Tips for Resuming Business Operations After a Winter Storm

When trying to return to a state of normalcy after a disaster, there are many moving parts. Although resuming business operations quickly may seem like the best thing to do, there are certain steps you should take to ensure your employees, customers and business partners are all on the same page and your facility is safe.

It's important to communicate clearly and concisely to let everyone know the current status of your company and your plans moving forward. The best way to ensure consistency of your message is to appoint one individual to communicate across all media platforms. Ideally, this message should come from top management.

Employees – Notify employees through social media, emergency notification systems, 800 numbers and company websites about any changes in business hours or office relocations. Remember, depending on the type of disaster, internet and phone lines may be down so the more ways you can get your message out, the better.

Customers - Even if none of your operations are affected, notify all customers of your status. This is especially important if your customer base covers a large geographic area as some areas may be affected while others are not.

Suppliers and Vendors - Ask business partners for their flexibility and understanding after a disaster. They may be able to provide critical equipment or software or be willing to set up alternative billing or delivery options until your business is back on its feet.

Government Agencies and Regulatory Authorities – You may need approvals for resuming occupancy or rebuilding after a disaster. You're not alone, so it's important to communicate regularly with state or municipal agencies to ensure your approvals are moving along.

Funding Sources – File any insurance claims immediately. If you are a Chubb client, you can rest assured that our team will get it submitted and settled as quickly as possible so you can get back to your business.Click here to begin the claims process. If you need additional funding, you may also want to contact your financial institution to activate a secured line of credit or access an emergency fund.

Sometimes damage to a building may not be apparent. It's crucial to ensure your facility is structurally stable and void of hazardous conditions before employees or customers return. Follow these simple steps before re-opening for business.

• Utilize professional engineers to validate the structural integrity of the building or facility.
• Have electrical, computer and telecommunications systems inspected to ensure that there is no danger due to water damage.
• Check water supplies for contamination.
• Make sure all hazardous materials are safely contained. If any have leaked, specialized cleanup and disposal will be required.
• Replace all filters on equipment to get rid of any dust, debris and chemicals that may clog ventilation systems.
• Use qualified professionals for the inspection of elevators and life-safety systems.
• Make sure cookware and kitchen utensils that have come into contact with floodwater receive special treatment.
• Clean, examine and test safety devices and controls on all equipment.
• If there was a power outage, investigate the heating, ventilation and air conditioning systems before energizing and pressurizing them.
• Get the building tested for asbestos or other chemical/toxic agents.
• Ensure that all public or employee areas are well-lit and free of debris, water, dust or liquid spills.

If your facility is not yet ready to occupy, follow these steps to help facilitate any repairs or reconstruction:

• Identify current building code requirements including demolition and cleanup ordinances, reprotection and local civil authority requirements.
• Determine construction minimum standards for such things as earthquake, windstorm or flood protection and obtain necessary permits.
• Establish priorities at the designated restoration site by identifying critical business applications and processes needed to stay in business.
• Document all damage including estimates or prices for repair/replacement and outline what is needed to resume operations.
• Implement security procedures at the damaged facility to protect undamaged property. Ensure that access to the facility is controlled and protection systems have been reactivated.

Even though your building may pass all safety codes and your employees are physically able to return to work, there's an emotional toll that a disaster can take that may make it difficult to adjust. Here are some tips to help your employees cope with post-disaster stress:

• Employees may be dealing with their own loss. Prepare for accommodations such as vans and carpooling, on-site day care and flexible scheduling to help.
• Schedule regular meetings with employees to communicate progress on any restorations and reiterate overall corporate objectives.
• Provide employee-assistance services or engage a crisis-management firm to help employees deal with stress.
• If employees are helping with restorations, provide protective equipment such as eyewear, gloves, dust masks and respirators as needed.
• If employees are assigned new tasks during the restoration process, make sure they have proper training.