Preparing for Spring Severe Weather

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We have all witnessed the devastating effects Mother Nature can cause throughout the year. As we look ahead to Spring, now is the time to prepare for the threats posed by spring storms and …

We have all witnessed the devastating effects Mother Nature can cause throughout the year. As we look ahead to Spring, now is the time to prepare for the threats posed by spring storms and floodwaters. Your organization is more than just a place of business to your customers, employees and stakeholders. Your organization is a key aspect of their lives, and one that must be protected. If your organization is affected by adverse weather conditions, how well will you be prepared to serve those who depend on you in their time of need?

Join the SBA and co-sponsor Agility Recovery as we welcome Agility CEO Bob Boyd who will share practical, applicable tips and best practices to mitigate the risks posed by spring weather conditions. These recommended steps and strategies are based on the thousands of successful business recoveries following weather disasters, including those related to flooding, tornadoes and severe storms.

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  • 1. Preparing for Spring Severe Weather Today’s session will be recorded. Links to the archived recording will be emailed to all registrants automatically tomorrow.For copies of the slides presented during today’s session,  please visit: http://agil.me/springstormprep
  • 2. Agenda‐ Preparing your Business for Spring Severe Weather 1. The Common Threats to Business 2. Planning: Before, During & After the Storm A. Flood specifics B. Tornado specifics 3. ZERO HOUR: When a major storm is imminent 4. Common Mistakes during Spring Storm Disasters 5. Additional Resources‐ The Agility Story
  • 3. Prepare to Survive. Common Threats
  • 4. Cedar Rapids, Iowa
  • 5. Tuscaloosa, AL
  • 6. Common Spring Storm Threats to Business• Power Loss (70% of Recoveries)• Flooding• Property Damage (water, fire, wind, debris)• Communications Disruption (voice & data)• Electrical Storm Damage• Supply Chain Disruption• Employee Injury or Absenteeism• Transportation Interruption• Compromised Access to facilities
  • 7. Prepare to Survive. Before the Storm
  • 8. Before the Storm: Common Planning Elements• Update Employees on both the Threat and the Plan • Ensure everyone knows their responsibilities• Discuss contingency plans with key vendors and suppliers• Conduct a Drill
  • 9. Before the Storm: Common Planning Elements• Ensure redundancies independent of cell or terrestrial networks as  much as possible › 24‐hour phone tree  › Password protected web page (centralized emergency status) › Previously Established Radio/TV/Print News Partners › Call‐in recording system › E‐Mail Alert System › Text/Data Alert system• Update Your Emergency Contact List• Test Your Alert Notification System or Plan• Ensure you can redirect your in‐bound voice calls
  • 10. Before the Storm: Common Planning ElementsStart Simple: Create an Emergency contact list that Emergency Contact List includes: • Home Phone • Alternate Mobile • Personal E‐mail • Family Contact Information • Evacuation Plan • Store Remotely for Easy Access Setup Alert Notifications Program  • Explain Purpose • Test Regularly • Update regularly with any CHANGES  to your organization • Train New Hires      
  • 11. Before the Storm: Common Planning Elements • Notify customers of any planned interruptions to services
  • 12. Before the Storm: Common Planning ElementsUtilize existing Social Media platforms • Post real‐time status updates • Direct public/employees to  alternate locations • Provide emergency contact  information & instructions • Allows easy “forwarding” of  information to other  audiences • User‐Friendly, Searchable,  universal applicability, stable  platform
