Denying that the world is facing a changing climate is naïve on the part of any facility manager. Recent weather events have proven that traditional weather patterns are a thing of the past regardless of geographic location.

Preparing a facility in anticipation of any weather event to maximize safety and minimize damage to protect people and property is a wise move. Doing so includes conducting regular vulnerability assessments and developing a robust weather response plan. While severe weather of any type cannot be avoided, how businesses respond before, during and after each event will directly impact the overall outcome, including how well they keep personnel safe, safeguard assets and whether they can keep their doors open.

Despite the devastating effects of severe weather, many businesses operate with outdated or generic weather plans that should be more customized and extensive, especially in the face of a changing climate. A robust and actionable business continuity and emergency response plan that addresses vulnerabilities can help mitigate operational downtime and the impact of severe weather events.

Conducting vulnerability assessments is vital

As the adage goes, "hope is not a strategy." It is not a matter of if a severe weather event will strike; it is a matter of when. Hoping for the best-case scenario when unpredictable Mother Nature is involved is not the best course of action.

Vulnerability assessments are the first step in creating a comprehensive and effective weather response plan. The overall objective of creating a vulnerability assessment is to establish a connection between safety, business continuity, and the bottom line.

When done correctly, a vulnerability assessment can help quantify an organization's overall exposure to blatant and unforeseen weather risks. Furthermore, it allows a business to take the next step and address each risk regarding preparation and probability.

Implementing a vulnerability assessment requires a holistic view by examining the scope, gathering supporting and conflicting data, and poking holes before a weather disaster strikes.

From there, reviewing any appropriate procedures or policies currently in place and interviewing relevant system administrators to gain a cross-section of perspectives is imperative. Next, analyze any data during the assessment phase and identify issues and exposures that must be addressed. Securing that information also allows the opportunity for review later, which gives organizations the capacity to analyze risks and trends over time.

Vulnerability assessments will help resolve existing soft spots by determining if an exposure source is essential to the organization's operation. If it is not critical, the best action may be to disable it. On the other hand, if the source is deemed necessary, it should be upgraded to eliminate any potential risk.

In situations where an upgrade is not possible, relevant personnel management should be made aware of the risk the system presents before the consequence manifests itself in the form of any disaster, weather included.

Vulnerability assessments should be conducted frequently, especially in today's changing climate. When an unusual weather event happens somewhere unexpected, it might be a good time to go through the exercise again to be prepared for any "what if" scenarios.

Anticipating the worst possible outcome requires that FMs have a thorough understanding of the capacities and limitations of their infrastructure.

Developing a robust weather response plan

Weather response plans should be dynamic and updated frequently – not left on a shelf to collect dust. They also should not be cookie-cutter because it is not "one size fits all." Instead, FMs and their teams should develop these plans keeping the specific nuances of a particular business or industry in mind.

Even if a business or organization is not in a region affected by severe weather, customers, partners or vendors may still be impacted, so it is essential to have a plan to anticipate those impacts.

Regardless of the business, industry or geographical area, below are core steps facility managers and their teams should take as they put together their company's plan to protect their people and property.

1. Gathering weather intelligence and data

Access to real-time and accurate forecasts is crucial in planning for severe weather. Detailing how data will be accessed and from what sources it should be accessed should be documented in any weather response plan.

Are internal resources and services available to provide in-house data and intelligence or would it make sense to partner with a third party that can provide up-to-the-minute weather alerts tailored specifically to a particular business? Weather intelligence services deliver a multi-layered approach that helps FMs and other administrators make business decisions more confidently when faced with a severe weather threat. This type of timely information can guide when to act and when not to.

2. Establishing connections

When developing a weather response plan, it is important to consider relationships with contractors, utility service providers, weather intelligence supplies and vendors to create a support network. For example, suppose there is a loss of power due to high winds. In that case, FMs should have at their fingertips the contact information of a provider who can give accurate time estimates so that generator output can be appropriately managed. Having these details documented in a weather response plan can minimize downtime and, in turn, productivity.

Be sure to make these vital connections before a severe weather event. Instead, get to know service providers well ahead of expected (or unexpected weather events). Having those professional relationships in place can help mitigate loss and maximize safety.

3. Thinking through all possibilities

Knowledge is power. No one can preempt every scenario that might occur in severe weather – flooding, infrastructure loss or loss of communications – especially in a changing climate. However, hypothesizing various possibilities of what could happen and including them in a weather response plan can add a layer of preparedness that may help the decision-making process when the time comes.

4. Keeping people front and center

People who are the heartbeat of any business, so having safeguards in place to protect them in the event of a severe weather event is paramount. Therefore, any weather plan should have the following elements:

  • A place of safety– People first look for shelter in severe weather. Designating a safe area for employees or customers to retreat regardless of the type of weather should be included in a weather response plan. Document protocols as to when employees should be sent home and when they should return to work. Having these steps in place before a weather event will help eliminate chaos and confusion later.

  • Communication and staffing– A weather response plan should outline a two-way communication protocol that helps to ensure the safety of employees, prepare for any staffing shortages and protocol for announcing any operational changes.

  • Staff training A weather response plan should also include a section on staff training. Everyone in the organization must be trained to understand their specific roles. Then, should an emergency notification come through, every team member should be able to act confidently and quickly, knowing what to expect. Preparing staff for severe weather events can be achieved through routine drills, ensuring they know how and can execute their responsibilities in the event of a natural disaster.

  • Supplies: Major storms are known to impact power grids, roads, telephone lines, and more. Finding that a facility has been cut off from receiving deliveries or utilities, will require the stockpiling of supplies to keep the business going until services return to normal. This could include installing a generator to provide power for up to four days if the grid is damaged. It could also mean stocking up on available supplies that are typically delivered daily but are stalled. Having emergency supply providers on standby (those who can make deliveries immediately before or after an event) should a business need something urgently is a standard best practice.

Even if a storm does not directly impact a facility, it can still stress a business, affecting service providers or clients in the broader region. A company may even become a specific area's sole service provider or product. This would require a plan to meet increased demand—adjusting supplies and staffing requirements to support the affected community.

Learning how to make continuous adjustments 

Responding to weather requires flexibility and time-sensitive decision-making. As traditional weather patterns continue to change, vulnerability assessments should be evaluated more often, and weather-response plans should be adjusted.

 

No two weather events are identical, but they can surface similar challenges and help better prepare for the next one. After each severe weather event or threat, it is a good rule of thumb to take stock of the current response plan by asking:

  • Was it effective?
  • Were sufficient preparations made?
  • Did anything arise that was not considered previously?
  • Did the staff stay safe?
  • How were facilities affected? 
  • Access to information – were alerts received when needed?
  • The performance of service providers – were there any providers unaffected by the storm, and should any changes be made?
  • Were employees informed in the lead-up to an event or is a new method of communication needed?
  • Were on-site staff well protected and accounted for?
  • Were there enough supplies on hand until the risks passed? 

Asking these questions allows facilities managers to improve emergency plans, ensures that people and facilities remain safe, and avoids large-scale losses. 

 

A business's current emergency plan will undoubtedly need adjustments or additions in a changing climate. Assessing vulnerabilities and developing a robust response plan is the best way to maximize safety and minimize damage during a weather event – no matter the weather.