Business Continuity Checklist - A Primer for Hurricane Planning & Response in a COVID-19 Era - Aon
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Business Continuity Checklist A Primer for Hurricane Planning & Response in a COVID-19 Era 2020 Atlantic Basin Hurricane Season June 2020
In the aftermath of a hurricane or other natural disaster, Aon is committed to providing the expertise necessary
to enable our clients to recover from the negative impacts of a disaster. The myriad challenges that face
businesses are staggering and rapid recovery of operations requires an application of skills and process
management that many organizations simply do not experience in the corporate risk management arena.
For the 2020 Atlantic Hurricane Season, in addition to risks associated with a normal hurricane season, the
Coronavirus pandemic has already caused health, safety, and economic damage that is still in play across the
globe with the United States leading in number of COVID-19 cases and deaths (as of publication date of the
paper). Hurricane planning in 2020 has the added challenge of preventing spread of the virus, and therefore
an increased focus on:
• Life safety by identifying and quantifying added health and safety risks
• Life sustainment and making informed decisions and protection plans
• Workforce analysis and protection
More than ever, organizations must commit to protecting their operations by having clear and actionable
plans in place – before a hurricane occurs and incorporating Coronavirus health safety protocols that can help
the organization protect employees, operations, minimize property damage, and drive operational resiliency.
The overall goal is to allow for an orderly and timely recovery process, with an emphasis on worker safety as
well as a focus on accurate loss documentation. An effective hurricane preparedness and response plan should
include critical action steps addressing protective and health safety activities before, during, and after a storm.
Aon’s Business Continuity planning professionals have prepared this document as a means to share best
practices and context for businesses that may not have in-depth experience with disaster planning and
recovery. The article provides the steps and insight that can help expedite recovery, support operational
resiliency and protect future revenue.
Building a Disaster Planning and Response Program in a COVID-19 Era
A major incident or loss event from a natural disaster Following a major incident or disaster, the first
(e.g., hurricane, fire, tornado, etc.) at the same step is to virtually gather senior business leaders to
time as a pandemic involves a variety of critical, identify steps to stabilize and assess the incident.
time-sensitive activities that must be managed and The team should engage in iterative brainstorming
implemented properly, including following CDC sessions to develop an initial command structure,
health safety protocols, initial response, stabilization, guidance for health safety protocols due to the
on-scene assessment and recovery escalation. pandemic, set priorities and start to move forward
If a crisis management team does not exist, the under conditions of duress. The areas of immediate
organization should strongly consider creating concern that can be addressed include CDC
one, and it should include a senior management Directed Health Safety Protocols, Communications,
representative from across the organization. Planning, Logistics, Operations and Financial issues
1 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & ResponseIt is important to be methodical and accurate Remind employees that evacuate to remember
with all activities involving products, services, hotels may not be available due to the pandemic
customers, suppliers and your most valuable asset, and jurisdictional lockdown mandates. Also,
your employees. Identify systems that are most some hotels may be used as storm shelters as
critical to the recovery of your operations and mandated by jurisdictions to maintain social
focus on those first. The main goal is to understand distancing practices during and after the storm.
what you must have versus what is nice to have.
Secure the site after the local authorities
CDC Directed Health Safety Protocols have given authorization to re-enter the
facility. Provide clear instructions that no one
Strategies and recommendations for employers
preparing for hurricanes while preventing is allowed to enter the site until a complete
the spread of COVID-19 should consider the damage assessment has been conducted
following actions:
and the facility is deemed structurally
Encourage employees to perform daily health safe. Ensure important documents, tools,
checks and continue social distancing before, materials, supplies, etc., are secure.
during, and after the storm, especially if
Inform all employees, contractors, and
they leave the company site to evacuate.
vendors that return to the workplace must
Encourage employees to wear cloth do so wearing face coverings and practice
face coverings, as well as have extra social distancing during the damage
face coverings for themselves and family assessment, clean-up, and repair activities.
members during the hurricane response.
If significant damage has occurred, consider
Direct employees that evacuate to self- contracting with a structural engineer or an
quarantine for 14 days upon returning architect to work with local authorities to
to the area and before coming to facilitate entry into the site. Remember –
the reopened workplace. the longer that equipment, tools, supplies
and valuable papers are exposed to the
Update policies and practices for social elements, the more difficult they will be to
distancing, face coverings, frequent recover or restore.
handwashing/hand sanitizing, site cleaning/
disinfecting in the workplace, how to manage When local authorities allow re-entry to the
employee illness on-site upon return after storm. site, the damage assessment team should
document the extent of damage to supplies,
Inspect and maintain the building ventilation equipment, documents, computers, etc.
system upon return to the workplace. This information is critical and essential for
recovery planning and insurance claims.
