Previous Season Indicator Reviews

Review previous seasons’ hurricane timelines, damages, and other important details to give you the information necessary to predict this season’s storm. This allows proper preparation for this season’s storm, including staffing, inventory management, and other necessities.

Review the following in previous storm seasons: 

• Storm severity and damage
• Length of storm 
• Season length 
• Overall cost and casualty

Updated Emergency Response Protocols

Emergency response lists, guidelines, and protocols should be reviewed and updated regularly. In the 90 days before hurricane season, check the following:

• Updated employee phone numbers and other contact information
• Customer response and communication guidelines
• Dispatch and rescue escalation protocols
• Emergency contact information/lists
• City/county evacuation procedures

Hold a company meeting where all employees — including those not directly related to emergency rescue — understand new and updated guidelines while receiving a refresher on guidelines, protocols, and procedures already well understood.

Inventory and Equipment Checks

Months before hurricane season approaches, all equipment should be professionally serviced and tested for working ability and safety. Inspect and test the following:

• Thermal infrared cameras
• Moisture meters
• Generators 
• Dehumidifiers 
• PPE 
• Tarps
• Air moving equipment
• Hygrometers

Test equipment and inventory at the 90-, 60-, and 30-day marks, and at two weeks leading up to hurricane season. Early intervention allows for maintenance repairs and inventory reorders to occur without worry of backorders or low stock.

At 60 Days 

Hurricane season is rapidly approaching, and inclement weather may lead to busier workloads. Priority is given to ensuring work vehicles are properly stocked and serviced for emergencies. Connections to suppliers and contractors should be secured to ensure emergency supplies don’t run out when you need them most.

Service All Work Vehicles

Ensure all work vehicles have functioning headlights and taillights, braking systems, horns, and wipers. Perform oil changes, transmission flushes, brake bleeds, and other necessary tasks.

Company signage on all professional vehicles should be clearly visible, reflective, and display phone numbers and other identifying contact information boldly. 

Install GPS systems in all fleet vehicles. Recheck GPS systems for accuracy and functionality regularly before hurricane season strikes.

Reaffirm Vendor Contracts 

Double-check all vendor contracts to ensure that all payments are current, billing information is up to date, and committed supplies are guaranteed. Secure contracts from suppliers for the following:

• Fuel, including propane, natural gas, and diesel
• Safety cleanup supplies, including towels, paper supplies, and gloves 
• Building materials, including tarps, insulation, and fiberglass
• Fans, air movers, and dehumidifiers
• PPE, including masks, reflective vests, and hard hats

Vendor contracts secure your orders when natural disasters cause competitors to vie for the same water mitigation supplies and equipment you need, thus protecting your business against inventory loss when hurricane season is in full force.

Secure Backup Communication Systems

Ensure all backup communication and emergency systems are in place and secure contracts with communications companies now if you haven’t done so. Update communication software to the latest version.

Test all workplace messaging and communication apps and programs, and train all employees on backup systems so they feel confident using them if normal communication systems fail suddenly. 

Back up all customer contracts and contact information, billing and communication software, and other company information.

At 30 Days

With the business properly secured, now is the time to focus on employee safety and preparedness. Your staff should be properly trained and cross-trained across all areas of your business to ensure a safe, rapid customer response in an emergency.

Hold Staff Training 

Staff members should clearly understand their roles in the business, especially in an emergency. Training should include:

• Customer deescalation
• Emergency evacuation
• Inventory and equipment awareness and use
• First aid kit knowledge
• Storm response safety
• Documentation necessities

Create Customer Service Templates

In emergencies, customer expectations can become difficult to manage. Create customer service templates to help staff members remain consistent in what your company offers and what can be accomplished during hurricane season. Practice these templates with all employees until they’re comfortable using them in a real service setting.

Templates can include emergency response directions, appointment-setting protocols, availability updates, and documentation procedures.

Hire Temporary Staff

Hire staff members to take customer appointments, stock inventory shelves, service work vehicles, and keep regular staff on task. These temporary staff members can replace your travel employees who are on call, holding down the business fort.

Additional staff may be needed if you anticipate the following:

• Growth in customer scheduling
• Higher than normal storm activity
• Lower employee retention than in previous years
• Increase in employee workload
• More travel employees than in-house employees

Final Hurricane Season Readiness 

Continue watching weather reports in real time to anticipate staffing and inventory needs on a day-to-day basis. This is especially important in the days leading up to hurricane season. Check with local emergency authorities to review immediate risks to your company and customers.

Check all generators, vehicles, emergency equipment, lighting, and first-aid kits to ensure they are functioning properly. Fill fleet and vehicle tanks with fuel. Charge all company phones and backup batteries. Prep your team for the season ahead and what to expect in their roles, so there is no confusion when emergencies arise. 

Final Preparedness

Audit your staff, equipment, inventory, and other aspects of your restoration business regularly to ensure your company is hurricane-ready year-round. A 90-day checklist before hurricane season is a valuable tool to help you identify where your company needs to reevaluate and make improvements or changes. The sooner these weak points are addressed, the sooner your company becomes hurricane-ready.