members who don’t speak English, and pets. o Duplicate important documents, (in writing and with photographs or video) and keep copies of these items off- site, either in a safety deposit box or with someone you trust. Documents such as your passport, driver license, social security card, wills, deeds, financial statements, insurance information, marriage license and prescriptions, should be properly stored and secured. o Elect an out-of-area contact person. Choose someone who lives outside of the path of the storm, far enough away to not be affected by the same emergency. Provide to this person the names and contact information of the people you would like to keep informed of you and your family’s situation.
Emergency Contact Form:
Family Procedure: _______________________ ______________________________________ ______________________________________ ______________________________________ Meeting Location: _______________________ Backup Meeting Location:_________________
Local Contact: ____________________ Address:_________________________ Telephone: _______________________
REGARDING THE HURRICANE
Hurricanes and Tropical Storms Storms and other natural weather occurances are unavoidable. However, the steps you take before, during, and after the storm can make all the difference.
Before the Storm o Tune into your local stations and NOAA Weather Radio for weather updates. Only trust the information provided by the professionals. o Be sure to properly clear your property and secure items that may be swept up in high winds that may become hazardous if projected. o Secure windows and glass doors that are not impact resistant. Take proper time to install shutters and/or plywood that cover glass. o Fill up vehicle gas tanks and check your tires, water and oil. Fuel supplies may become scarce during an emergency. o Have your prescriptions refilled. o Review your family emergency preparedness plan and ensure that all family members are aware of the plan. As the Storm Approaches o Stay tuned into local radio and, if possible, television stations for any emergency broadcasts. If the call has been made for mandatory evacuations, do so immediately. o In the event your home loses power, turn off all major appliances. o Remain inside your home unless ordered to evacuate. Keep away from windows and glass doors. o Lock all doors and windows. o Sit tight and wait for the directions of officials that the danger has passed. After the Storm o Examine your home for dangerous conditions. Any damaged or downed power lines should be avoided. In the case of fire or flooding, contact emergency services immediately and a restoration company. o Contact your insurance broker to report any damages sustained during the storm. Reviewing Your Insurance Coverage o Include your insurance broker’s name and contact information in your emergency kit along with your policy numbers and insurance company’s claims reporting number. o Be aware of your responsibilities in the event of a loss such as mitigating damages to prevent further loss, take photos of the damages, and make sure your home is secure. o Review your policies with your insurance broker before a loss to ensure you understand your limits and coverages.
PROTECTING YOUR BUSINESS
Planning before a hurricane or other distaster arrives is key to business survival. These guidelines will help businesses develop a strategy to minimize damage, lost time and money.
Develop a Business Continuity / Disaster Recovery Plan
o Establish a disaster-recovery team of employees who know your business best, and assign responsibilities for specific tasks o Identify your risks (kinds of disasters you’re most likely to experience) and make a detailed plan for how you would respond to each type of disaster o Prioritize critical business functions and how quickly these must be recovered o Establish a disaster-recovery location where employees may work off-site and access critical back-up systems, records and supplies o Obtain temporary housing for key employees, their families and pets o Update and test your plan at least annually o Communicate and meet with key stakeholders (banks, trading partners, vendors) of your company o Include contact information (for employees, customers, vendors, etc.) within the plan Alternative Operational Locations – Determine which alternatives are available: o A satellite or branch office of your business o The office of a business partner or even an employee o Home or hotel Backup Site – Equip your backup operations site with critical equipment, data files and supplies: o Power generators o Computers and software o Critical computer data files (payroll, accounts payable and receivable, customer orders, inventory) o Phones/radios/TVs o Equipment and spare parts o Vehicles, boats and spare parts o Digital cameras o Common supplies o Supplies unique to your business (order forms, contracts, etc.) o Basic first aid/sanitary supplies, potable water and food
Safeguard your property – Is your property prepared to survive a hurricane or other disaster? o Your building? o Your equipment? o Your computer systems? o Your company vehicles? o Your company records? o Other company assets?
Contact Information – Do you have current and multiple contact information for: o Employees? o Key customers? o Important vendors, suppliers, business partners? o Insurance companies? o Is contact information accessbile electronically?
Communications – Do you have multiple, reliable methods of communicating with your employees? o Emergency toll-free hotline? o Cell phones? o E-mail? o Two-way radios? o Website? o Satellite phones?
BUSINESS PREPARATION
Employee Preparation – Make sure your employees know: o Company emergency plan o Where they should relocate to work o How to use and have access to reliable methods of communication, such as satellite/cell phones, e-mail, voicemail, internet, text messages, BlackBerry, PDA’s o Their user IDs and passwords for critical company systems o How to perform multiple job functions to help ensure adequate support coverage during a disaster o How they will be notified to return to work o Benefits of direct deposit of payroll and subscribe to direct deposit o Emergency company housing options available for them and their family Customer Preparation – Make sure your key customers know: o Your emergency contact information for sales and service support (publish on your website) o Your backup business or store locations (publish on your website) o What to expect from your company in the event of a prolonged disaster displacement Evacuation Order – When a mandatory evacuation is issued, be prepared to grab and leave with critical office records and equipment: o Company disaster-recovery plan and checklist o Insurance policies and company contracts o Company checks, plus a list of all bank accounts, credit cards, ATM cards o Employee payroll and contact information o Desktop/laptop computers o Customer records, including orders in progress o Photographs/digital images of your business property o Post disaster contact information inside your business to alert emergency workers how to reach you o Secure your building and property
o Consider how your post-disaster business may differ from today o Plan whom you will want to contact and when o Assign specific tasks to responsible employees o Track progress and effectiveness o Document lessons learned and best practices Post-disaster Recovery Procedures :
PROTECTING WHAT MATTERS MOST THIS STORM SEASON
A Hurricane Preparedness Guide
Looking for more information? Contact us at knowledge@mewilson.com
Knowledge is the Best Insurance
www.mewilson.com | 888.229.8021
The observations and suggestions we have made in this publication are general in nature. The information has been gathered from various sourcesbelieved to be reliable, but it is not intended to be a substitute for advice from a safety expert or legal counsel.
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