Small Business: Planning to weather storms

Tropical Storm Irene has passed, but that doesn't mean the region can't be hit with another storm or hurricane or even a major snowstorm this year.

There's no controlling Mother Nature, but you can control how prepared you are when it comes to keeping your business functioning during inclement weather.

Taking necessary steps now can help ensure that your business operates more smoothly in case of a weather-related business interruption, experts say.

"Failing to prepare is preparing to fail," says Alan Berman, executive director of DRI International, a business continuity, planning, education and certification organization in Manhattan. "Just a little preparation will make your life a lot easier." 

Devise a continuity plan
For starters, every business should have a business continuity plan, says Patty Catania, chief operating officer of Merrick-based TAMP Systems, which provides consulting and software for disaster recovery and business continuity planning.

It should cover key points like how you'll ensure communication to your partners, customers and employees in case of business interruption, as well as how the business will function if you can't get to your facility, Catania says.

You may also want to designate an emergency response team that could be called upon to help ensure key functions are being performed in case of a disruption, Catania says.

That's what Herald National Bank has done, says president Michael Carleton.

"We have a group of people which represent the bare minimum we need to physically be on site to operate the bank," he says. There are about 15 such employees for three locations in Melville, Manhattan and Brooklyn. They've been called upon in such cases as severe snowstorms, says Carleton, noting some live within walking distance of the branches.

Herald also has an inclement weather policy addressing how employees will be compensated, Carleton says. He noted they typically get paid even if they don't come to work because of severe weather, and those who are called to come in get additional compensation on top of standard pay.

Create a weather policy
Having an inclement weather policy is a good idea, says Regina E. Faul, a partner in the employment and labor practice group at Rivkin Radler Llp in Uniondale.

"The policy should address what happens if someone doesn't come to work and the office is open," she notes. Not so much from a disciplinary standpoint, but for compensation and days used, notes Scott Green, an associate in the practice.

Different rules apply for exempt (salaried) employees versus nonexempt (hourly wage) workers, says Faul, so it pays to consult with a professional to ensure you are complying with the law.

You may want to address weather in your policy by saying, "This employer follows New York State and federal law with regard to payment of wages for inclement weather," recommends Faul.

Make sure employees have a way to find out if your office is open, says Berman. Designate a phone number for them to call or even text them an alert. You can also alert clients via text or on your website if your office is closed.

Secure key documents
In addition, make sure all key documents, including insurance policies, are off-site, Berman says.

"When you have key documents, email them to yourself," he advises.

You may also want to designate a hot site where employees could work in case they can't get to your facility, Catania says.

Or you may want to give employees access to an intranet site so they can work from home. Herald's employees have the ability to do this via a virtual private network, says Carleton. He notes the company also has a generator at its Melville location, which is also designated its disaster recovery site, so it could still handle transactions.

"We recognize during inclement weather our customers still have to conduct business," Carleton says.