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It’s common sense, but it’s worth repeating: the
best time to deal with any crisis is before it happens. Even though we
may not like to think about it, there are many possible scenarios that
could have serious adverse effects on your business (especially if it
is a small business) and its employees.
According to the Small Business Administration, “A
community relies on its businesses to generate jobs and tax revenue and
to nurture a built environment that is healthy and sustainable. When a
business protects itself from disasters, it is also protecting one of
its community’s most valuable assets.”
Here are a few practical tips from the SBA that can
help prepare any size of business for the unexpected:
Facilities Tips:
1. Develop contingency plans to remain in operation
if your office, plant, or store is unusable. Could you:
- Operate out of your home or a nearby location?
- Quickly transport critical items such as computers, inventory and
equipment?
- Save replaced equipment and reactivate it in an emergency?
- Store inventory, equipment and supplies off-site?
Examine the possibilities, make a plan and assure that
you and your employees know what to do.
2. Keep extras of any hard-to-replace parts or supplies
on hand. Store them off-site. If this cannot be done, work with suppliers
in advance to assure a secure and adequate supply. Store several days’
supplies in a location separate from your facility. Be sure to keep this
auxiliary supply up-to-date.
3. Make upgrades now that would prevent possible
future damage. Strengthening exterior walls, adding a retaining wall,
or shoring up a creek bank are relatively minor projects in comparison
to losing the building to flood waters.
Operations Tips:
1. Purchase a backup generator to maintain full
operations for critical functions such as refrigeration, lighting,
security systems and computer control in the event of a power failure.
2. Have back-up vendors and shippers in place in
case your primary ones are disabled. Set up relationships in advance
and maintain them. Place occasional orders so that they regard you as
an active customer.
Information and Communication tips:
1. Make backup copies of all critical records:
accounting and employee data, customer lists, production formulas and
inventory.
2. Keep a backup copy of your computer’s basic operating
system, boot files and critical software. Store a copy of all vital
information on-site and a second in a safe off-site location. Make it
a critical part of your routine to regularly back up files.
3. Make pre-arrangements with computer vendors to
quickly replace damaged vital hardware. Keep invoices, shipping lists
and other documentation of your system configuration off-site so you can
quickly order the correct replacement components. Take care of credit
checks, purchase accounts and other vendor requirements in advance so
that the vendor can ship replacements immediately.
4. Surge-protect all computer and phone equipment
through power and phone lines. A power surge through a telephone line
can destroy an entire computer through a connected modem. Invest in a
surge protector that has a battery backup to assure that systems keep
working through blackouts.
5. Maintain an up-to-date copy of phone numbers,
computer and Internet log-on codes and passwords, employee phone numbers
and other critical information in an accessible location. Develop an employee
"telephone tree" to rapidly contact employees in an emergency.
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