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With hurricane season quickly approaching, human resources professionals should prepare their organizations’ emergency plans now to ensure employees stay updated with crucial information and support, and to make sure business stays on track in the event we’re faced with another storm this summer.
Here’s a checklist organizations can use to prepare for Hurricane Season:
Share Disaster Plans & Emergency Resources Early
In anticipation of a natural disaster, HR leaders are often responsible for setting up communication plans and sharing information so that individual employees can prepare. Some recommended resources to share with those who may be impacted include:
- National Hurricane Center’s Hurricane Preparedness Guidelines
- Department of Homeland Security’s Emergency Kit and Supply Checklist
- Local Evacuation Shelter Information & Maps (including resources for pets)
Test Your Ability to Contact Employees During/After a Disaster, and Vice Versa
It is critical to encourage employees to update their emergency contact information in the organization’s system to ensure you have up-to-date phone numbers and other pertinent details on hand. At Gulfshore Insurance, we activate a secondary disaster hotline for employees only that allows us to convey critical messages before, during, and after a storm. If employees have cellular service, then they are able to call in to receive timely updates on the agency’s status of operations. A phone tree is another widely used method for communicating with employees, particularly if your organization has more than a handful of employees.
Consider an Alternative When Cell Service Becomes Difficult
While cell phone towers may go down and access to the internet or SMS capabilities may be affected, texting may provide one of the best options for staying in touch. Many organizations utilize an SMS instant-messaging system that allows them to notify employees about operations and other pertinent details. As such, it is important to remind employees about the need for extended batteries and backups in order to effectively use this system.
Extend Deadlines, Alert Vendors, and Pre-Schedule Remote Check-Ins
Business, of course, goes on in the rest of the world and deadlines still loom. If you have any vendors outside the affected areas with employee deadlines you should start working with them to get an extension. Leadership and operations teams may want to pre-schedule call-in times and provide access to a conference line. The calls will allow you to effectively plan for business continuity and report on efforts to check in with your employees.
Consider an Advance Payroll
Many of the activities HR teams will need to address in the immediate aftermath of a natural disaster will, in some instances, be things that have been prepared for ahead of time. As employees get back in touch, additional needs will be identified, but access to payroll funds and cash, as well as a sense of job security, are often uppermost in the minds of staff members. The first paycheck after a storm can be is critical for employees. Remember that if extreme power outages occur, not only will banks be closed, but ATMs will probably not work either–cash is king!
Be Flexible with Attendance and Time Off Policies
Employees who have been displaced from their homes or have evacuated entirely may be anxious about job continuity even as they’re struggling with basics like getting access to food, shelter, gas, and clothing. Part of the communication prior to the weather event will ideally have provided employees with clarity around items such as pay continuity, use of PTO, or flexibility in the company’s attendance policies. As employees return to work, whenever that may be, they’ll still be dealing with numerous aftereffects. Providing consideration for additional time-off without penalty will be important to employees who must keep appointments with insurance adjustors, rebuild their homes, or find new living arrangements; this time may be with or without pay as appropriate and in alignment with the Fair Labor Standards Act for employers in the U.S.
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