How ready is your office? Is your office ready to be moved at a moment’s notice? With national disasters and the recent Coronavirus outbreak, small businesses must be prepared for anything. Here are 8 tips on preparing your office for a hurricane or emergency.
Table of contents
- Do a full backup of all your computer files when you first hear of the hurricane or emergency.
- Create an emergency “Take Away” Package or Bin.
- Remove any items from all windows and doors.
- Board up ALL windows.
- Take any electronics either with you or put them on a higher surface.
- Take anything that is of value since it will be hard to return right after the storm.
- Make a list of all your login information and passwords , and bring it with you.
- Bring your payroll tax binder and information on HR files to the meeting.
Do a full backup of all your computer files when you first hear of the hurricane or emergency.
This will minimize the amount of missing information. Having at least two places where your files are stored will help. These can include external servers and cloud-based storage services, such as Dropbox, Google Drive, or OneDrive.
Remember: at least two people should be aware of how to access these files. If you work alone, your spouse or significant other may know your storage locations.
Create an emergency “Take Away” Package or Bin.
Take any vital insurance paperwork, corporation papers, bank account numbers, and contracts if you don’t have them online. If you have items like petty cash, you should also store them in the bin.
Remove any items from all windows and doors.
When a disaster occurs, it’s essential to store the various items away from windows. Move them inside the space in case a window breaks from high winds.
Board up ALL windows.
This is what the norm is when a hurricane is present. You probably already know this, but it’s worth adding to the list. =)
Take any electronics either with you or put them on a higher surface.
If some equipment can’t be moved, raising it to a higher surface and away from the windows will protect it from water damage.
Take anything that is of value since it will be hard to return right after the storm.
Remember, expensive equipment is hard to replace.
Make a list of all your login information and passwords, and bring it with you.
Use online password storage, like LastPass so you will always have your passwords with you. If you want a paper copy, you can make one like this post. It’s essential to print a hard copy, just in case your computer doesn’t work correctly after the storm.
Bring your payroll tax binder and information on HR files to the meeting.
Bring current-year paperwork with you, just in case you can’t use your office; you can still complete your work somewhere else. Check out our How to Create a Well-Organized Small Business Bookkeeping Binder post to learn how to make this binder (Affiliate Link).
Be sure to bring your Human Resources files as well. If you have an app that you use for this purpose, be sure you have the log information handy instead. Most of these documents will be physical, so you may want a secure box to hold them in, just in case you need them. Below are documents you may have/want to bring with you.
- Job description documents
- Employee handbook
- Orientation documents
- Regulatory compliance documents
- Compensation documents
HR apps for small business owners.
Above all else, be safe! Below are some articles I found in preparation for emergencies. Feel free to check them out as well to make your plan.
If you are looking for specific checklists and plans, the U.S. Small Business Administration has lists for Hurricane, Winter Weather, Earthquakes, Tornados, Wildfires, Floods, and Cybersecurity.
Below is an infographic for your convenience. Feel free to share with other small business owners.
Preparing your office for an emergency will help you to stay in control when everything is in chaos. You can start up your business again much more easily when the storm has passed. I hope this helps you get organized for a hurricane. I hope you always stay safe and that the event does not harm your business. Peace.
We can help you refine your process and update your procedures. Feel free to check out our services: Procedure Evaluations and Refinement Services.
Feel free to check out these other posts for tips on disaster preparedness:
Emergency Preparedness for Business
When disaster strikes: preparedness for Older People and people with disabilities
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