How ready is your office? Is your office ready to be moved at a moment’s notice? With national disasters, small businesses must be prepared for anything. No one wants to be scrambling around trying to get everything they need when they have to leave their office/home. A plan is always a good idea to set up BEFORE you need it. Here are eight tips on preparing your office for a hurricane or emergency.
Tips
- Do a full backup of all your computer files as soon as you hear about 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 with you or put them on a higher surface.
- Take anything of value, as it will be difficult to return 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.
- Great bin for storing files
Do a full backup of all your computer files as soon as you hear about 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. If you are single, maybe your best friend or child should have this information.
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 may already be aware of this, but it’s worth noting nonetheless. =)
Take any electronics with you or put them on a higher surface.
Suppose some equipment can’t be moved; raising it to a higher surface and away from the windows will protect it from water damage. A second floor would be preferable to a basement.
Take anything of value, as it will be difficult to return after the storm.
Remember, expensive equipment is hard to replace. Electronics, cables, devices, and servers you may have should be taken with you. Make a list of all these items so you remember what you need to grab when you have to run out the door.
Make a list of all your login information and passwords, and bring it with you.
Use an online password storage service, such as LastPass, so you always have access to your passwords. 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 malfunctions 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.
Please also bring your Human Resources files. 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 to consider a secure box or safe (affiliate) to store 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.
- Paychex
- QuickBooks Online
- FreshBooks (affiliate)
Store these items in lock lid totes like the one below from Amazon. This will keep valuables and papers dry and will be easy to carry. You may need more than one of them.
Great bin for storing files
Tote with Locking Handles, 18.5 x 14.25 x 10.88 Inches, Clear/Silver
Buy Now →(affiliate)
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.
Conclusion
After you get a plan in order, be sure to write it down. Writing down all the things you will need and need to do in a shared document and being able to share it with coworkers, spouses, etc, will have you feeling more confident that you will survive after the storm. Place this plan on Google Drive or OneDrive, which are ideal for storing these necessary emergency preparedness plans.
Preparing your office for an emergency will help you to stay in control when everything is in chaos. You can restart your business much more easily when the storm has passed. I hope this helps you get organized for a hurricane. I hope you always stay safe (affiliate) 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
Please note these are affiliate links through Amazon, and at no additional cost to you, I will earn affiliate fees if you decide to make a purchase.
