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Emergency Planning

Emergency Planning 101

An Emergency Action 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.

Important actions to take during or immediately after an emergency.

Determine if you will be able to conduct business in the near term.  

  • Assess the impact of environmental changes on your facility's accessibility.
  • Examine the implications of this emergency on your product and service offerings.

Contact your customers.

  • Alert customers who are expecting products or services.
  • Leave a sign on your business door or window with contact information and
  • Update the recording for your business phone number with information on the situation.
  • Announce updates 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.
  • Inform your employees about the status of your business operations and/or the expected timeframe for resuming normal operations.

Contact your suppliers.

  • Notify them of any disruptions to your business.
  • Arrange for rerouting of deliveries, if necessary.
  • Make adjustments and/or cancel orders as needed.

Contact your insurance company. 

  • Determine if your insurance will cover the damages and expenses incurred.
  • Assess if your insurance will cover the rental fees of space and equipment needed to immediately resume operations.

 

Creating an Emergency Action Plan.

Business Continuity Planning 101

business continuity plan will help your business prepare and recover from a disruption and should include:

  • A list of activities necessary to run your business, including the steps to complete each activity, required skills (such as training or certification), and the timeline for each activity.
  • A list of physical items and computer software essential for your business operations, along with the vendor who can provide you with new equipment. Identify alternative ways to continue activities in case the items are unavailable.
  • A contact list of all employees, including at least one method of after-hours communication to get in touch with employees.
  • A contact list of all vendors and suppliers that do business with you.
  • A list of locations where the business continuity plan is stored, ensuring multiple copies of important documents are kept in an alternate location.

Additionally, keep a list of important documents such as:

  • Insurance policies and contacts
  • Building contacts and property records
  • Bank account records/statements
  • Tax documents and records
  • Employee related documents
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Additional Resources

  • Ready New York - NYC Emergency Management preparedness resources
  • Ready.gov - Federal Emergency Management Agency (FEMA) emergency planning tips