Last year the South Carolina Emergency Management Division (SCEMD) launched a series of workshops to promote business emergency preparedness to the private sector. Atlantic’s founder and principal, Scott Cave, agreed to partner with SCEMD in facilitating these workshops, but instead of using the typical lecture workshop to convey the preparedness message, he recommended an interactive series of hurricane tabletop exercises. Mr. Cave has achieved the Master Exercise Practitioner designation through FEMA’s Emergency Management Institute and leads dozens of exercises each year for Atlantic’s customers and in various workshops. SCEMD agreed to this interactive format and launched a Coastal Resilience Exercise series in Charleston, Georgetown, and Horry counties. Mr. Cave designed and facilitated the exercises to wide and diverse audiences of businesses between August, 2017 and April, 2018.
On June 12, 2018, Mr. Cave was invited to the SCEMD headquarters in Columbia, SC to receive the State Commendation Ribbon in recognition of these efforts. The commendation reads as follows:
“Mr. Scott Cave is commended for notably superior devotion to community and exemplary performance of duty as a Senior Facilitator for the South Carolina Emergency Management Division’s Coastal Resilience Exercise series for the period 25 August 2017 through 25 April 2018. Mr. Cave personally developed and was instrumental in the delivery of three separate tabletop exercises designed to promote emergency preparedness and continuity for the private sector in Charleston, Georgetown, and Horry counties. Mr. Cave’s broad wealth of experience and expertise in business disaster planning, coupled with his unparalleled willingness to volunteer personal time and hours from his own business to share critical best practices has greatly advanced the level of disaster preparedness of South Carolina’s coastal business community. Scott Cave’s superior performance brings great credit upon himself, the South Carolina Emergency Management Division, and the Military Department of South Carolina.
Signed R. Van McCarty
Major General, SCARNG
Deputy Adjutant General”
We at Atlantic are honored by this recognition and appreciate our ongoing partnership with the South Carolina Emergency Management Division. We look forward to working with SCEMD as we explore the possibility of extending this series of workshops and exercises over the coming months.
Hurricane Irma is now a one of the strongest hurricanes ever recorded in the Atlantic. A storm this powerful bears careful watch and planning now for its impacts. With the ongoing uncertainty of the path and impact area in the United States, it is important for organizations along the Alabama, Florida, Georgia, South Carolina, and North Carolina coastlines to start implementing their hurricane plans immediately. Following are ten tips to consider in your preparations:
- Make hotel reservations now. Hotels are already booked with reservations for this weekend and next week, as residents and businesses from several states are planning for a potential evacuation. Know your destination, your route, and your accommodation reservations. Don’t wait any longer; make your reservations now and encourage your staff to do the same.
- Identify your evacuation zone and route. Evacuation orders could be issued several days before potential impacts from the hurricane. Use the following information to identify your evacuation zone and route. Once the evacuation order is given, you may no longer have a choice of your evacuation route, so evacuate early if you want to be sure that you can travel the route of your choice.
- Develop a Communications Plan. Talk to your staff about their plans now and make sure you know where they plan to go and how you can stay in touch with them. Develop a regular daily schedule for briefings or updates to your staff, customers, and other stakeholders. Identify conference call lines, email distribution lists, alternate methods of communication if needed.
- Identify critical items for evacuation. Make sure each staff member develops a short list of critical items that are essential to performing their job. Then develop a packing list so everyone knows what they are taking with them during an evacuation to perform their job remotely.
- Follow local emergency information. In South Carolina, our state and county emergency management use Operating Conditions, or OPCONs, to identify the current status of their emergency operations. OPCON 5 is normal (good), and OPCON 1 is full operations (bad). For a hurricane in South Carolina, OPCON 1 generally means that an evacuation order has been issued by our Governor. You can follow OPCON and other emergency announcements on Twitter from these agencies (also sign up for emergency alerts at website listed in parentheses where available):
- Confirm re-entry process. Once an evacuation order is issued, a separate process known as re-entry is implemented in phases to return residents, workers, etc. back into the evacuated area. This process varies by jurisdiction, so check with your local government on their exact process for credentials and procedures. Following are some local links:
- Ensure technology availability. Make sure your IT systems, including computers, software, data, communications, internet, etc. are all prepared for an extended evacuation. Verify that your staff knows how to access these systems and use them productively while remote for an extended time. Work with your IT partners and vendors to make sure these systems are resilient and ready with a back-up plan if needed.
