An Insider’s guide to preparing for winter.

As I write this it is a hot September day, and winter is the last thing on most people’s minds. However, for people in Northern Climates, the weather is changing, the days are shorter, the nights are cooler, and despite what is happening today, winter is coming, and being ready is important.

Extreme summer weather has been the focus of many media stories recently and knowing colder weather is approaching only raises the bar for preparedness even more. 

The stress and anxiety that accompany these events are genuine for organizations and their people. In extreme weather events, it is difficult for organizations to mitigate those emotions; however, it is possible to have processes in place for “normal” severe weather events.

For the most part, most Canadians live in relatively benign weather. We do not have severe earthquakes, and while hurricanes cause damage, it is not the same scale our neighbors to the south encounter; however, we do get a lot of snow.

What preparations have you made in the past?

• Look at past weather events, consider what worked well, and what didn’t work, and look at ways to improve. The best time to create a winter storm plan is in the summer.
• Prepare your plan before the end of August, review the plans “red teaming” to look for what was missed or unintended.
• Present the plan to your team at the beginning of October.

Create an inclement weather policy.

• The organization’s policy should explain what happens when a heavy snow or ice storm occurs.
• When a storm is forecasted, appreciate your 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 an associate feels unsafe traveling to work.
• Provide a primary contact person or point person your people can call, text, or email for answers. 
• Provide the primary person with the ability to make a local decision and senior leadership needs to support that person.
• Use empathy to address the concerns your people may have. Winter driving can be dangerous, your people have children and families, and 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.”
• Consider paying your people at least a portion of their regular salary if the weather is hazardous to avoid your people taking unnecessary risks because they may not be paid for “snow” days.

Your designated point person.

•  Having one person as the “go-to” resource makes communication clearer, easier, and more concise. This person should be calm, poised, and a good communicator. They can monitor local traffic cameras, websites such as “Follow-your-plow,” and governmental weather reports.
• Your point person should appreciate the importance of using governmental weather reports rather than commercial reports because the latter tends to sensationalize weather.

Provide clarity and clear instructions when a storm occurs.

• Appreciate the importance of clear and timely communication with your people. For example, although your organization may not open normally until 9 am, your people 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). 

The decisions to open/close/delay or leave early.

• Making the decision to close or delay opening can be difficult. Many times an organization will decide to close because of an inclement weather forecast only to have the weather change and have the sun shining a few hours later.
• Consider having a tiered response:  For early morning storms, consider delaying the opening for 2 to 3 hours and have clarity about 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, use a similar tiered response again. Allow those outside of the set radius to leave earlier and travel before darkness falls as winter driving is easier in the daylight, and then make a decision for those inside the radius based on the conditions. 

• Remember to include who and what should be communicated to local media for clients and customers.
• Additionally, a simple note for public doors, a telephone message, and an online message are all important steps to execute.

Working from Home

• Thanks to Covid-19 many organizations have pivoted to allow some staff to work from home.  When inclement weather threatens, consider providing the tools to regular staffers to be prepared to work from home if necessary.

Stranded Plan

• If inclement weather makes travel impossible and staff/customers are stranded; then plan for food and shelter as appropriate. Equally important is what to do about drivers and other staffers who may be out of town and/or stranded.

Organizational responsibility includes Company Vehicles.

• Regular maintenance is fundamental.
• Each vehicle should be properly equipped including winter tires, good wipers, and plenty of windshield wiper fluid.
• Emergency kits should be standard and include LED flashlights, reflective vests, a first aid kit, candles and matches, road flares, a blanket, high-energy granola bars, a shovel, and ice melt or salt.
• Monitoring company vehicles is important and during inclement weather, it is even more important. Lo-jacking vehicles or tracking cell phones is now commonplace; however, even a simple system of “checking in” every two hours is effective. If a vehicle is running behind or stuck, knowing that someone is monitoring them is reassuring and is extremely important for their wellbeing.
• Providing each vehicle with a contact list of tow truck operators is an easy safety step.
• Having an organizational rule that company vehicles never depart on business with less than a full tank of fuel 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, and other organizational visitors

• Having an up to date “slip/fall” prevention plan with scheduled monitoring and clearance of wet floors, salting and snow shoveling paths and walkways, and recorded intervals for checking parking lots is vital.

Other steps to take in September.

• Order staff winter uniforms.
• Order salt or ice melt.
• Schedule organizational vehicles to be serviced and install winter wipers and snow tires.
• Have HVAC systems services and all filters cleaned or changed.
• Double-check with the snow/ice removal contractor to ensure your organization will be a priority.
• Have someone check all doors, windows, and openings for damage and repair while the weather is still good.

This post is a short guide and introduction to be prepared and ready for when inclement weather occurs. Your people, your clients/customers, and/or anyone else will appreciate you having a clear, concise, and executable plan in place. If the summer of 2024 is any indicator of unusual weather, having an up-to-date winter plan will pay dividends.

Good luck,

Paul.