Preparing for Spring Severe Weather

Preparing for Spring Severe Weather

For copies of the slides presented during today’s session, please visit: http://agil.me/springstormprep

Today’s session will be recorded.Links to the archived recording will be emailedto all registrants automatically tomorrow.

Agenda

‐ Preparing your Business for Spring Severe Weather

1. The Common Threats to Business2. Planning: Before, During & After the Storm

A. Flood specificsB. Tornado specifics

3. ZERO HOUR: When a major storm is imminent4. Common Mistakes during Spring Storm Disasters5. Additional Resources

‐ The Agility Story

Prepare to Survive.

Common Threats

Cedar Rapids, Iowa

Tuscaloosa, AL

• 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

Common Spring Storm Threats to Business

Prepare to Survive.

Before the Storm

• 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

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



Start Simple:Emergency Contact List

Create an Emergency contact list that 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

• Notify customers of any planned interruptions to services


Utilize 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

• 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


ASSIST 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


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.orgWorkplace 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

Before the Storm: Assemble Emergency Supplies

During a Storm/Flood

Prepare to Survive.

• 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

SPECIFICS - Preparing for a Flood

• 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

SPECIFICS - Preparing for a Severe Storm

When a Storm is Imminent

Prepare to Survive.

• 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

ZERO HOUR: When a Storm is Imminent

Common Mistakes

Prepare to Survive.

• 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.

Common Mistakes During Spring Storms

Additional Resources/Tools

Prepare to Survive.

• Detailed Preparedness andRecovery Checklists:

www.PrepareMyBusiness.org

• Tornado Prep

• Flood Prep

• Disaster Kit Checklist

• Crisis Communications

• Phone Recovery Checklist

Additional Resources - PrepareMyBusiness

• American Red Cross Checklists:http://www.redcross.org/prepare/disaster‐safety‐library

• Flood

• Tornado

• Thunderstorm

• Power Outage

Additional Resources – Red Cross

• FEMA’s National Flood Insurance Program:http://www.floodsmart.gov/

Additional Resources - NFIP

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

Additional Resources – Wireless Emergency Alerts

QUESTIONS?

Prepare to Survive.

Bob BoydPresident & CEO, Agility Recovery

[email protected]

**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

The Agility StoryBob Boyd, President & CEO, Agility Recovery

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

What We Do

We provide 4 key Elements of Disaster Recovery 1. Office Space: Everything

needed for your employees & staff to work

2. Power for the office3. Communications:

Telephone and Internet access

4. Computer System: Computers, servers, printers, fax

Culture of Success

General Electric built an infrastructure to ensure success • 23 years

• Rescued 1000’s of members

• Never failed

Atlanta Distribution Center

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.

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.

When You Become a Member

A continuity planner will contact you 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?

Erin Mitchell Agility Rep

Ben Pritchard Member Services

When You Become a Member

All information is placed in a password protected site called myAgility.myAgility is the foundation of your recovery plan.

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, we'll 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

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

Disasters Happen

Sometimes they’re small like a phone outage.

Disasters Happen

Sometimes they’re big like a tornado.


Disasters Happen

If you don’t have a plan your organization will be forever altered.


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 disaster.

Bobbi Carruth Agility MemberWorthington Federal Bank

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 MembersTornado Recovery

Ask Yourself – Do You Believe?

If you answered, “Yes,” then Agility is a fairly easy decision. We welcome you as a member.

QUESTIONS?Prepare to Survive.

Bob BoydPresident & CEO, Agility Recovery

[email protected]

**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