Communications
(Departments can include senior executives, Assess logistics and warehousing of
human resources, & communications) inventory, including both raw material
and finished products, to determine
Remind employees to practice the health
shipping and receiving options.
safety protocols during their response to the
storm – to wear face coverings and social
distancing, where possible, on any storm shelter
transportation vehicle, and inside storm shelters.
2 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response Assess current state of critical suppliers and Communicate with your external shippers,
vendors and their ability to support your suppliers and delivery companies to
operations during the pandemic and their gather information relative to their
jurisdictional lockdown mandates, as well as ability and availability to deliver product
supporting your operations following the storm. and services following jurisdictional
lockdowns. If necessary, instruct them to
Assess current customer orders and customer
divert materials to recently contracted
supply backlog in order to prioritize shipments
warehouses from the operations group.
and maximize customer fulfillment.
It may be necessary to develop a workaround for
Assess immediate needs of the command
storage within your new raw materials or finished
center and the first-level responders to
goods warehouse if your prior warehouse
evaluate their information technology
was automated or included sophisticated
requirements. This may include computers,
warehouse management systems. Once
printers, faxes, paper, pads, pens/pencils,
information technology systems are operable,
white boards, flipcharts, markers, etc.
the systems can be put back into place.
If there is a customer resource center,
Contact mail delivery service(s) to pick up mail
discuss needs with the Information
and distribute to alternate locations. Instruct
Technology department and determine
the post office to hold mail until operations
earliest recovery time. Coordinate message
can secure new or additional space.
or toll-free 800 numbers so information
is provided to customers. Evaluate if Operations
employees can work from home with
(Departments can include facilities, production,
manuals and material to support the effort. information technology, and sales & marketing)
Logistics / Supply Chain Contact commercial realtors to identify
(Departments can include purchasing, facilities, properties with available space that meet
distribution, supply chain and warehousing) your near-term infrastructure requirements.
Insufficient power and telecommunications
When the restoration contractor arrives
capabilities will delay recovery efforts.
ensure they are wearing the proper personal
protective equipment (PPE) to prevent the Several different facilities/locations may be
spread of COVID-19. It may also be necessary needed to fulfill operational requirements.
to relocate equipment to other areas of Secure the space as quickly as possible. You
the facility begin restoration activities. can always move or consolidate later. Arrange
The movement of equipment and material for site-wide cleaning and disinfecting services
should be documented thoroughly. at the alternate site before entering and using
the space to prevent the spread of COVID-19.
Arrange for any required movement of
equipment and materials. This might include After the damage assessment, start contacting
special rigging and transport trucks. It’s equipment suppliers. Remember – many
important to remember to maintain social insurance policies provide extra expense
distancing during this phase of restoration. insurance, which allows you to expedite
deliveries. Maintain communications with
your risk management department.
3 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response If you have customized equipment, gather Set up a work-around accounting system,
all drawings and photos, and contact if needed, until Information Technology has
individuals who can provide information restored systems. Provide instructions to all
to supply or recreate equipment. departments to begin tracking expenditures
and the process required. Take as many
Contact vendors that are refurbishing
photos as necessary to document damage.
your equipment and determine availability
and inventory of equipment. Additionally, Set up a workaround process to pay employees
evaluate whether they can restore and capture time for non-exempt employees.
equipment damaged during the event. If outsourced, contact payroll provider and
instruct them to pay the next pay period
Evaluate options for outsourcing product
similar to last and reconcile at a future date.
or services in order to maintain customer
fulfillment. Begin negotiations with the Facilities Management
outsourcing companies and your legal
and procurement departments. The following section provides a set of practical steps
and general guidelines for business owners as they
Begin evaluating the regulatory compliance begin to assess damage. Having a well-tested and
issues of recovery companies and alternate up-to-date business continuity plan in place would
facilities. These can include OSHA and EPA. be ideal, but whether you have a plan in place or not,
these suggested action items – extracted from FEMA
Verify that any outsourced information
and Aon’s Technical Services and Business Recovery
technology systems/application has switched
experts – should be part of your recovery process.
over and issues are being resolved.
