preparing for spring severe weather
DESCRIPTION
We have all witnessed the devastating effects Mother Nature can cause throughout the year. As we look ahead to Spring, now is the time to prepare for the threats posed by spring storms and floodwaters. Your organization is more than just a place of business to your customers, employees and stakeholders. Your organization is a key aspect of their lives, and one that must be protected. If your organization is affected by adverse weather conditions, how well will you be prepared to serve those who depend on you in their time of need? Join the SBA and co-sponsor Agility Recovery as we welcome Agility CEO Bob Boyd who will share practical, applicable tips and best practices to mitigate the risks posed by spring weather conditions. These recommended steps and strategies are based on the thousands of successful business recoveries following weather disasters, including those related to flooding, tornadoes and severe storms.TRANSCRIPT
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Preparing for Spring Severe Weather
For copies of the slides presented during today’s session, please visit: http://agil.me/springstormprep
Today’s session will be recorded.Links to the archived recording will be emailedto all registrants automatically tomorrow.
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Agenda
‐ Preparing your Business for Spring Severe Weather
1. The Common Threats to Business2. Planning: Before, During & After the Storm
A. Flood specificsB. Tornado specifics
3. ZERO HOUR: When a major storm is imminent4. Common Mistakes during Spring Storm Disasters5. Additional Resources
‐ The Agility Story
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Prepare to Survive.
Common Threats
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Cedar Rapids, Iowa
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Tuscaloosa, AL
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• Power Loss (70% of Recoveries)• Flooding• Property Damage (water, fire, wind, debris)• Communications Disruption (voice & data)• Electrical Storm Damage• Supply Chain Disruption• Employee Injury or Absenteeism• Transportation Interruption• Compromised Access to facilities
Common Spring Storm Threats to Business
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Prepare to Survive.
Before the Storm
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• Update Employees on both the Threat and the Plan
• Ensure everyone knows their responsibilities
• Discuss contingency plans with key vendors and suppliers
• Conduct a Drill
Before the Storm: Common Planning Elements
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• Ensure redundancies independent of cell or terrestrial networks as much as possible
› 24‐hour phone tree › Password protected web page (centralized emergency status)› Previously Established Radio/TV/Print News Partners› Call‐in recording system› E‐Mail Alert System› Text/Data Alert system
• Update Your Emergency Contact List
• Test Your Alert Notification System or Plan
• Ensure you can redirect your in‐bound voice calls
Before the Storm: Common Planning Elements
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Before the Storm: Common Planning Elements
Start Simple:Emergency Contact List
Create an Emergency contact list that includes:• Home Phone• Alternate Mobile• Personal E‐mail• Family Contact Information• Evacuation Plan• Store Remotely for Easy Access
Setup Alert Notifications Program • Explain Purpose• Test Regularly• Update regularly with any CHANGES
to your organization• Train New Hires
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• Notify customers of any planned interruptions to services
Before the Storm: Common Planning Elements
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Utilize existing Social Media platforms
Before the Storm: Common Planning Elements
• Post real‐time status updates• Direct public/employees to alternate locations
• Provide emergency contact information & instructions
• Allows easy “forwarding” of information to other audiences
• User‐Friendly, Searchable, universal applicability, stable platform
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• Identify ahead of time your Power Requirements• Top off fuel tanks in company vehicles & generators• Obtain some petty cash for any incidental purchases following a disaster if/when credit cards are not accepted
• Ensure the ability to charge mobile devices via car or solar chargers
Before the Storm: Common Planning Elements
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ASSIST EMPLOYEES• Provide information and resources to help employees prepare
their own families:• www.Ready.gov• www.RedCross.org• www.Do1Thing.com
• Cross‐train employees in all critical business functions• Test any work‐from‐home solution or strategy PRIOR to the event• Ensure all New Hires are up to speed• Discuss precautionary plans with employees
(altered hours, facility location changes, work‐from‐home plans, etc.)
• Ensure all employees practice accessing email & voicemail remotely
Before the Storm: Common Planning Elements
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Employee Emergency Kits
• An emergency or disaster recovery kit should contain:• Fresh water, Non‐perishable food, Flashlights• Extra batteries, Battery‐powered AM/FM or NOAA radio• First aid kit, Copies of important documents and records
• For a complete list of items, visit www.Ready.gov.
www.redcross.orgWorkplace Recovery Kit
• CASH• Recovery plan• Hand Crank or Solar Chargers for Cell Phones• Important records (Insurance policies, Fixed asset inventory, Contracts)• Operating system install disks, Licensing keys, Passwords• Letterhead• Office Supplies:
• Stamps, Writing Utensils, Stapler/Staples, Tape• Printer Paper, Calculators
Before the Storm: Assemble Emergency Supplies
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During a Storm/Flood
Prepare to Survive.
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• Postpone any receipt of goods, deliveries, couriers, etc.
• Raise critical equipment, supplies & elevators above flood levels
• Locate gas & electrical shut‐offs
• Secure fuel storage tanks
• Ensure accurate inventory of product on site
• Use sandbags or flood‐proof barriers to reinforce vulnerable sites
• Take critical hardware & records off‐site to a safe location
• Proactively redirect phones and update company website and/or social media channels
SPECIFICS - Preparing for a Flood
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• Stay constantly informed to rapidly changing weather conditions• Ensure easy access to shelter facilities or interior rooms• Locate water, power and gas shut‐off locations• Locate your emergency weather radio• Ensure mobile devices are charged• Have flashlights & extra batteries within reach• Send home non‐essential personnel before conditions worsen• Update website & social media as to hazardous weather policies
SPECIFICS - Preparing for a Severe Storm
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When a Storm is Imminent
Prepare to Survive.
