Question: Once again we are in the midst of hurricane season in Hawaii. What are the most important steps a company must take to prepare for a hurricane or tropical storm?

Answer: Companies should develop a disaster preparedness plan that outlines the specific steps that will be taken in preparation for, during and after a hurricane or storm. This includes measures to safeguard the company (i.e., sandbags, boarding windows, storage of equipment, etc.). Additionally, companies should develop internal (for employees) and external (for vendors and clients) communications plans. Companies should prepare to communicate with vendors and clients about any extra needs, affected hours of operation, post-disaster contacts and planning.

Q: How can you prepare your employees for a hurricane, and what is their role when a storm hits?

A: Communication is key to ensuring that all your employees understand the protocol, expectations and urgency when a storm hits. Companies need to plan ahead and know exactly which employees are expected to stay during a storm. These employees should be aware of their roles during the storm and should plan ahead with their families. It’s also important to ensure that companies have a post-storm plan: how and when companies will notify their employees when it’s safe to come back to work. Radio stations may help in communicating company concerns or needs via public service announcements. Choose one station and let your employees know to listen to it if the devastation is really severe and communication lines are severed.

Q: How do you assist customers, especially if your customers are tourists, during a storm?

A: While most companies will be closed during a storm, those companies that are essential to the recovery effort (i.e., pharmacies, hospitals, hardware stores with generators, etc.) will likely be operating to some degree prior to and possibly during a storm. Again, those employees that are there during a storm should be apprised of their roles and expectations.

If the majority of a company’s customers are tourists (e.g., hotels), you should have a plan to accommodate them during the storm. I’d also recommend having “care kits.” These should include water, snacks, first-aid items, etc., to last no less than three days. Battery-operated radios should also be available for these guests to be apprised of any ongoing developments.

Q: Do you think businesses should be especially generous during a storm? Do customers tend to remember who helped them most in a time of need?

A: Living in such a tight-knit community, everyone knows everyone, and we truly remember the generosity of others. The only way we’ll be able to recover from a storm is through generosity and cooperative action as a community. Hurricanes Iniki and Iwa highlighted the extreme generosity and resiliency of our communities, and I wouldn’t expect anything less from local companies.

Q: How do you secure your office and equipment and protect sensitive information?

A: Most companies now utilize virtual cloud services to back up their data and files. As a storm nears, it’ll be good to do your best to back up office files prior to the storm. Additionally, a physical backup is recommended and ideally stored in a safe and secure location (IT manager’s home, for instance, in a secured weatherproof safe).

In preparation of a storm, companies should elevate and weatherproof electronics as much as possible.

All electronics that contain sensitive information or have office files on them should be password-protected. Additionally, prior to a storm, all electronics, including surge protectors, should be turned off.

Q: What is the best way to communicate with staff and customers during a storm?

A: This is where you implement your internal and external communications plans. Most importantly, your employees should know when to expect updates prior to, during and after a storm.

As such, phones — both cell and landlines — should not be used during a storm unless it is for a true emergency.

As mentioned earlier, radio stations (through public service announcements) are ideal for disseminating information during a storm.

If the internet is not affected, a website with up-to-date information is a good idea.

Interviewed by David Butts