Disasters happen. They are often related to natural occurrences such as tornadoes, hurricanes, floods, earthquakes, and wildfires. While these events cannot be prevented, you can take steps to ensure your business and your people are as protected and safe as possible.

It begins with a disaster preparedness plan covering a wide range of areas, including how you will communicate with your employees and customers during the disaster and how you will protect your equipment and buildings.

You also need to develop a business continuity plan. What will you do if the building you operate in is damaged to the point where it is unsafe to work? Or if utilities won’t be available for weeks or longer following a disaster?

What will you do if your facility is severely damaged or destroyed?

A step-by-step approach to business continuity planning, prepared well before any disaster, will allow you to resume operations as quickly as possible.

What Your Fleet's Disaster Plan Should Address

Your disaster preparedness plan should be a living document that evolves as your company does. The plan should address:

• Employee and customer communication protocols before, during, and after a disaster.
• Protective measures for buildings, vehicles, and equipment.
• Access to fuel for trucks and generators following the disaster.
• Emergency roles and responsibilities for key personnel.
• Evacuation routes and safety procedures.
• Coordination with local emergency services and utility providers.

Conduct regular training sessions and drills to ensure everyone knows their role when the unexpected happens.

Safeguard Your Fleet's Essential Documents

You will want to be able to access a host of documents following a disaster, such as:

• Insurance policies.
• Lease agreements and contracts.
• Asset inventory with serial numbers, condition, and photos.
• Employee contact lists and payroll records.
• Customer and vendor contact information.

It is likely that much of this information is stored at your headquarters. Have copies of these documents offsite, in the cloud or in a fireproof/waterproof location. 

Prepare Your Fleet for Tech Disruptions

Your computers may not survive a disaster, so regularly back up and test access to your data. Digital storage options offer convenient, secure retrieval during a crisis.

Keep a list of all software licensing keys in case you need to install existing software on new computers. A cloud-based password bank can ensure you still have login credentials.

Consider a mobile IT recovery unit or third-party provider specializing in rapid tech restoration.

Identify Who’s in Charge

The best-laid plans mean nothing if they are not executed properly. Assemble a list of employees you can rely on and assign them responsibility for different portions of the plan.

Secure Alternative Location(s) For Fleet Operations

If you operate out of multiple locations, you may need to move people and functions from your damaged location to another of your locations. Plan exactly how this will work so things run as smoothly as possible, even if you are operating in close quarters.

If you don’t have another location to turn to, another option is to ask customers ahead of time if you could use any space they may have. Or check with key suppliers to see if they have any locations you can temporarily work out of until your facility is operational.

Develop remote work protocols for administrative or support roles when appropriate.

Maintain Communications During Disaster Recovery

You will want to communicate with both your employees and your customers as you work to get your business back up and running.

Set up a call tree for employees that ensures everyone will receive regular updates on when and where to report to work.

Assign team members to maintain direct contact with high-priority clients or vendors, updating them on progress toward getting back to business as usual or informing them of your temporary location and any changes to your ability to continue to serve them.

How Will You Replace Trucks Damaged in a Disaster?

If you could not secure your equipment before the disaster hit and some of it was damaged or destroyed, you will need to replace it as quickly as possible.

Have a plan to rent equipment in the short term so you can get back in business. Then you can focus on replacing equipment in an orderly fashion.

Work with equipment leasing and rental companies in advance so you won't have to find one during a disaster. Keep a shortlist of trusted suppliers for fast procurement.

Disasters happen, but if you have a well-thought-out business continuity plan in place, you should be back in business more quickly than some of your competitors who failed to plan.

About the author: David Csontos is senior vice president of logistics at Transervice. This article was authored and edited according to Heavy Duty Trucking’s editorial standards. Opinions expressed may not reflect those of HDT.