How to prepare your office for a hurricane
In the event a hurricane watch/warning is issued for South Florida or wherever you may be, a decision needs to be made as to when your office will close to allow all employees time to prepare the offices and get to safe cover well in advance of the storm.
To help assist with your preparations; we have created a checklist that should help guide you in preparing your office for a hurricane.
INSIDE OFFICE
ð Make sure all of your files are backed up from individual computers to the server.
ð Make sure all server files are backed up fully (preferably off site).
ð Properly shut down server and make sure it is unplugged and lifted off the floor.
ð Shut down and unplug all computers and electronics.
ð Wrap and seal all computers and server in plastic bags.
ð All monitors and printers or other electronics should also be wrapped in plastic bags and sealed
ð Lift all electronics off of the floor in all rooms
ð If your office has an outside window…
- Your wrapped computer and electronics should be labeled and placed in a room with no outside windows on top of a piece of furniture.
- Move any additional loose items onto furniture away from the windows
ð Remove any important items from your desk and place in drawers or cabinets.
ð Seal any important documents or items in a protected case and either store in a high cabinet or take home with you.
ð Close all windows, blinds and coverings.
ð Close office doors, especially those with outside windows, prior to leaving the building.
ð Take any valuable personal items home with you.
ð Make sure you and your employees have the website and password to check your email from home.
- Prior to shutting down your computer, it is also a good idea to set up an auto response stating: Due to Hurricane/bad weather, we will be closed XX-XX. I may be able to check email however, if this is an emergency please contact (and either list your cell phone # or if you have a location out of the hurricane zone, list that office)
ð Make a list of any key contacts and any online login information you may need in the event office is closed for longer than a day. Make sure your employees do the same.
ð Remove any food and open condiments from the refrigerator and freezer. Ideally, this unit should be emptied and unplugged.
ð Make sure you and your employees have a copy of the company phone/contact list with them when they leave the office
- If you have an automated notification system in place, make sure all employees’ numbers are stored and up to date.
- Set up a phone tree or primary contact who will be responsible for disseminating information such as office re-open times and needs for supplies
BUILDING
ð Bring in any loose or decorative items outside the building
ð Lock the elevator into the off position, preferably on the 1st floor
ð Close all shutters or board up windows that are not hurricane grade (if possible)
ð Turn off A/C units
ð Manually lock any gates and outside doors in case of power loss
While no one can predict what a hurricane may cause, taking the proper steps to insure that your business is as protected as possible can save a lot of headaches (and possibly your business). Take a few extra minutes to make sure your office is prepared for a hurricane and you will be glad you did.
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Categories: Florida Business
Tags: hurricane prep office control hurricane in office business security prepare office hurricane
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