Use these steps in the sequence that makes
Financial
the most sense for your organization. Keep in
(Departments can include accounting, mind that time is of the essence in getting your
finance and treasury)
business operational. There is typically a limited
Practical Steps for Business Recovery number of restoration and clean-up vendors and
those businesses that begin the recovery process
Assuming that local authorities have first will have the best chance of success.
granted approval to enter the facility or site,
initiate the claims management process by Secure the site
collecting lists of damaged inventory, stock
Wear proper PPE before entering the site
and supplies, equipment, office machinery,
infrastructure, etc. If time allows, consider Make sure to maintain a safe distance of at
documenting the damage via photos. least 6 feet (approximately two arms lengths)
Begin communications with your banking Survey for damage
partner as additional funds may need to
be secured, as well as letters of credit for
equipment suppliers and increased lines
of credit for holders of credit cards.
4 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response Arrange for securing, abatement or Begin salvage as soon as possible to prevent
mitigation of safety hazards such as: further damage:
• Live wires • Cover broken windows and torn roof
coverings immediately.
• Gas leaks such as natural or propane
gas, flammable liquids such as gasoline • Separate damaged goods but beware of
from storage tanks or vehicles. accumulating too much combustible debris
inside a building.
• Potential ignition sources should be
controlled if flammable liquids or • Contact your insurance brokers regarding
combustible gases are present. the event and its impact on your
organization.
• Hazardous materials or substance release.
• Follow your insurance company’s claims
• Damage to foundations, building
reporting guidelines regarding possible
structure or underground piping.
loss(es) and advice on restoring fire
Extreme caution should be taken in case protection, reporting the loss, etc.
electrical power lines are down. These areas
• Clean roof drains and remove debris from
should be cordoned off to prevent unsuspecting
roof to prevent drainage problems.
persons from contacting energized power lines.
Contact your local utility provider immediately. • Visually check and document any open
bus bars, conductors and exposed
Repair damage to the automatic sprinkler
insulators before re-energizing main
systems and get sprinkler protection back in
electrical distribution systems.
service as soon as possible. Use your impairment
monitoring system whenever sprinkler Salvage crews should:
piping and/or water supplies are impaired.
• Prioritize operations, noting which items
Call in key personnel, ensuring they wear the require immediate attention from those less
proper PPE, including: susceptible to damage if left for a day or two.
• Restoration specialists • Be prepared to quickly remove standing
water and debris.
• Contractors to start repairs and
• Clean and dry vital equipment and
• Ensure safety systems are fully
dehumidify damp areas.
implemented before work begins.
Repairs should be coordinated with local
• Smoke control contractors and
utility providers.
ensure cutting and welding
professionals have proper permits Power restoration should be prioritized
including those for “hot works.” for critical locations or operations.
• Make contractors share responsibility Damaged areas should be isolated.
for establishing fire-safe conditions
before and during the entire job.
5 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response Necessary structural and other building repairs As available, document water damage to drywall
should be evaluated, prioritized and expedited with thermal imaging cameras to assess scope of
to minimize business interruption exposure. damage (wicking and saturation).
Provide temporary closures or covers for If you suspect sewage lines are have sustained
windows, wall openings and roofs that have damaged, avoid using toilets and call the facility
been damaged. plumber. If water pipes are damaged, contact
the water utility and avoid the water from
Fire protection systems (water supplies,
the tap.
suppression systems, alarm and detection
systems, etc.) should be brought back into If water is found in a raised floor, inspect below
service as quickly as possible. the floor panels for flooding, especially in data
system areas. If you have power cables running
Cutting, welding and other “hot work” activities
under the floor as well as data cables, do not
should be suspended until fire protection
power up the systems until the restoration
systems are returned to service.
specialist removes all water and dries out the
Activate your business continuity plan and moisture content.
IT disaster recovery plan while ensuring all
If the power was disrupted, ensure all switches
responders are wearing the proper PPE and
are in “off” position and do not energize any
practicing social distancing.
equipment until electrician validates it is safe
Communicate with staff and other stakeholders to do so.
regarding continuous safety measures including
If you do not have a dedicated
wearing PPE, practicing social distancing, and
business continuity plan in place:
monitoring their health, progress of restoration
activities and expected timelines. Identify a command center with as much
communication support as you can get
Always enter buildings with caution. Beware of
(phone, fax, internet connectivity, etc.) away
wild animals and insects driven to higher ground
from the impacted region but as close as to
by floodwater.
be easily accessible, if possible. Consider using
Take pictures of the damaged building other company facilities or public facilities
and contents for recovery activities and including hotels and schools and universities
insurance claims. that have not been affected by the event.
