Have a disaster readiness plan in place.

Preparing the property to withstand a disaster

• Ensure you have a plan to safeguard your essential business equipment.
  
  First assess what hazards are likely to befall the property in a disaster – flooding, extreme wind, electrical blackout etc and take precautions accordingly.
• Buildings – does it meet current safety standards – will it survive an earthquake or flooding?
• Equipment – should you earth or elevate incase of flooding?
• Ask similar questions when regarding other company assets, records and computer systems

Employee Preparedness

It is important that every employee knows the company disaster plan, matters like where they should exit the building to when and where they are required to turn up for work after a disaster.

Here is a list of items your employees should know:

• Who should relocate to work?
• Where is the satellite back-up business location?
• How they will notified it is safe to return to work
• How payroll will be taken care of during an emergency situation
• Housing options available to key personnel from the company during and post disaster

Evacuation Order

• Place the evacuation plan in a prominent location – perhaps close to the emergency exit or clock-in station.
• Ensure each employee is aware of the evacuation procedure and what essential equipment must be taken from the premises in the event of a disaster.

• Disaster Plan handout and contact sheet
• Insurance policies, company contracts, and digital images of your business property and assets.
• Laptop and computers
• Customer orders, and contact information
• Employee contact and payroll information

Cash management

• Establish bank accounts funded solely to keep cash on hand to placate immediate needs during a disaster.
• Keep cheque and credit cards on hand in the event of an evacuation. Issue corporate cards to key personnel to cover expenses in an emergency.
• Internet banking is a great way to monitor cash flow and bill payments. It may be beneficial to reduce your dependence of paper cheques and invoices to carry out your day to day business and opt for an electronic method instead.
• Prepare a method to safeguard your business deposits during a disaster incase you are unable to reach a bank to process your transaction.

Customer preparedness

• Publish your emergency contact numbers and backup business address onto your website and other prominent marketing material that you may send out like your products catalogue.
• Inform customers of the kind of service they will receive from the company both during a disaster and in the event of a long-drawn-out displacement.
• Give customers an alternative method of placing orders with the company.
• Set up alternative methods for posting of invoices and other correspondence in case the mailing service is disrupted.

Recovery procedures for post-disaster

• Brainstorm how your day to day running will differ in a post disaster situation.
• Determine who should be contacted and when is the appropriate time to do so.
• Assign tasks to employees, and send reminders of these tasks.
• Track progress and changes in income and business effectiveness.
• Document failings so that you can learn from them by including them in the next disaster planning meeting so you can avoid the same fate where a new disaster to strike.