Let’s face it—owning a business is already full of moving parts. The last thing you want to think about is what to do if something goes wrong. But emergencies happen, and usually when you’re least expecting them.
If you’re running a business in Tennessee, you’ve likely dealt with unpredictable weather or sudden power outages before. Between summer storms, ice in the winter, and the occasional tornado warning, being ready can save you a lot of stress—and possibly a lot of money. This guide walks you through what to include in your business emergency preparedness plan so you’re not left guessing when it matters most.
1. Risk Assessment: Know What You’re Up Against
The first thing you need to do is figure out what kinds of emergencies your business might face. This will look a little different for everyone. A restaurant will have different risks than a warehouse or a tech startup. In Tennessee, weather risks are common—flooding, strong winds, and even ice storms are part of the picture.
But the list doesn’t stop there. You also have to think about fire, theft, vandalism, cyberattacks, or major equipment failures. Start by listing every possible issue that could interrupt your operations, then rank them by how likely they are to happen and how serious they’d be if they did.
While you’re working on this part of your plan, it’s also a good time to review your insurance. All Seasons Insurance Group offers several types of business insurance in Tennessee that can help protect you when something unexpected happens. Including insurance in your emergency prep makes sure you’re covered not just in theory, but in practice.
2. Clear Communication Plan
When an emergency hits, clear communication is key. Everyone in your business needs to know who to call, what to say, and how to act. This starts with having up-to-date contact info for all employees and essential vendors.
Set up a group message, call tree, or email list so you can send out alerts quickly. You don’t want to rely on memory when things get chaotic. Have a backup method too—if the power or internet goes out, how will you contact your team?
It’s also smart to plan how you’ll keep your customers informed. Whether that’s through signs, social media, or your website, people will want to know what’s going on. Keep it simple and clear.
3. Emergency Roles and Responsibilities
In the middle of an emergency, people need direction. If no one’s in charge, things fall apart fast. Assign roles ahead of time so every team member knows exactly what to do.
Pick someone to handle external communication, another to call emergency services, and someone else to secure the building. These don’t have to be complicated jobs—they just need to be clear.
It helps to do short practice runs. They don’t need to take up a whole day, but they do make a difference. A five-minute drill once a month helps people remember their part when things get real.
4. Evacuation and Shelter-in-Place Procedures
Not all emergencies require the same response. Some situations call for getting out fast, while others mean you should stay put. Your plan should include both.
For evacuation, make sure exits are clearly marked and easy to access. Pick a meeting spot outside so you can check that everyone made it out safely. Post the plan where everyone can see it and walk through it at least once a year.
If sheltering in place is the better option—say during severe weather or a nearby hazard—choose safe interior rooms with no windows. Stock emergency kits with water, flashlights, batteries, a first aid kit, and a portable phone charger. That way, you’re ready even if help takes time to arrive.
5. Backup for Business Operations
Emergencies can stop your operations in their tracks. That doesn’t mean you have to be offline for long. A strong plan includes ways to get things running again as soon as possible.
Back up all your digital data regularly. Use a cloud service or off-site storage to keep things secure. Think customer lists, invoices, payroll info—anything you’d need to restart quickly.
Also, think about power. If your business depends on internet access, refrigeration, or electronic tools, a backup generator can be a lifesaver. It doesn’t have to power the whole building—just the essentials.
6. Partner and Vendor Coordination
You probably work with suppliers, service providers, and outside contractors. If something happens, they need to know about it. And you need to know what to expect from them.
Keep a list of all your vendor contacts. If there’s a delay or disruption, you’ll be able to give them a heads-up fast. Ask your main suppliers what they do in an emergency and if they have a backup plan too.
It’s also a good idea to have a second option ready. That way, if your main supplier can’t deliver, you’re not stuck waiting for things to get back on track.
7. Review Your Coverage and Legal Obligations
Every industry has its own rules when it comes to safety and legal requirements. If you don’t know what those are for your business, now’s the time to find out.
Some businesses—like food service or childcare—have strict regulations. You might need to show proof of an evacuation plan, keep temperature logs, or follow health and safety rules during outages. Make sure your emergency plan checks all those boxes.
Also, go over your current insurance coverage once a year. As your business grows or changes, your needs do too. You don’t want to find out you’re underinsured after something goes wrong.
No one wants to think about the worst-case scenario. But creating an emergency preparedness plan now means you won’t have to panic later. You’ll know what to do, your team will know what to do, and your business will have a better shot at bouncing back quickly.
Start simple. Pick one step—like updating contact info or assigning emergency roles—and tackle that first. Then move on to the next. You don’t have to finish it all in a day.
Just don’t put it off until it’s too late.
