Protect Properties, People, and Profits When Disastrous Weather Hits

Winter may be notorious for bad weather, but by no means does it outrank other seasons in weather-related disasters. In fact, part of the danger these potentially brutal winter calamities carry is their ability to strike such a broad area that they rival a landfalling hurricane in scope. Yet part of the very nature of devastating weather — no matter the time of year — is that it can be seemingly thrust upon us without a moment’s notice.

As weather crises (and their media coverage) occur more frequently, it’s increasingly important for property managers to protect their buildings and tenants from disaster. In the aftermath of destructive weather, the first question to arise is often, “What was done to prepare for this?” To cope with the fallout, people often point fingers at the people (or person) in charge. Because most of the resulting destruction involves or results from property damage, property managers can be prime targets in this blame game.

But with the right disaster plan and enough preparation, you can face that question with confidence.

Planning for Disaster

Relocating to a storm shelter or huddling in a small, windowless downstairs room is good advice for individuals caught in the path of an unexpected tornado. But as a property manager, your disaster plan must be infinitely more detailed, taking into consideration the people who live and work in the building and the types of weather that can occur throughout the year. Even more important, property managers must also put steps in place to help residents and businesses get back up and running as soon as possible after the weather clears.

You can develop a comprehensive disaster plan by adopting these tactics:

1. Do a risk audit. The first step toward disaster recovery is having a well-thought-out emergency, disaster, or business continuity plan. Inclement weather means something different everywhere, from snowstorms in the North to hurricanes in the South. The top priority should be to pinpoint all the weather risks your property faces, not solely which are most likely.

Then, audit the property, identify its soft spots, and plan around them. For instance, if the property is in a high flood-risk area, plan for flooding and the resulting damage. If your building has elevators or areas that pose increased fire hazards, consider how they affect your emergency plan. Be sure your plan considers all possibilities.

2. Build a network. Establish a team of professionals — including electricians, disaster relief and cleanup specialists, and contractors — to be contacted immediately afterward. Develop strong rapport with your professional network, and seek its advice to ensure your plan is comprehensive and easily implementable. Being a good customer before the disaster ensures that you receive priority service in the hours and days after the disaster.

Your group should include the aforementioned specialists and a professional weather service that can provide highly accurate and timely alerts and advisories for your property location. Countywide or regional alerts just aren’t detailed enough for specific guidance that you can turn into actionable results. A commercial weather service will tailor its support to your specific concerns and help you bolster your disaster plan to be sure nothing is overlooked or forgotten.

3. Consider more than just the weather. A strong business continuity plan will look beyond the weather to include anything that might lead to a business interruption. For instance, you might expect a nearby river to flood and have flood-proofed the inside of your building, but the sewer system outside the building can become backed up for any number of reasons.

Another example might include a police chase that leads to a fatal shooting at a nearby intersection and blocks entry or exit from your location for hours. The list of possible weather and non-weather scenarios is almost unending, but the common thread is that many disaster procedures overlap, and preparing for one often means preparing for many.

4. Power outages happen. In floods, and most other weather events, the resulting power outages are a significant concern. In fact, besides physical repairs, energy blackouts account for a large percentage of lost revenue for businesses in weather disasters. A good emergency strategy should include a detailed power outage plan as well as an ongoing emergency fuel supply to minimize the effects that power loss can have on residents and businesses.

5. Practice the plan. Make drills realistic and thorough by walking through every step of the plan, and make notes when you spot areas that need to be improved or processes that need to be simplified. Your commercial weather service can help with your drills by inserting realistic weather scenarios into the equation. The more familiar you and your tenants are with the scheme, the faster they can respond to protect themselves and the property.

Schedule emergency drills at least annually. Newly relocated staff and tenants need to be invited to participate. Don’t assume the new property manager from the other side of the country is well-versed in your emergency procedures. The more complex the plan, the more likely it is to spot areas that need improvement through persistent practice. Also, take the time now to discuss these steps with vendors and other professionals in your emergency network so they’re prepared to provide the support you’ll need.

The specific steps in weather emergency and power outage plans can be similar. For instance, accounting for hurricanes and tornadoes, as well as power outages, requires ensuring that emergency equipment such as generators are working properly and that fuel is on hand. A solid business continuity plan also can ensure your emergency strategy succeeds by guaranteeing you have enough resources in case power is knocked out.

The most important thing to remember before, during, and after an event is to stick with your plan. Start crafting it now, practice it, improve it, and practice some more. Knowing what to expect and how to react can prevent chaos from making matters worse, which will lessen the risks to your property, your tenants, and the future of your business.