  • 13. Before the Storm: Common Planning Elements • Identify ahead of time your Power Requirements • Top off fuel tanks in company vehicles & generators • Obtain some petty cash for any incidental purchases following a  disaster if/when credit cards are not accepted • Ensure the ability to charge mobile devices via car or solar  chargers
  • 14. Before the Storm: Common Planning ElementsASSIST EMPLOYEES• Provide information and resources to help employees prepare  their own families: • www.Ready.gov • www.RedCross.org • www.Do1Thing.com• Cross‐train employees in all critical business functions• Test any work‐from‐home solution or strategy PRIOR to the event• Ensure all New Hires are up to speed• Discuss precautionary plans with employees (altered hours, facility location changes, work‐from‐home plans, etc.)• Ensure all employees practice accessing email & voicemail  remotely
  • 15. Before the Storm: Assemble Emergency Supplies Employee Emergency Kits • An emergency or disaster recovery kit should contain: • Fresh water,  Non‐perishable food,  Flashlights • Extra batteries,  Battery‐powered AM/FM or NOAA radio • First aid kit,  Copies of important documents and records  • For a complete list of items, visit www.Ready.gov.  www.redcross.org Workplace Recovery Kit • CASH • Recovery plan • Hand Crank or Solar Chargers for Cell Phones • Important records (Insurance policies,  Fixed asset inventory,  Contracts) • Operating system install disks, Licensing keys, Passwords • Letterhead • Office Supplies: • Stamps, Writing Utensils, Stapler/Staples, Tape • Printer Paper,  Calculators
  • 16. Prepare to Survive. During a Storm/Flood
  • 17. SPECIFICS - Preparing for a Flood• Postpone any receipt of goods, deliveries, couriers, etc.• Raise critical equipment, supplies & elevators above flood levels• Locate gas & electrical shut‐offs• Secure fuel storage tanks• Ensure accurate inventory of product on site• Use sandbags or flood‐proof barriers to reinforce vulnerable sites• Take critical hardware & records off‐site to a safe location• Proactively redirect phones and update company website and/or  social media channels
  • 18. SPECIFICS - Preparing for a Severe Storm• Stay constantly informed to rapidly changing weather conditions• Ensure easy access to shelter facilities or interior rooms• Locate water, power and gas shut‐off locations• Locate your emergency weather radio• Ensure mobile devices are charged• Have flashlights & extra batteries within reach• Send home non‐essential personnel before conditions worsen• Update website & social media as to hazardous weather policies
  • 19. Prepare to Survive. When a Storm is Imminent
  • 20. ZERO HOUR: When a Storm is Imminent• Follow the Plan (Be clear & decisive and trust the plan)• Stay informed on the storm’s status (don’t get surprised)• Enact Emergency Evacuation or Shelter‐in‐Place Plans for Employees• Activate your Crisis Communication Plan• Secure Facilities, Buildings and Inventories• Don’t be complacent during downtime (losses can mount quickly)• Avoid floodwaters and downed power lines• Turn off and unplug all electrical equipment to avoid damage• NEVER run a generator indoors Remember: Life Safety is Paramount – Never Compromise BE PREPARED TO SELF‐SUSTAIN FOR 72 HOURS OR MORE
  • 21. Prepare to Survive. Common Mistakes
  • 22. Common Mistakes During Spring Storms• Ignoring the Warnings• Being unprepared for long term power and communications outages• Unprepared for generator connection (no transfer switch, no spider box, no fuel provider, and no  knowledge of load requirements)• Failure to prepare for supply chain disruptions• Failure to adequately stock emergency supplies• Failure to communicate adequately with customers & employees• Failure to obtain adequate insurance coverage for loss of use, loss of  revenue, and added expense• Failure to establish emergency procedures and providers for call  forwarding, temporary power, communications provider, etc.
