Communication before the storm is key

Posted on Monday November 02, 2015

As it is only a matter of time before the first winter storms hit in many places, you might want to consider taking a look at your company's business continuity plan. Each year heavy snowfall and other weather-related incidents interrupt services and cost businesses money. One way to prevent this from happening is by communicating with clients and staff before a storm hits, in order to ensure everyone is prepared.

While weather varies drastically depending on where you live, nowhere is immune from inclement conditions during the winter. It's only a matter of time before your local weatherperson appears on TV warning you to brace for yet another "Storm of the Century", and in turn everyone whips themselves into a frenzy preparing for the worst-case scenario.

However, you shouldn't just be focusing on your personal affairs; you need to make sure your business is ready as well. Even if the forecast doesn't turn out to be accurate, it's always better to be safe than sorry. For this to happen, you will need to stay in constant contact with both your employees and customers before and during a storm to make sure they know what to expect. Doing this will help limit interruptions and make sure clients can adjust the expectations they have of your business. Here is how you can use communication technology to prepare for any possible service interruptions caused by bad weather.

Employees

The great thing about technological advancements over the past few years is that they allow for many employees to work from home, or from anywhere that has an internet connection. However, they must be prepared to do so. That means you should be letting employees know that there is a chance they might be working from home three or four days before a storm is due to hit. During this time, have your IT department or provider check with those employees to ensure they have the capabilities to work from home, even if it is in a limited capacity.

During this time, designate certain employees as flex workers if you can't determine just how bad the weather will be the next day. This means that they will check the weather in the morning and come in if it is safe. They will also be in charge of informing other employees whether or not they will need to come into work.

Finally, make sure there is an updated spreadsheet or file with all your employees' contact details, and that this is available to those who may need it. It is important that each person at your company is able to be reached via multiple channels, because you never know which services a storm may knock out. Having this ready before anything happens will allow for more efficient communication during inclement weather.

Customers

Your customers depend on you, and it is absolutely vital that you keep them informed of how the weather situation will affect your business. One of the easiest ways to do this is via social media. In the days leading up to the storm, let your followers know that you are keeping an eye on the situation, and provide contact information for someone at your company who can give them additional information if needed.

If your business will have to close because of bad weather, it's good practice to announce it as far ahead of time as possible. Ideally this will be done on the night before or, at the latest, early in the morning of the closure. You don't want customers trekking in three feet of snow to get to your shop or office, only to find out it's closed.

Make sure you get in touch with clients right away to inform them of any delays that might occur in delivering goods or services because of the office shut-down, and give them an estimate as to when your business will be fully operational again. Just because you aren't responsible for the weather doesn't mean you can stop being accountable altogether. Staying ahead of the game will prove to clients that your company is organized and prepared for anything.

Of course, communication is just one part of a comprehensive business continuity plan. Contact our experts today and find out how we can keep your company functional no matter the weather.