Depending on your location, severe summer weather usually starts sometime in June and ends in November. The Occupational Safety and Health Administration (OSHA) mandates that all employers create a written plan of action to protect employees in cases of emergency, including weather-related states of emergency.
To avoid potential disruptions to your workflow and ensure your team's safety, it’s critical to prepare for the potential onslaught of extreme weather events that can disrupt operations, damage infrastructure, and pose risks to employees and customers alike.
Types Of Extreme Summer Weather
Before preparing for extreme weather events, it's crucial to assess the specific risks your business may face based on your geographical location and climate patterns. Coastal regions might need to prepare for hurricanes and storm surges, while inland areas could experience heatwaves, thunderstorms, or wildfires.
The following are the most common weather events that may be cause for emergency in the workplace during the summer season:
- Heat waves
- Wildfires
- Tornados
- Hurricanes
- Severe thunderstorms
- Lightning strikes
- Flooding
Workplace Summer Safety Tips
Building a well-defined emergency response plan is the cornerstone of preparedness and should be one of the first tasks you complete. This plan should outline procedures for various scenarios, including:
- Evacuation protocols
- Designated meeting points
- Emergency contact details
- Employee responsibilities during severe weather
- Checklist of crucial items like flashlights, batteries, non-perishable food, and first aid supplies
Many businesses form committees to devise plans for personnel safety and protecting data, documents, and equipment. Whether you create the plan yourself or delegate it to your team, once it's formed, it should be communicated to all team members. All your staff should receive a copy of the emergency response plan and a form requesting a signature to verify that they have read it.
While building your emergency response plan, there are a few other aspects to consider, including:
Protect physical infrastructure
Protecting physical infrastructure is paramount to minimizing damage during extreme weather events. This involves taking action on the property’s exterior and interior areas.
Exterior
- Secure or move objects that could be moved by high winds.
- Ensure gutters are secure and cleaned to avoid water damage
- Repair leaks in roofs, windows, or skylights that can cause severe water damage during heavy rain
- Call a professional to trim trees or plants that may interfere with power lines or infrastructure in high winds
- Consider installing flood barriers, like sandbags
Interior
- Clear areas around broken glass
- Remove items off the ground, such as filing cabinets, that flooding could damage
- Unplug electrical equipment
- Use tarps or plastic bags to cover critical equipment
Use backup power and utilities
Power outages are common during severe weather events. Investing in backup power generators can help you maintain essential operations such as lighting, refrigeration, or other necessary equipment such as computer systems. Backup power can also help avoid or reduce damage from high heat or humidity.
Implement weather monitoring systems
Early detection of weather patterns can allow you to respond swiftly to impending threats. Weather monitoring systems, including weather apps, alert businesses to approaching storms or heat waves, enabling them to promptly activate emergency response plans if needed.
If you choose to use a weather app, make sure it’s reputable. For example, the Federal Emergency Management Agency (FEMA) offers one that provides weather alerts and safety reminders. Your local media is also an excellent source of information and updates.
Maintain communication channels
Effective communication is critical during emergencies. Establish multiple communication channels, including email, text alerts, and social media, to quickly disseminate information to your employees, customers, and stakeholders.
Secure data and digital assets
In today's digital age, protecting data and digital assets is as crucial as safeguarding physical infrastructure. Critical data should be regularly backed up to offsite locations or cloud servers to prevent loss due to equipment damage or power outages. Cybersecurity measures should also be strengthened to defend against potential breaches during chaotic periods.
Designate safe shelters
According to the American Red Cross, businesses should establish a designated shelter-in-place (SIP) area where anyone in the building can seek refuge in case of a sudden emergency. In tornado-prone areas, this weather shelter may be underground or in a room without glass windows.
Develop local partnerships
Collaboration with local emergency services, community organizations, and neighboring businesses can enhance preparedness efforts. Establishing partnerships allows you to share resources such as emergency supplies, manpower, or expertise during crises. It also fosters a sense of community resilience and support in times of need. A response plan should identify key contacts from these organizations to contact in case of emergency.
Educate and empower employees
Employees are often the first line of defense during emergencies. Training employees on emergency procedures, first aid, and evacuation protocols will empower them to respond calmly and effectively. In addition, educate your team to recognize warning signs of extreme weather and encourage them to report concerns promptly.
Training will vary between workplaces. For example, businesses that regularly require employees to wear heavy personal protective equipment (PPE) should educate employees on the signs of heatstroke and develop protocols for avoiding working in extreme heat. Businesses that require employees to work in an office should develop a work-from-home protocol to avoid driving during bad storms.
A great way to maintain regular training is via a quarterly meeting, one for each season. At these meetings, management should review emergency protocols, conduct drills, collect employee emergency contact information, and update employees on any changes to the emergency preparedness plan.
Review and update regularly
Emergency preparedness is an ongoing process that requires regular review and updates. Conduct post-event evaluations to identify areas for improvement in response plans and infrastructure. Updating contact information, reassessing risks, and incorporating lessons learned from past incidents ensures that your business can remain resilient in the face of evolving weather challenges.
Know when to close up shop
Finally, and perhaps most importantly, know when it’s time to close your doors. Ensure employees have adequate time to safely travel home and secure their homes ahead of severe weather. Establish a remote work policy to maintain operations until it is safe for employees to reenter the building.
Preparing for extreme weather is a precautionary measure and a strategic imperative that can help protect your business during an extreme weather event. By following these tips, you can enhance your resilience, minimize disruptions, and maximize safety.
Stay Safe By Partnering With A PEO
Severe weather can be unpredictable, but businesses can take steps to minimize risk and protect employees by partnering with a professional employer organization (PEO). A PEO like GMS offers comprehensive workplace safety programs with onsite training and consulting to help you prepare for extreme weather in every season.
By collaborating with a PEO, companies gain access to expert guidance, safety training, and compliance resources. Contact our safety experts today!