  • 23. Prepare to Survive. Additional Resources/Tools
  • 24. Additional Resources - PrepareMyBusiness• Detailed Preparedness and Recovery Checklists: www.PrepareMyBusiness.org • Tornado Prep • Flood Prep • Disaster Kit Checklist • Crisis Communications • Phone Recovery Checklist
  • 25. Additional Resources – Red Cross• American Red Cross Checklists: http://www.redcross.org/prepare/ disaster‐safety‐library • Flood • Tornado • Thunderstorm • Power Outage
  • 26. Additional Resources - NFIP• FEMA’s National Flood Insurance Program: http://www.floodsmart.gov/
  • 27. Additional Resources – Wireless Emergency Alerts National Weather Service’s “Weather Ready Nation” Emergency Alert System: Register Here: http://www.nws.noaa.gov/com/weatherreadynation/wea.html Coming Soon! Expected to begin in the June 2012
  • 28. Prepare to Survive. QUESTIONS? Bob Boyd President & CEO, Agility Recovery bob.boyd@agilityrecovery.com **This presentation has been recorded and a link will be sent  out tomorrow to all registrants. **To download a copy of the slides from today’s presentation,  please visit http://agil.me/winterprep
  • 29. The Agility StoryBob Boyd, President & CEO, Agility Recovery
  • 30. Agility Recovery ‐ History Started by General Electric 24 years ago. Saw a need to recover at or near the organization’s normal location. Photo taken by  Agility Recovery team
  • 31. What We DoWe provide 4 key Elements of Disaster Recovery 1. Office Space: Everything  needed for your  employees & staff to  work 2. Power for the office 3. Communications:  Telephone and Internet  access 4. Computer System:  Computers, servers,  printers, fax
  • 32. Culture of Success General Electric built an  • 23 years infrastructure to ensure success  • Rescued 1000’s  of members • Never failedAtlanta Distribution Center
  • 33. New Vision The industry focused on the needs of the Fortune 500.  This model is too expensive for most organizations. In 2004, Agility defined a new vision. Agility will bring disaster recovery solutions to  ALL organizations.
  • 34. New Business Model ‐ ReadySuite Agility created a solution that all organizations could afford. For a small monthly fee, normally $495/month,  you can protect your hospital.
  • 35. When You Become a MemberA continuity planner will contact  Erin Mitchell  Agility Repyou and gather the info we need to recover your operations if you have a disaster. e.g.• How many employees need to  be up and running?• What are the power  requirements of the facility?• Where do you store your data?• How do you want your phone  calls handled during a disaster? Ben Pritchard Member Services
  • 36. When You Become a MemberAll information is placed in a password protected site called myAgility.myAgility is the foundation of your recovery plan.
  • 37. When You Have A Disaster• Agility’s operations team works  with you to determine your  needs.• You only pay for Agility’s  out‐of‐pocket expenses:  If we fly a technician to your  office to set‐up computers, we  charge you for the airfare, but  not the time. If you need a generator, well  deliver it and bill you our exact  costs. If you need a server, we take one  from our stock and ship it to you.  You pay for the shipping.  Agility Quickship Case
  • 38. When You Have A Disaster• Regardless if you have  Agility or not, you  would still have the  same recovery needs. • But Agility will get it  done faster, cheaper  and more effectively.• Most importantly, we  get it done every time. ReadySuite Mobile Office
  • 39. Disasters HappenSometimes they’re small like a phone outage. 
  • 40. Disasters HappenSometimes they’re big like a tornado. Photo taken by  Agility Recovery team
  • 41. Disasters HappenIf you don’t have a plan your organization will be forever altered. Photo taken by  Agility Recovery team
  • 42. Disasters Happen• During a disaster there are more  important things to focus on  instead of trying to rebuild your  infrastructure. • When you’re most vulnerable to  being overcharged and  underserved, you will have a  partner you can trust:   24 years  1000’s of recoveries  Never failed• Agility doesn’t profit from your  Bobbi Carruth Agility Member Worthington Federal Bank disaster.
  • 43. Ask Yourself…• Do you believe a disaster could happen?• Do you believe that without a plan, your operations will suffer?• Do you believe Agility, after 24 years and 1000’s of recoveries  will be there?  DCH Credit Union Agility Members Tornado Recovery
  • 44. Ask Yourself – Do You Believe?If you answered, “Yes,” then Agility is a fairly easy decision. We welcome you as a member.
  • 45. Prepare to Survive. QUESTIONS? Bob Boyd President & CEO, Agility Recovery bob.boyd@agilityrecovery.com **This presentation has been recorded and a link will be sent  out tomorrow to all registrants. **To download a copy of the slides from today’s presentation,  please visit http://agil.me/springstormprep