Assess electrical system damage. If you see Maintain health safety protocols (e.g., wearing
sparks or broken or frayed wires, or if you smell face coverings, social distancing, and constant/
hot insulation, turn off the electricity at the consistent handwashing/sanitizing) at all sites
main circuit breaker (if you did not do so before where teams assemble to prevent the spread
leaving the building). Whenever necessary of COVID-19.
engage a professional building electrician to
address electrical issues.
6 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response Notify your company’s key employees Identify the resources necessary for these
and management about the command functions — people, equipment, area/building,
center and advise when it is appropriate IT assets, vital records, vendors, etc.
and/ or safe to move around the area while
If the authorities allow retrieval of critical items
maintaining health safety protocols, when
from the affected site, you should prioritize
the center is equipped and connected, etc.
and clearly document which items are of
Make a thorough accounting of your greatest value to the organization, and to
employees and their status. the resumption of operations. If you cannot
retrieve items, identify alternative sources
Mobilize staff personnel who can physically
that enable you to resume operations or
come to the command center and fill the
continue production, support clients, etc.
positions of those who cannot with alternates.
Identify and mobilize the external companies/
Be cognizant that during a regional
vendors for restoration, clean-up, and
disaster, local, state and federal authorities
subcontractors for your normal but critical
will prioritize health and safety-related
activities that will need to be resumed before
initiatives over property-centric concerns.
you can manage on your own. REMEMBER:
Be cognizant of supply shortages in the wake There could be potential unavailability of critical
of the Coronavirus pandemic, as well as the suppliers and vendors also due to jurisdictional
potential unavailability of critical suppliers and lockdown mandates and illness from COVID-19.
vendors also due to jurisdictional lockdown
Keep communications – both internal and
mandates and illness from COVID-19.
external – flowing. Relayed information should
Get the damage assessment report if possible. be concise and factual. Keep in mind that there
are crisis management and crisis communication
Prioritize critical functions by prioritizing vendors available should you not have time,
each function’s time sensitivity and resources or in-house know-how to address.
financial impact. Do not overlook the
interdependencies between functions. The Legal department should start the
contractual agreements with alternative site,
Identify the resumption timeline that is realistic. production or operations with either internal
(your other facilities) or external (vendors or
Based on the size and scope of your operations,
even competitors – if no other alternative).
not all functions may be able to resume
operations at one time. Prioritize these Each department team leader should
functions based on mission criticality (financial, determine the tasks and resources
operational, customer service, regulatory/ needed for their functions that have been
contractual compliance, &/or brand). previously determined to be critical, along
with the time-line and milestones.
7 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response On a regular basis, assemble key stakeholders (as Types of Fire-related Hazards
available) for an update on all activities, timelines Present During and After a Flood
and gain consensus on how restoration should
Generators are often used during power
be conducted. Use this time to remind everyone
outages. Unless generators are properly used
about maintaining the health safety protocols
and maintained, they can be very hazardous.
during the recovery and restoration operations.
Alternative heating devices used incorrectly
Internal company dependency issues need to
create fire hazards. Proper use and maintenance
be clearly agreed upon as each team moves
can decrease the possibility of a fire.
forward with their recovery tasks.
Leaking above ground gas lines, damaged or
Make sure to keep a log of activities and
leaking gas or propane containers, and leaking
resources/equipment inventory (bought
vehicle gas tanks may explode or ignite.
or borrowed).
Pools of water and even appliances can be
Liaison with public entities and keep them
electrically charged. This can result in a
abreast of your needs.
dangerous electrical fire.
Be sure to keep a good rotation schedule for
Appliances that have been exposed to water
all recovery team members with consideration
can short and become a fire hazard.
of social distancing. Ensure you have
accommodations for necessities - food, drinks,
Chemical Safety
rest, hot shower, communications and contact
with family members, etc. Look for combustible liquids like gasoline,
lighter fluid, and paint thinner that may
Fire Safety Fact Sheet have spilled. Thoroughly clean the spill and
place containers in a well-ventilated area.
A wide range of natural disasters occurs within
the United States every year. Natural disasters
Keep combustible liquids away
can have a devastating effect on your home.
from heat sources.
