September Is National Prepardeness Month Is Your Business Ready? 

CHARLESTON, W.VA. - September is National Preparedness Month and, according to the Department of Homeland Security, part of an effective business plan includes planning for emergencies.  

Even if you think your business is not in a disaster-prone area, incidents such as a chemical leak, flooding, power outages or other disasters can prevent you and your employees from getting to or from the office. Disasters can affect your daily business routine and operations.  If this happens, what will you do?

Disaster recovery begins before a disaster. Instead of waiting for a disaster to strike, businesses should take a proactive step in developing a Business Continuity Plan.  The purpose of this plan is to help businesses prepare for and respond in the event of an emergency.

According to the SBA (2006), nearly 25 percent of small businesses do not reopen after a major disaster, such as a flood. This is the result of no backup or recovery plan.

As a business develops a plan, it should consider these three topics: human resources, physical resources and business continuity. Think about how the disaster will affect employees, customers and work place. Think about how the business could continue to be operational if the area around the facility is closed or streets are impassable. Think about what resources are needed to serve customers even if the facility is closed. 

To help businesses get started, the Web site www.ready.gov and brochure Ready Business outlines actions business owners and managers can take to prepare for disruptions.  Publications, such as a sample emergency plan, emergencies supplies checklist and other resources can be ordered from the site as well.

For more information about Business Continuity Planning and disaster preparedness, visit www.ready.gov, or call the Small Business Division’s BUSINESS ASK ME LINE at 888-982-7232.

Start Building Your Plan Now

Below are some suggestions businesses should consider for their Continuity Plan. This is not a complete list and is intended only to help you get started as you develop your plan.  Visit www.ready.gov, www.sba.gov, www.fema.gov or www.dhs.gov to learn more.

• Be informed about risk assessment.
• Do continuity planning.
• Develop contingencies to decide if you stay or go to another location in the event of an emergency.
• Make an evacuation plan.  Distribute maps to employees.
• Consider a “standby” work location to be used if necessary.
• Develop a contact list of who to contact during an emergency, as well as a backup method of communication.
• Develop a computer and telecommunications back up plan.
• Develop partnerships with other business entities to share resources such as computers, telecommunications, payroll processing, etc. in the event of disaster.
• Prepare emergency supplies.  The Web sites www.ready.gov and www.redcross.org have a list of suggested items.
• Be aware that employees will be concerned about their families. They have responsibilities there before they can return to work for any business.
• Prepare for medical emergencies.
• Prepare for utility disruptions.
• Improve cyber security.
• Keep phone lists of your key employees and customers with you, and provide copies to key staff members.
• If you have a voice mail system at your office, designate one remote number on which you can record messages for employees. Provide the number to all employees.
• Arrange for programmable call forwarding for your main business line(s). Then, if you can't get to the office, you can call in and reprogram the phones to ring elsewhere.
• If you may not be able to get to your office quickly after an emergency, leave keys and alarm code(s) with a trusted employee or friend who is closer.
• Install emergency lights that turn on when the power goes out. They are inexpensive and widely available at building supply retailers.
• Back up computer data frequently throughout the business day. Keep a back up tape off site.
• Use UL-listed surge protectors and battery backup system. They will add protection for sensitive equipment and help prevent a computer crash if the power goes out.
• Stay tuned to weather reports.
• Stock a minimum supply of the goods, materials and equipment you would need for business continuity.
• Consult with your insurance agent about precautions to take for disasters that may directly impact your business. Remember, some policies do not cover flood damage. Protect valuable property and equipment with special riders. Discuss business continuity insurance with your agent.
• Keep emergency supplies handy, including-
• Flashlights with extra batteries.
• First aid kit.
• Tools.
• Food and water for employees and customers to use during a period of unexpected confinement at your business.

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