Critical areas can be broken into segments:

Communications—During an emergency situation, communication with staff, insureds, and companies is vital. The first thing to consider is how will you communicate with people? Are phone lines accessible during an emergency? Can your land lines be forwarded to a cell phone or a series of cell phones? It is important to have contact information for all employees. Establishing phone trees can work well to allow communications with employees, officers, and clients. Reverse 911 services may be available in your area. This service allows the police to contact you with important information in an emergency. Text messages may get through when phone lines are jammed.

Operations—In case of an emergency that disables on-site office function, it may be necessary to have an alternative office location. If this happens, your alternative site should be equipped with usable phones, computers, and other necessary equipment that can access agency management files and company connections so employees aren't restricted to Word and solitaire.

Documentation—Also ensure that your important files are safe in case of an emergency. Invest in waterproof and fireproof file storing containers for the most important documents. Is your office paperless? Do you have backup files off site or in the cloud? If not, consider immediately setting up backup files that are backed up automatically and hourly. It may also be a good idea to store emergency copies at an off-site location, but be aware of who has access to these documents. Try to keep copies and backups of all of the documents that are necessary for your agency to function properly.

Step 2: Identify hazards.

In order to identify hazards, consider the possible hazards of the surrounding area. How susceptible is the agency to flood, fire, wind, and other perils? Have prevention measures become part of office policy? Are there fire extinguishers in prominently displayed locations? Do employees know how to use extinguishers and other safety equipment? Are files stored off the floor? Are paper files stored each night, or are they on top of desks susceptible to fire, water, and wind? Are filing cabinets and equipment secure? Not all hazards are physical; hacking is a problem for anyone with data stored on computers. This again makes backup of electronic files critical.

In a different situation, if a disaster occurs and employees become stuck at the office, be sure that there are first aid kits, water, food, and blankets available, and that your employees know where to locate these items. Consider stocking an emergency generator, flashlights, battery-powered radios, and batteries.

Step 3: Develop a plan.

In case of emergency, employees need to have direction and should avoid double-doing efforts. So, which employee is responsible for what? Make assignments both for weekday action and weekend action, including communication. If your employees cannot contact you, make sure they are secure in the knowledge of what to do in any situation that may arise. If key people are unavailable, make sure other team members are prepared and able to step in.

Be sure instructions are clear and everyone knows their duties. If you have to leave the agency, establish an emergency meeting place. Find a location where you can set up a temporary office site. This may be easy for something restricted to your agency; but if the entire town is flooded or overcome by wildfires, it will be more difficult to find temporary space. Include finding emergency locations as part of your plan. Locations found in advance of a need make the transition much smoother than trying to find space in chaos.

If you have to grab and go, be knowledgeable of what needs to be taken from the agency, who is responsible for taking it, and how it is to be transported. Keep in mind, a master file of insureds' phone numbers is more realistic to grab and go than individual files. If software is not stored in a fireproof/waterproof safe, make sure employees know where it is located to grab in case of emergency. An emergency bag to put lists, software, drafts, and other critical items in can help you protect as much as possible as quickly as possible.

Assume the worst case scenario—that way, you will be prepared for anything. If power is out for several days, how do you live without your computer files? Is there a workaround for such situations?

Step 4: Practice!

The best plan will not work if people are not secure in knowing what to do; practice is sometimes overlooked because people feel silly doing it on a clear day. However, practice is the only way to know if your plan works and where the kinks are. A well-practiced plan is one that will work in case of disaster. Tabletop exercises work well, but at least one real practice can be extremely beneficial.

To obtain assistance on likely emergencies or disasters in your community and associated planning tools, contact your local city or county Emergency Management Office.

Step 5: Insurance

You provide your clients with protection against the results of catastrophes and everyday losses. You should care for your own business with the same detailed and professional expertise you provide your clients. In that regard:

·Do you have in place all risk or direct risk of physical loss insurance for all of the agency's business personal property?

·Does the personal property coverage also provide coverage for reconstructing documents destroyed by the catastrophe?

·Do you have business interruption insurance?

·Do you have sufficient E&O insurance?

·Do you have cyber liability coverage?

·If your operation is in an area subject to catastrophes like firestorms, floods, landslides, or earthquake, have you obtained insurance that covers such risks at a reasonable premium including participation in the National Flood Insurance program and specialized wind or earthquake coverages?

·Have you collected purchase invoices, purchase orders, and inventory records sufficient to give to a claims adjuster so that your claim can be resolved quickly and fairly?