Hurricane season started June 1st.  While the last several years have been fairly quiet, it only takes one strong storm to wipe out everything you’ve worked so hard for. While there is no controlling what Mother Nature delivers, there are steps you, as a business owner, can take to minimize the damage done, both financially and structurally.  

Since your employees and family rely on the business to support their lives, it pays to be prepared.  Consider taking the following steps to ensure you’re in the best possible position to counteract hurricane damage.

Pinpoint Structural Risks

Just because your business is miles from the coast doesn’t mean you can’t sustain damage. Have a certified professional assess the structural integrity of your business’ building. Check for potential weak spots or areas which need maintenance. Spending some money to prepare for a storm is always the preferred option to fixing the damage after the storm. By making sure your building is prepared, you’ll also be making sure your business is prepared. Consider the setbacks you’ll be facing if your business can’t run because of structural damage. Now, imagine if these setbacks could have been avoided with a few simple repairs.

After you’ve made the necessary repairs and preparations, document your structure with photos. This kind of visual proof will help, if you need to replace or rebuild.

Understand Your Policy Coverage

Many insurance companies have strict rules against making policy changes when severe weather or natural disasters are imminent. This is why it is necessary to meet with your agent and periodically review your business (and personal) policies. Look for legal changes, loopholes or necessity for expanded or changed coverage. Any sort of gap in coverage may exclude you from collecting what you’re owed for damages, for instance. Remember, your company’s success is often determined by how fast you can bounce back from all kinds of setbacks, especially natural disasters.

And make sure your coverage matches your location. Florida business owners, for instance, will want to have hurricane coverage as well as flood insurance, as both of these scenarios are possible, often at the same time. Determining your flood zone will help you estimate coverage costs. Your agent will also be able to address what policies will best fit your needs and give you information on who to call, should you need to declare a loss.

Test For Technology Breakdowns

With most modern businesses relying heavily on tech for their daily business, it is a serious consideration when preparing for potentially catastrophic damage. Where and how is your data backed up? How much would it cost to replace your hardware? Is any of your sensitive financial or customer data able to be compromised, in the instance of a service interruption? These and other specific questions should be asked ahead of time. Just like structural integrity, you want to regularly check for technological failures and walk spots. Test your systems regularly and make necessary upgrades, even for normal business operations. Then, develop a contingency plan in case your safeguards don’t work like they should. Keep a back up to the back up plan at all times.

Keep Valuables Stored in Alternative Locations

As stated above, many businesses are incredibly reliant on technology and online data. Therefore, having paper-based documentation and data can be critical, especially when power is out for an indefinite amount of time. Have your sensitive information safely secured offsite will also help when you’re physically unable to reach your business.  

Create a List of Contacts 

Keep a complete and regularly updated list of employees, contacts, vendors, lawyers, accountants, and other vital individuals. Include this contact information in your paper-based documents you’ve securely stored offsite. Keep in mind that you may be reduced to a telephone call, at best, for quite sometime if you’re hit by a major storm. Outside help may be a lifeline to keeping your business and livelihood alive.   

Assign Team Member Responsibilities

When a big storm does make it’s way to you, you’ll have to be reliant on the people around you to be prepared and know what to do. The less you have to direct, the better you’ll be at addressing problems on the fly. And the directions given ahead of time will also ease your team, as they will clearly know what is expected of them and how they should approach their duties.  

Team Communication Is Critical 

When normal communication methods fail, it will fall on your team to follow pre-determined instructions. If your business is in the field, for instance, you’ll want to have designated meet-ups to gather team members who may be on the road. No matter the business you’re in, you need to prepare your employees well ahead of time and review your plan regularly to include new employees or policies on handling emergency situations.

Emergency Kits Ready!

Emergency kits for businesses aren’t just first aid supply, but more of a mobile office. All of the vital paperwork discussed above, along with some necessary tools of the trade will need to be in an easily accessible and ready to move location. You may only have hours to prepare, in some situations.   

No matter the emergency you’re preparing for, it’s important to consider as many possible problems and solutions to match. Being prepared for the worst is so much less painful than attempting to pick up the pieces in the aftermath, especially if you didn’t plan properly. Whether it’s hurricane insurance, increased property coverage or flood insurance, conducive to your flood zone, making sure you’re financially covered is an important cost for any successful business.