When winter storms hit, they don’t just bring snow and ice. They bring costly disruptions, safety risks, and operational headaches. From burst pipes to power outages, the impact of severe weather can bring even the most well-run businesses to a standstill. But businesses that plan ahead don’t just survive, they stay one step ahead of the storm.

A strong Winter Weather Response Plan can be the difference between a quick recovery and weeks of lost productivity. Here’s how to build one that keeps your operations running smoothly and your employees safe.

1. Understanding the Importance of a Winter Weather Response Plan

Winter storms are unpredictable, and without a plan, even a small event can have a ripple effect across your business. Roads close, employees can’t make it in, customers stay home, and equipment may fail in the cold.

A response plan helps your business prepare for, react to, and recover from these challenges efficiently. It outlines responsibilities, communication strategies, and procedures before the storm ever hits. For example, a local manufacturing company might include a plan to protect machinery from freezing temperatures, while a retail business might outline alternate staffing and delivery procedures during a blizzard.

Simply put: having a winter weather response plan isn’t just smart; it’s a form of risk management that protects your bottom line.

2. Assessing Potential Risks and Hazards

Every business faces different winter-related risks. Start by assessing what could go wrong based on your location, industry, and property setup.

Common hazards include:

• Frozen pipes and water damage in older buildings.
• Slip-and-fall accidents in parking lots and entryways.
• Vehicle accidents involving company or delivery vehicles.
• Power outages that affect heating, security, or computer systems.

Create a checklist to evaluate vulnerabilities. For instance, if your business relies heavily on transportation, your plan should prioritize road safety and backup delivery methods. If your facility is in a region prone to heavy snowfall, ensure roof inspections and snow load management are part of your winter prep.

This proactive assessment gives you a clear picture of what needs attention before the first freeze.

3. Establishing Communication Channels

When winter weather hits, communication can make or break your response. Employees, vendors, and clients need to know what’s happening fast.

Establish clear communication channels in advance:

• Use mass text alerts or email systems to notify staff about closures, delays, or shift changes.
• Create a designated point person or team responsible for monitoring weather updates and issuing communications.
• Keep vendor and emergency contact lists updated and accessible remotely.

For example, if a snowstorm forces a temporary shutdown, your communication plan ensures everyone, from your employees to your suppliers, knows exactly what to expect, reducing confusion and downtime.

4. Implementing Safety Measures and Protocols

Employee and customer safety should always come first. Establish specific safety protocols that are reviewed and practiced before winter begins.

Examples include:

• Scheduling regular snow and ice removal for parking lots, sidewalks, and loading docks.
• Stocking up on ice melt, generators, and first aid kits.
• Conducting fire and evacuation drills that account for winter conditions.
• Training employees on cold weather exposure prevention and emergency procedures.

If your business involves travel or outdoor work, be sure to set guidelines for when it’s too dangerous to operate. For instance, a landscaping company might set strict rules about halting work when temperatures drop below a certain level.

Safety preparedness not only prevents injuries but also demonstrates your commitment to protecting your team, something that can improve morale and reduce liability.

5. Creating a Business Continuity Strategy

Even with preparation, winter storms can still cause unexpected shutdowns. That’s where your business continuity plan comes in.

A continuity strategy outlines how your business will keep running, or recover quickly, after a weather event. This might include:

• Remote work policies so employees can stay productive during closures.
• Data backup and cybersecurity protocols in case power outages affect systems.
• Insurance reviews to ensure adequate coverage for property damage, business interruption, or equipment loss.

For example, a restaurant owner could set up agreements with backup suppliers or a temporary kitchen location, while an office-based company might have employees work remotely using cloud-based systems.

By thinking through these contingencies ahead of time, you reduce downtime and protect your financial stability.

Stay Ahead of the Storm with Hertvik Insurance

Winter weather may be unpredictable, but your response doesn’t have to be. With a well-structured plan, you can protect your employees, safeguard your assets, and minimize business interruption, no matter what Mother Nature throws your way. If you have questions about protecting your business against winter weather risks or want to review your insurance coverage, contact your Hertvik Insurance agent today. We’ll help ensure your business is ready for whatever this winter brings.

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