Emergencies can happen when you least expect them. Severe weather, fires, flooding, burst pipes, power outages and other unexpected events can cause significant damage to a commercial property and disrupt business operations.
Having a commercial property emergency preparedness plan in place can help your business respond quickly, protect employees and customers, limit further property damage where possible and begin the recovery process sooner.
Whether you own a commercial property, manage a facility or oversee business operations, here are eight steps to help prepare your business for a property emergency.
1. Identify the Emergency Risks to Your Commercial Property
Every commercial property is different, and so are its risks.
Start by identifying the types of emergencies and property damage that could affect your building and operations. Depending on your property and location, these could include:
- Fire and smoke damage
- Severe storms and high winds
- Flooding and water damage
- Frozen or burst pipes
- Power outages
- Equipment or mechanical failures
Consider both the likelihood of an emergency and the potential impact it could have on your employees, customers, property and operations.
Understanding these risks is an important first step in commercial emergency preparedness and disaster recovery planning.
2. Create a Commercial Emergency Response Plan
When an emergency occurs, knowing what to do and who is responsible for what can help create a faster, more organized response.
A commercial emergency response plan should outline important information such as evacuation procedures, employee responsibilities, communication protocols and emergency contacts.
Employees should know where to find the plan and understand their roles during an emergency. For larger businesses or commercial properties, consider assigning specific responsibilities to designated team members.
Your plan should also be reviewed regularly and updated whenever there are significant changes to your property, team or operations.
3. Know Your Building’s Critical Systems
During a property emergency, knowing your building can make a significant difference.
Key employees and property managers should know where important building systems and controls are located, including:
- Main water shut-off valves
- Electrical panels
- Fire extinguishers and other fire safety equipment
- Mechanical and HVAC systems
- Emergency exits
For example, knowing how to quickly locate a water shut-off valve during a plumbing emergency could help limit additional water damage while professional assistance is on the way.
Make sure these areas are clearly identified and accessible to authorized personnel.
4. Keep Emergency Contacts Easily Accessible
A property emergency isn’t the time to start searching for phone numbers.
Create a list of important contacts your business may need following an emergency, including:
- Emergency services
- Property management
- Utility providers
- Insurance contacts
- Key employees and decision-makers
- Commercial property restoration provider
Keep both digital and physical copies of your emergency contact list and make sure the appropriate employees know where to find them.
5. Protect Critical Business Information
Consider what would happen if your commercial property suddenly became inaccessible.
Could your team access the documents and information needed to continue operating?
Important business records and data should be securely backed up and accessible when needed. Consider maintaining secure off-site or cloud-based backups for critical information.
It’s also helpful to maintain an up-to-date inventory of important equipment, assets and property information.
6. Create a Business Continuity Plan
Business continuity planning is an important part of commercial emergency preparedness. The goal isn’t only to protect the physical property, but also to prepare your organization to continue essential operations following a disruption.
Your business continuity plan should consider questions such as:
- How will employees communicate if the property is inaccessible?
- Can some operations continue remotely or from another location?
- Who will communicate updates to customers, employees and other stakeholders?
- Which business functions need to be restored first?
- Who has the authority to make critical decisions during an emergency?
Thinking through these questions before an emergency occurs can help your organization make faster, more informed decisions when it matters.
7. Review and Test Your Emergency Preparedness Plan
An emergency plan is only useful if people know how to use it.
Review your emergency procedures regularly with employees and conduct appropriate drills or exercises. Testing your plan can help identify potential gaps before a real emergency occurs.
Emergency contact information should also be reviewed periodically to make sure names, phone numbers and responsibilities remain current.
8. Have a Commercial Property Restoration Provider Identified
When significant property damage occurs, having the right contacts established ahead of time can help simplify the emergency response.
A professional commercial property restoration company can assess property damage, help prevent additional damage where possible and begin the restoration and recovery process.
Identifying an emergency restoration provider before you need one means your team already knows who to contact if your commercial property experiences water, fire, storm or other unexpected damage.
Commercial Property Restoration and Emergency Response
No business can predict exactly when an emergency will happen, but every business can take steps to be better prepared.
Understanding your risks, creating an emergency response plan, protecting critical information and preparing for business continuity can help your organization respond more effectively when unexpected property damage occurs.
DKI provides commercial emergency response and property restoration services across Canada. When unexpected property damage impacts your business, our network of restoration professionals is ready to help you respond, recover and get back to business.
Need emergency property restoration assistance? DKI is available 24/7. Call 1-855-354-2329.
Frequently Asked Questions About Commercial Emergency Preparedness
What should a commercial property emergency plan include?
A commercial property emergency plan should include evacuation procedures, employee responsibilities, emergency contacts, communication procedures, information about critical building systems and steps for maintaining essential business operations.
Why is business continuity planning important?
A business continuity plan helps an organization prepare to maintain or restore critical operations following an emergency or unexpected disruption. It can identify essential functions, communication procedures, alternate working arrangements and key decision-makers before an emergency occurs.
When should a business contact a commercial restoration company?
If a commercial property experiences significant water, fire, smoke, storm or other property damage, a professional restoration company can assess the damage and determine the appropriate steps for restoration. For emergencies requiring immediate assistance, DKI provides 24/7 emergency response.
How often should a commercial emergency preparedness plan be reviewed?
Businesses should review their emergency preparedness plans regularly and whenever there are significant changes to the property, staff, building systems or business operations.