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• Follow the Plan (Be clear & decisive and trust the plan)• Stay informed on the storm’s status (don’t get surprised)• Enact Emergency Evacuation or Shelter‐in‐Place Plans for Employees• Activate your Crisis Communication Plan• Secure Facilities, Buildings and Inventories• Don’t be complacent during downtime (losses can mount quickly)• Avoid floodwaters and downed power lines• Turn off and unplug all electrical equipment to avoid damage• NEVER run a generator indoors
Remember: Life Safety is Paramount – Never Compromise
BE PREPARED TO SELF‐SUSTAIN FOR 72 HOURS OR MORE
ZERO HOUR: When a Storm is Imminent
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Common Mistakes
Prepare to Survive.
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• Ignoring the Warnings• Being unprepared for long term power and communications outages• Unprepared for generator connection
(no transfer switch, no spider box, no fuel provider, and no knowledge of load requirements)
• Failure to prepare for supply chain disruptions• Failure to adequately stock emergency supplies• Failure to communicate adequately with customers & employees• Failure to obtain adequate insurance coverage for loss of use, loss of revenue, and added expense
• Failure to establish emergency procedures and providers for call forwarding, temporary power, communications provider, etc.
Common Mistakes During Spring Storms
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Additional Resources/Tools
Prepare to Survive.
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• Detailed Preparedness andRecovery Checklists:
www.PrepareMyBusiness.org
• Tornado Prep
• Flood Prep
• Disaster Kit Checklist
• Crisis Communications
• Phone Recovery Checklist
Additional Resources - PrepareMyBusiness
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• American Red Cross Checklists:http://www.redcross.org/prepare/disaster‐safety‐library
• Flood
• Tornado
• Thunderstorm
• Power Outage
Additional Resources – Red Cross
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• FEMA’s National Flood Insurance Program:http://www.floodsmart.gov/
Additional Resources - NFIP
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National Weather Service’s “Weather Ready Nation” Emergency Alert System:Register Here:
http://www.nws.noaa.gov/com/weatherreadynation/wea.html
Coming Soon!
Expected to begin in the June 2012
Additional Resources – Wireless Emergency Alerts
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QUESTIONS?
Prepare to Survive.
Bob BoydPresident & CEO, Agility Recovery
**This presentation has been recorded and a link will be sent out tomorrow to all registrants.
**To download a copy of the slides from today’s presentation, please visit http://agil.me/winterprep
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The Agility StoryBob Boyd, President & CEO, Agility Recovery
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Agility Recovery ‐ History
Started by General Electric 24 years ago.Saw a need to recover at or near the organization’s normal location.
Photo taken by Agility Recovery team
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What We Do
We provide 4 key Elements of Disaster Recovery 1. Office Space: Everything
needed for your employees & staff to work
2. Power for the office3. Communications:
Telephone and Internet access
4. Computer System: Computers, servers, printers, fax
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Culture of Success
General Electric built an infrastructure to ensure success • 23 years
• Rescued 1000’s of members
• Never failed
Atlanta Distribution Center
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New Vision
The industry focused on the needs of the Fortune 500. This model is too expensive for most organizations.
In 2004, Agility defined a new vision.Agility will bring disaster recovery solutions to ALL organizations.
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New Business Model ‐ ReadySuite
Agility created a solution that all organizations could afford.
For a small monthly fee, normally $495/month, you can protect your hospital.
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When You Become a Member
A continuity planner will contact you and gather the info we need to recover your operations if you have a disaster. e.g.
• How many employees need to be up and running?
• What are the power requirements of the facility?
• Where do you store your data?• How do you want your phone
calls handled during a disaster?
Erin Mitchell Agility Rep
Ben Pritchard Member Services
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When You Become a Member
All information is placed in a password protected site called myAgility.myAgility is the foundation of your recovery plan.
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When You Have A Disaster
• Agility’s operations team works with you to determine your needs.
• You only pay for Agility’s out‐of‐pocket expenses:
If we fly a technician to your office to set‐up computers, we charge you for the airfare, but not the time.
If you need a generator, we'll deliver it and bill you our exact costs.
If you need a server, we take one from our stock and ship it to you. You pay for the shipping.
Agility Quickship Case
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When You Have A Disaster
• Regardless if you have Agility or not, you would still have the same recovery needs.
• But Agility will get it done faster, cheaper and more effectively.
•Most importantly, we get it done every time.
ReadySuite Mobile Office
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Disasters Happen
Sometimes they’re small like a phone outage.
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Disasters Happen
Sometimes they’re big like a tornado.
Photo taken by Agility Recovery team
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Disasters Happen
If you don’t have a plan your organization will be forever altered.
Photo taken by Agility Recovery team
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Disasters Happen
•During a disaster there are more important things to focus on instead of trying to rebuild your infrastructure.
•When you’re most vulnerable to being overcharged and underserved, you will have a partner you can trust: 24 years 1000’s of recoveries Never failed
•Agility doesn’t profit from your disaster.
Bobbi Carruth Agility MemberWorthington Federal Bank
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Ask Yourself…
•Do you believe a disaster could happen?
•Do you believe that without a plan, your operations will suffer?
•Do you believe Agility, after 24 years and 1000’s of recoveries will be there?
DCH Credit Union Agility MembersTornado Recovery
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Ask Yourself – Do You Believe?
If you answered, “Yes,” then Agility is a fairly easy decision. We welcome you as a member.
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QUESTIONS?Prepare to Survive.
Bob BoydPresident & CEO, Agility Recovery
**This presentation has been recorded and a link will be sent out tomorrow to all registrants.
**To download a copy of the slides from today’s presentation, please visit http://agil.me/springstormprep