Extreme weather has been the focus of many media stories recently.
To say that severe weather is disruptive, to people and organizations, is a major understatement.
The stress and anxiety that accompany these events are very real for organizations and their associates. In extreme weather events, it is difficult for organizations to mitigate those emotions; however, it is still possible to have processes in place for “normal” severe weather events.
I live in a relatively benign area of Canada, we do not have earthquakes, we do not have major floods; however, we do get a lot of snow. An organization’s preparation for a major snowstorm provides a good template on how to plan so that the stress and anxiety are minimized, both for your people and for the organization itself.
PREPARE
Look at past events, consider what worked well, what didn’t work, and look at ways to improve. The best time to create a winter storm plan is in the summer. Ideally have your plan prepared before the end of August and present it to your team at the beginning of October.
HAVE AN INCLEMENT WEATHER POLICY
The organization’s policy should explain what happens when heavy snow occurs. When a storm is forecasted, know that some people will be anxious, anticipate that and know how to reassure your people that you are concerned for their safety. Include instructions on what to do if roads are closed or if an associate feels unsafe traveling to work. Provide a primary contact person or point person your people can call, text, or email for answers.
The designated point person should appreciate the importance of clear and timely communication to your people. For example, although your organization may not open normally until 9 am, your associates may be preparing for their day as early as 6:30 because of schools or daycares and that is when they need information on how their organization is preparing for the weather event.
The point person monitors forecasts and current situations and makes decisions in conjunction with the organization’s senior leader(s).
When creating your policy, empathize with some of the concerns your people may have. Winter driving can be dangerous, your people have children and families, they may struggle with older vehicles and worn tires. They may not have much experience driving in snow, and they may be worried about how their family members will cope with the snow as well, including having children home for a “snow day.”
Your people may take unnecessary chances if work is canceled because they may not be paid for snow days. This financial stress is very real for people and it is important to acknowledge it and have emergency plans in place to help alleviate their fear and stress.
Other points to be included in your policy.
DESIGNATED POINT PERSON
Having one person as the “go-to” person makes communication clearer and more concise. Designate a person who is calm, poised, and is a good communicator. They can monitor local traffic cameras, websites such as “Follow-your-plow,” and governmental weather reports. In my experience, be wary of commercial weather reports because they tend to sensationalize weather. The benefits of having one point of contact allow the messaging to be consistent and clear.
TO OPEN/CLOSE/DELAY/OR LEAVE EARLY
While it is easy to create a policy to cover opening/closing, making the decision to close or delay opening can be difficult. Many times an organization will decide to close because of inclement weather only to have the weather change and to have the sun shining a few hours later.
In your policy, a tiered response might be appropriate. For early morning storms, consider delaying the opening for 2 to 3 hours and use your policy to explain how people will be contacted. Monitor the local weather and forecast, consider having associates who live outside a certain radius stay home for the day, and keep those inside that radius on standby. Monitor the conditions and have a set time to decide whether to open or stay closed for the remainder of the day.
If severe weather conditions occur later in the day, use a similar tiered response again. Allow those outside of the set radius to leave earlier and travel before darkness falls, and then make a decision for those inside the radius based on the conditions.
Remember to include in the policy, who and what should be communicated to local media for clients and customers. Additionally, a simple note for the door, a telephone message, and an online message are important factors to prepare for and to execute.
WORKING FROM HOME
Covid-19 has taught organizations that for some, remote work is possible. In cases of forecasted severe weather, your policy should include preparations for those associates who are able to work from home to have the tools with them to function from home when necessary.
STRANDED PLAN
What if it is not possible to send your people and/or customers/clients home safely? While very unlikely, some prior consideration for this scenario is important. Equally important is what to do about drivers and associates who may be out of town on business who are stranded.
COMPANY VEHICLES
Any organization vehicles should be prepared for inclement weather. Regular maintenance is fundamental. Each vehicle should be properly equipped including winter tires, good wipers, and plenty of windshield wiper fluid. Drivers should have and know how to use diesel conditioner and block heaters, if necessary. Emergency kits should be standard and include LED flashlights, reflective vests, a first aid kit, candles and matches, a blanket, and a high-energy granola bar, as well as a shovel, and ice-melt or salt.
Monitoring company vehicles is important at any time, but during inclement weather, it is even more important. Automatic trackers are commonplace; however, even a simple system of checking in every two hours is effective. If a vehicle is running behind or stuck, for those people knowing that someone is monitoring them is reassuring and is extremely important for their safe wellbeing.
For delivery organizations, providing each vehicle equipped with a list of tow truck operators and a working cell phone is an easy safety step. As well, having a rule that company vehicles never leave the local area unless they have a full tank of full is an easy safety rule that pays big dividends.
All drivers need to understand the importance of getting the snow and ice off their vehicles. Driving a vehicle with snow and ice on the surfaces can create visibility and hazardous flying debris issues for other drivers.
CLIENTS/CUSTOMERS
Your policy should refer to your “slip/fall” prevention plan. In the winter having a simple checklist for checking wet floors, snow shoveling, with recorded intervals for checking parking lots and doorways is vitally important.
MITIGATING LIABILITY
Organizations and their associates all have a role to play. As mentioned an hourly check of doors, walkways, and parking lots that shows date, time inspected, and then shoveled and/or salted will help to mitigate liability if an accident occurs.
This post is an introduction and a reminder of what your organization should have in place. Your people, your clients/customers, and/or your volunteers all have increasingly more pressure put onto them by the world around them. Having a clear plan in place to deal with “normal” severe weather events will lessen their anxiety and stress when these events occur.
Please feel free to share this post or to comment on how you or your organization prepares for similar weather events.
Good luck,
Paul.