A natural disaster can strike at any moment and rarely do we have enough time to prepare for the situation after a warning is issued. Earthquakes, hurricanes, tornadoes, floods and severe weather can make communicating with loved ones and employees very difficult and sometimes next to impossible. A well-rehearsed and organized response plan will assist in ensuring that family, community members and employees are safe during a natural disaster.
PLANNING
Natural disasters have prompted most families, businesses and communities to discuss the importance of implementing a response plan. Although a discussion may have taken place, it is vitally important to practice and review the plan every six months to make certain that everyone is aware of what they must do to protect themselves during a natural disaster.
When developing a response plan, consider what type of disaster is most likely to occur in the community where you live and work. For example, is a tornado more likely than a flood in your area? Additionally, several communities will often issue warnings and signals for disasters that are most likely to happen in a specific region. Familiarizing yourself with how emergency officials communicate the threat of a natural disaster should also be part of the planning process. For businesses, ensure that each employee is knowledgeable as to how the information pertaining to the threat of a natural disaster is communicated. For example, will a warning be issued via the company intranet, through an email or personally by the department head?
Emergency/safety kits should also be updated and the contents reviewed every six months. At a minimum, these kits should include basic first aid supplies, food bars, water packs, a battery powered radio and copies of important documents, such as insurance papers and identification cards.
COMMUNICATING
Despite having all the equipment for, and knowledge of, responding to a natural disaster, it does no good if you cannot communicate effectively. A communication plan requires sitting down with family members, community leaders and employees to strategically determine the most efficient and effective way to reach one another if local and statewide communication equipment is hampered or inoperable. Knowing that everyone is safe and alive adds to the success of your entire response plan. The process of developing a communications plan can be broken down into four simple steps.
STEP 1: IDENTIFY AND DESIGNATE
Identify and designate two out-of-state contacts that can be used as a point person to gather and relay information back to family members. One individual should serve as the primary contact and the other should act as a back-up in case the primary contact is unavailable.
For families, utilize relatives or close friends that live out-of-state, and for businesses, use an out-of-state branch or facility. If there is no out-of-state location, obtain an 800 number that has voicemail capability to leave messages for employees who are calling in. Community leaders should consider setting up a hotline that provides changing information of value to community members.
STEP 2: PROVIDE CONTACTS
Every family member should receive a wallet-sized card that includes the contact names, home, business and cell phone numbers of the primary and secondary out-of-state contacts. Each contact should receive a list of individuals to be accounted for and each member of the family should keep the numbers stored in several places, including their cell phone, in their car, at home and in their wallet.
A wallet-sized card can also be distributed to each employee that includes the 800 number and facility location. Additionally, employers should maintain an active database of the emergency contacts for their employees. Revisit this database once a year and ask employees to update their emergency contact information.
Make certain that every family and/or employee member has their individual contact information on them at all times.
STEP 3: WHERE TO MEET
There is always the possibility of damage to local or regional telephone equipment, and service may be down for an unspecified period of time. Typically, when this does occur, other towers nearby will attempt to compensate for the unavailable service; however, the overwhelming demand on local and cellular service may make it extremely difficult to reach your out-of-state contact. If you do attempt to use the phone and there is a busy signal or no dial tone, do not panic. Try waiting a few minutes to see if you can get a clear dial tone. Also, try using pay phones, as these lines are likely to be restored first.
When developing your communication plan, do not rely solely on the use of land line and cellular phones—pick a designated place to meet. For families, identify evacuation routes to follow and where to meet; this may be the out-of-state contacts’ home. Determine who is responsible for retrieving the children from school or daycare and map out two different routes in case a road is blocked or closed.
STEP 4: TEST THE PLAN
Test the plan using different scenarios and make certain to include both the out-of-state primary and secondary contacts. Families and companies should test their plan at least twice a year and update and review the communications plan annually.
RESPONDING
Implement your plan during and after a natural disaster, but make certain to listen to and follow the instructions provided by community officials. They will have first-hand information on what you need to do to keep yourself and family safe. When planning and responding, work with neighbors, as it may take awhile for emergency response to arrive in your community. Working with neighbors until they arrive may save others from severe injury and perhaps save lives. Additionally, make sure you know how to turn off your utilities and make preparations for family pets in advance, as several shelters do not allow animals.
After a natural disaster, always debrief and evaluate. Did the plan work? If not, what went wrong? Were there factors that could have been controlled? Review the plan and make changes as necessary, and practice those changes so that every individual knows what to expect the next time a natural disaster occurs.
During a crisis, family and community members and employees must be aware of the plan, the communication methods and the response needed to help protect themselves and their loved ones. Each piece of the plan is vitally important to ensuring safety when a situation is unknown or changes rapidly. Additional information on developing a response and communications plan for natural disasters can be found online at the American Red Cross at www.redcross.org and at the Federal Emergency Management Agency at www.fema.gov.
DISASTER SUPPLIES CHECKLIST
A disaster supply kit should be stored in a lightweight container and include the necessary items needed for each family member. A smaller version of the kit can also be stored in your car.
- A three-day supply of water (one gallon per person, per day) and nonperishable food
- First aid kit, whistle, signal flare, battery-powered radio and flashlight with extra batteries
- Waterproof matches, paper and pencil, bleach, garbage bags, soap and moist towelettes
- Tools (pliers, wrenches, scissors)
- Change of clothing and a pair of durable shoes
- Sleeping bags and extra blankets
- Copies of important documents
- Any needed personal items (prescriptions, glasses, formula, diapers, feminine products)
OTHER RESOURCES
www.ready.gov
www.readyoc.org
www.redcross.org
www.fema.gov
Permission to use this article was granted by Universal Services of America. Universal provides a full range of building services throughout Arizona, California, Colorado and Washington, and includes Universal Protection Service, Universal Building Maintenance, Universal Security Systems and Universal Fire/Life Safety Services. www.universalpro.com.