When disaster strikes: 5 tips for preparing your people for emergencies

Business continuity strategies often focus on protecting the company’s assets and data during emergencies, but employees should not be overlooked. Whether it’s a natural disaster, a pandemic, or public unrest, these disruptions can lead to increased absenteeism, reduced productivity, and high turnover rates. Even after an emergency has passed, it may prove difficult for employees to put their affairs in order.

While such unexpected crises can make operations chaotic even with an established business continuity plan, there is still much that management can do to minimise their impact on its workforce. The following are examples of practices to follow that will help both your organisation and staff prepare for unexpected disruptions.

List down the steps to follow in an emergency.

A truly effective business continuity plan should include detailed strategies and procedures for employees to follow before, during, and after an emergency. A dedicated crisis management team, appointed from management and key stakeholders, should also be in place to coordinate and execute these plans.

It's also crucial to clearly define the steps employees must take during a disruption. It should address key concerns like adjusted office hours, the flexibility of working remotely or part-time, and a clear protocol for how often employees need to update their supervisors on their availability to work.

Encourage personal emergency preparedness. 

Establish initiatives that incentivize employees to have a more proactive approach to their safety. This can include offering training sessions on how to assemble “go bags” containing essential items or how to provide basic first aid.

Providing these resources and training sessions not only makes workers better equipped to handle a crisis but also improves morale. It shows that you care about their personal safety and well-being beyond the workplace.

Establish clear and stable communication channels. 

Maintaining constant communication with your employees is key to effectively managing an emergency. This not only keeps them informed about the situation at the office and what is expected of them, but it also helps restore a sense of normalcy.

Use all available channels—such as email, text messages, or Slack—to ensure consistent communication, especially if internet or power lines are affected. Your tone should be straightforward, conveying confidence and security, while remaining transparent with all critical information.

Set up a emergency command center. 

A centralised command center can make it easy for managers and employees alike to communicate with each other, especially when trying to remote teams across several locations.

A command center doesn’t need to be sophisticated either; it can be as simple as creating a group chat on the company’s intranet or on social media. However, if power or the internet is unstable, doing phone check-ins or having a signup sheet is fine.

Provide for your staff’s urgent needs.

Once the immediate danger has passed, focus on helping employees and their families address their most urgent needs. The U.S. Department of Health and Human Services (HHS) suggests establishing a "concierge" service where staff can meet with employees in a convenient location and provide assistance on critical concerns such as medical care, food, water, and shelter.

The HHS also advises redirecting staff to local shelters and healthcare providers as soon as possible. By ensuring employees and their families are safe and have their basic needs met, you are more likely to see a smoother, faster return to work.

Help staff deal with the trauma. 

Employees who appear physically unharmed may still be deeply affected by mental and emotional trauma. Severe calamities, in particular, can result in employees reeling from the loss of their homes, belongings, and loved ones.

Organisations should create a safe and supportive environment where staff can take the necessary time to grieve and process their emotions. Providing access to mental health professionals like counselors, psychiatrists, and other behavioral health specialists is essential. Ensure that employees are aware of and have easy access to these critical resources and services to help them cope with their trauma.

By prioritising your employees’ well-being through proactive planning, clear communication, and compassionate support, companies can build a more resilient workforce. Taking a people-first approach in your business continuity strategy also ensures that when a crisis strikes, your most valuable resource — your employees — are prepared and better equipped to help your organisation recover.