TEST THE PLAN

It’s easy to make a plan and then never look at it again. A plan that is never reviewed is almost as useful as not having a plan at all. Unfortunately, organizations create a plan and then months, or years go by, and they don’t return to it or review it again. It’s not until a disaster hits and someone asks, “Do we have an emergency plan?” that the plan is dusted off and then reviewed. Filing the plan in a common place, sharing the plan with leadership, and reviewing the plan with employees and those named as part of the Response Team is a good discipline at least once a year.

The plan should be also tested when possible. Testing a plan will identify gaps in the plan, glitches in the communication process, and clarify points that may unnecessarily cause confusion. It is much easier to identify these vulnerabilities in a calm season, rather than during a crisis event. Teach and train everyone involved, and then see how they operate. Run mock disasters, do table discussions, give different scenarios and see if it works and if everyone knew what to do.

Plans should be constantly evolved and changed. They are not meant to be static or set in stone. The plans should be revisited and revised every 6 months or year and updated to account for changes in the organization, like expansion of staff, changing recommendations in disaster preparedness, and changes with community partners like fire, police and emergency management officials Assuming the same plan will cover your organization for many years usually results in a plan that isn’t useable. You don’t have to rewrite the entire plan but reviewing what is out of date and updating what isn’t covered will correct current gaps in the plan. Just make sure after changes are made that everyone is aware of them. Then test it again.

Distribute Your Disaster Preparedness Plan

Your employees and key volunteers need to know that not only that you have a plan, but where it is stored and what their role in it might be. It is recommended that all those named in the Response Team have current copies of the plan. Other members of the organizations senior staff and Executive Committee/ Officers, also have copies of the plan. The plan does not need to be shared with the public, especially if it has lists of contact information for board members, vendors, and other sensitive information.

Disaster Preparedness Plans are operational and do not necessarily need to be approved of by the board, but they can be. The board should always be kept informed when an emergency ensues and may need to play a critical role in the response. The board will likely have been involved when approving components that relate to implementing the plan, such as insurance coverage and may need to be called on to make decisions during and after the event. Savvy management will keep the board informed and involved appropriately during a disaster. Who should have a copy of the plan is just as important as having the plan because those who are entrusted with it will be the ones who are called upon to implement it. Some parts of your plan may be relevant to all staff or board members, and those parts of the plan may be selectively distributed. Make sure that digital versions are available during an emergency which may mean storing it on a shared drive or emailing it to Response Team members so that it can be accessed if they cannot get into the office.