- Confirm insurance claim process. Make sure you know the process to follow if an insurance claim is required. Get all the proper documentation in order now so it is ready when needed, including policy information, contact numbers, video and photographic documentation, asset lists and values, financial information, etc.
- Prepare your home and family. Don’t forget that all disasters are personal, and you need to personally prepare yourself, your home, and your family. This includes boarding up windows and protecting garage doors, gathering important insurance documents, taking video of your home and contents, filling prescriptions, making hotel reservations for family members and pets, getting emergency supplies ready, etc.
- Prepare for the worst. This isn’t hype or fear mongering, but emergency and disaster plans need to be based on the worst case scenario so that you aren’t caught by surprise when things head south quickly. So prepare for the worst in this storm, including a direct landfall near your location, extended and prolonged evacuation, utility disruptions, personal impacts to your home and family, etc.
Overwhelmed, stressed, or confused? We’re here to help. Contact us for assistance before or after the storm. We will all get through this together.
Start Planning Now for a Better Recovery
Hurricane Season is upon us, and the predictions and forecasts are generating many of the same questions in recent years:
Will we see El Niño this year, which may inhibit hurricane activity in the Atlantic?
How warm will the tropics be this year, and what will that mean for hurricane intensity?
These and many other hurricane questions are often difficult to answer accurately and confidently, even by the experts. However there is one question with a simple and certain answer.
When should you start planning for Hurricane Season? Now.
Hurricane Season begins June 1 and runs through November 30.
Although most of the powerful hurricanes generally occur between August and October, we have seen tropical systems appear earlier and sometimes even before the official June 1 start of the season. The reality is that we never know when and where these systems will form, so best practice is to have your organization’s plan ready to go by June 1.
When you consider the difficultly in completing this type of planning during the summer months with vacation schedules and other competing priorities, the best time for most organizations to complete their hurricane planning is in May or June.
We have reviewed many hurricane plans from a variety of organizations, businesses, and municipalities over the years, and have seen first-hand where most of these plans fall short. Following are three of the most common issues we see in hurricane plans that could lead to a poor or lengthy recovery from the next storm.
Does your Hurricane Plan suffer from any of the following issues?
1) Detailed preparation but vague recovery
Most hurricane plans we review fall into this trap. The plan may have 20 pages of detail covering the actions to be performed leading up to the hurricane, but only one or two pages of actions after the hurricane. The preparatory steps are important, but the recovery steps are even more important. The purpose of your plan should be a quick and effective recovery, so don’t skimp on this section of your plan.
2) Assumption of immediate return
Many hurricane plans assume that everyone will be able to return to their office, business, and homes very soon after the hurricane passes. Unfortunately, the failure to plan for lengthy evacuations can lead to disastrous results, and these stories have been told repeatedly after Katrina and Sandy. Make sure your plan anticipates the need to establish temporary office and housing inland for extended periods of time.
3) Limited or no alternate communications
Most of the plans we review do not have adequate redundancy for communication systems. After life safety, communications is the top priority for any organization following a hurricane or any other disaster. It is an all too common, but faulty assumption that standard landline, cellular, or internet access will be available following a significant regional disaster like a hurricane. Plans must account for the need for alternate communications to your employees, customers, vendors, and other stakeholders.
We will cover additional hurricane planning tips in future articles. Please share your questions about your hurricane plan so we can address those as well.
Now is the time to start, review, or update your Hurricane Plan. Start by taking our Readiness Assessment to benchmark your organizational readiness for hurricanes and other disasters. Then contact us for a complementary review or your Hurricane Plan by one of our certified experts.