FEMA encourages the use the following safety
tips to help protect yourself, your family and Electrical Safety
your home from the potential threat of fire
If your home has sustained flood or water
during or after a flood. You can greatly reduce
damage, and you can safely get to the main
your chances of becoming a fire casualty
breaker or fuse box, turn off the power.
by being able to identify potential hazards
and following the outlined safety tips. Assume all wires on the ground are electrically
charged. This includes cable TV feeds.
8 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & Response Be aware of and avoid downed utility lines. Make sure your alternative heaters have “tip
Report downed or damaged power lines to switches.” These “tip switches” are designed
the utility company or emergency services. to automatically turn off the heater in the event
they tip over.
Remove standing water, wet carpets and
furnishings. Air-dry your home with good Only use the type of fuel recommended by the
ventilation before restoring power. manufacturer and follow suggested guidelines.
Have a licensed electrician inspect your home Never refill a space heater while it is operating
for damage. or still hot.
Generator Safety Refuel heaters only outdoors.
Follow the manufacturer’s instructions and Make sure wood stoves are properly installed
guidelines when using generators. and at least 3 feet away from combustible
materials. Ensure they have the proper
Use a generator or other fuel-powered
floor support and adequate ventilation.
machines outside the home. Carbon Dioxide
fumes can be odorless and can quickly Use a glass or metal screen in front of your
overwhelm you indoors. fireplace to prevent sparks from igniting nearby
carpets, furniture or other combustible items.
Use the appropriate sized and type power cords.
Overloaded cords can overheat and cause fires. And remember...
Never run cords under rugs or carpets where Do not use alternative heating devices to dry
heat might build up or damage to a cord may clothes or furnishings.
go unnoticed.
Be careful when using candles. Keep the flame
Always refuel generators outdoors. away from combustible objects and out of the
reach of children.
Never connect generators to another power
source such as power lines. The reverse flow Never thaw frozen pipes with a blowtorch or
of electricity or “back feed” can electrocute an other open flame. Use hot water or an UL-listed
unsuspecting utility worker. device such as a hand-held dryer.
Heating Safety Smoke alarms should be installed on every
level of your home. Some smoke alarms may be
Kerosene heaters may not be legal in your
dependent on your home’s electrical service and
area and should only be used where approved
could be inoperative during a power outage.
by authorities.
Check to see if your smoke alarm uses a back-up
Do not use the kitchen oven to heat your home. battery and install a new battery at least once a
In addition to being a fire hazard, it can be a year. All smoke alarms should be tested monthly.
source of toxic fumes.
If there is a fire hydrant near your home,
Alternative heaters need their space. Keep keep it clear of debris for easy access by the
anything combustible at least three feet away. fire department.
9 U.S. Commercial Risk Solutions I Business Continuity Checklist: A Primer for Hurricane Planning & ResponseContacts
For more information, contact your Aon representative or visit the Aon Hurricane
Preparedness site at aon.com/beprepared for updated hurricane reports and thought
leadership. For Coronavirus response and return to workplace guidance, please visit
aon.com/coronavirus.
For more information on business continuity planning, contact:
Greg Cybulski William B. Carolan
Associate Director Consultant
Business Continuity Business Continuity
Management Management
Commercial Risk Solutions Commercial Risk Solutions
Aon Aon
1.973.463.6075 1.949.212.2384
greg.cybulski@aon.com william.carolan@aon.com
Tony Adame Natalie R. Wilson-Jones
Associate Director Consultant
Business Continuity Business Continuity
Management Management
Commercial Risk Solutions Commercial Risk Solutions
Aon Aon
1.949.632.2649 1.847.442.0025
tony.adame@aon.com natalie.wilson-jones@aon.com
Additional information on post-recovery resources, including updated service and
claims information for clients, can be found at www.aon.com/disaster-response.
About Aon
Aon plc is a leading global professional services firm
providing a broad range of risk, retirement and health
solutions. Our 50,000 colleagues in 120 countries
empower results for clients by using proprietary data
and analytics to deliver insights that reduce volatility
and improve performance.
© Aon plc 2020. All rights reserved.
The information contained and the statements expressed are of a general
nature and are not intended to address the circumstances of any particular
individual or entity. Although we endeavor to provide accurate and
timely information and use sources we consider reliable, there can be no
guarantee that such information is accurate as of the date it is received
or that it will continue to be accurate in the future. No one should act on
such information without appropriate professional advice after a thorough
examination of the particular situation.
www.aon.com
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