Emergency Planning 101
An Emergency Action plan (PDF) will help you respond during a real time emergency and should include:
- An emergency communications plan for all employees, including persons with disabilities and those with limited English Language Proficiency
- Evacuation plans and emergency escape route assignments
- A list of rescue and medical duties for employees who can perform them
- Procedures for employees who stay behind to finalize critical operations before they evacuate
- Procedures to account for all employees after an evacuation is completed
- Names or job titles of people who can be contacted for further information or explanation of the plan
Important things to do during or immediately after an emergency: Determine if you will be able to conduct business in the near-term.
- Are there any significant changes to the immediate surroundings that would affect access to your space?
- Will this this emergency have any effect on the products and services your business offers?
Contact your customers.
- Alert customers who are expecting delivery of products or services.
- Leave a sign on your business door or window with contact information and any updates.
- Change the recording for your business phone number with information on the situation.
- Make announcements on your business website.
- Set an auto response for your business email address.
Contact your employees.
- Ask key employees to help you manage the logistics around recovery.
- Let your employees know if your business is still operating and/or the timeframe for resuming operations.
Contact your suppliers.
- Advise of disruptions to business.
- Reroute deliveries.
- Adjust and /or cancel orders.
Contact your insurance company.
- Determine if your insurance will cover the damages and expenses incurred.
- Determine if your insurance will cover the rental fees of necessary space and equipment needed to immediately resume operations.
Business Continuity Planning 101
A Business continuity plan will help you prepare to withstand and recover from a disruption and should include:
- A list of the most important activities necessary to run your business, a description of the steps to complete these activities, special skills to perform the activity (for example, training, certification), and the time sensitivity of getting each activity back up and running after an interruption.
- A list of the important physical items and computer software necessary to run your business and the vendor who can provide you with new equipment if needed. Also, identify any alternate ways for you to continue your main activities if you do not have these items available.
- A contact list of all employees. Include at least one method of after-hours communication to get in touch with employees.
- A contact list of all vendors and suppliers.
- A list of all locations where the document is stored. Make sure to have back-up copies of important documents in an alternate location and/or stored electronically.
Also keep a list of important
documents such as:
- Insurance policies and contacts
- Building contacts and property records
- Bank account records/statements
- Tax documents
- Tax records
- Employee related documents
Contact us for more information
Additional Resources
- Ready NY - NYC Emergency Management preparedness resources
- Ready.gov - Federal Emergency Management Agency (FEMA) emergency planning tips
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