Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.
Some of the most catastrophic fires in California history are currently burning in Los Angeles, and 2024 saw no shortage of other extreme weather, from flooding in the Northeast to record-breaking heat in the Southwest.
Severe weather and natural disasters are often unpredictable, but having a safety plan in place can help save time and lives.
Oftentimes, natural disasters strike quickly and with little warning. It might not be possible to communicate quickly and thoroughly with employees in the moment. Creating and communicating an emergency plan ahead of time, for use in these moments, can help keep employees safe.
Preparation
A good plan begins with adequate preparation before the risk occurs. Taking steps to protect your property from natural disasters can minimize damage in the long run.
A formalized emergency action plan (EAP) is an excellent resource to share with employees to ensure they are prepared for any emergency. An EAP should include procedures for reporting emergencies, escape procedures, names and contact information of all employees, and procedures to account for all employees after an evacuation. A template to create your own emergency action plan can be found on Rancho Mesa’s RM365 HRAdvantage™ portal.
In the specific case of a wildfire, there are a few steps business owners can take to ensure they are able to manage their fire risk. Compliance with all fire and safety codes in your area is a necessity. Regular landscaping around your building—including lawns, brush, and trees—can also mitigate potential wildfire risk, especially if you are located in a more remote area.
Training
Employees should always be kept up-to-date on current emergency evacuation plans and procedures. Staff should be provided maps of evacuation routes and safe-zones in the area to minimize confusion in the event of a workplace evacuation. Assign emergency-specific roles to key personnel and ensure they are trained to perform critical functions as needed.
Training all employees on emergency response procedures is also advised. There are a number of emergency planning, first aid, fire prevention and other safety toolbox talks and online courses available through Rancho Mesa’s SafetyOne™ platform which can be used to train staff on the proper ways to deal with fire hazards and other emergencies. Emergency and fire preparedness online trainings can also be found on Rancho Mesa’s RM365 HRAdvantage portal.
Communication
Good communication is vital for keeping your business and employees safe during a natural disaster. Sharing safety information ahead of time, either electronically or by posting to a central location, can help prevent confusion during an emergency. An intercom system or software that sends alerts to staff are also good resources for sharing important emergency information with employees.
Rancho Mesa’s SafetyOne platform allows company administrators to send push notifications not only to app users, but also via text and email to the entire organization or to specific groups that may be affected by an emergency.
Closures
There may be times when a natural disaster is severe enough to warrant an office closure. Be sure to check which laws and regulations are in place in your state regarding employee compensation and paid leave.
Develop a plan for maintaining essential business operations during and after a natural disaster. This may include developing remote work capabilities or a modified work schedule.
While natural disasters are unpredictable, a comprehensive emergency plan and regular employee trainings can help ensure your business stays resilient in the face of any disaster. Remember, emergency preparedness is an ongoing process that requires regular reviews and updates to remain effective.
Contact your Client Technology Coordinator with questions about any of Rancho Mesa’s safety resources.