As small business owners, we pride ourselves on being adaptable and resourceful, but the challenges can feel insurmountable when faced with a natural disaster. Fires, floods, hurricanes, and earthquakes are unpredictable, but the impacts on our businesses and communities can be profound. At Rock Paper Coin, we understand the importance of being prepared and having a solid recovery plan so we’ve created some actionable steps to help you navigate any disaster and protect what you’ve worked so hard to build.
Build a Disaster-Ready Plan
No matter where you live, or where you do business, a disaster of some kind is bound to strike and preparation is your best defense against the unexpected. Take the time to craft a disaster plan tailored to your business and clients:
- Assess Risks: Identify potential disasters specific to your location or where you hope to do business (such as hurricanes or wildfires)
- Secure Insurance: Review your current policies or update to a new one to ensure they cover natural disasters. Business interruption insurance can also be a lifesaver as it’s designed to help cover income loss or extra expenses while you’re unable to operate.
- Back-Up Your Data: Store all critical documents—contracts, invoices, client details, photos, and videos—in secure, cloud-based systems (one of the best parts of using a platform like Rock Paper Coin!)
- Communication Protocols: Establish your communication plan with clients, contractors, employees, and vendors during and after an emergency.
*Bonus Tip: make a disaster plan with a group of vendors you trust. Include them in your plan and list them as your emergency contacts in case you are not able to communicate for yourself. IE: a trusted planner who can step in and take your place, a backup photographer or second shooter, etc.
Prioritize Client Communication
During a disaster, communication is essential. Keep clients informed about how their projects, events, or services may be impacted. Consider these tips:
- Be Proactive: The last thing you want is for clients to reach out to you first. Take the initiative in your communication by informing clients about potential delays or cancellations as soon as possible. If you can’t call them directly, a quick email or text message will suffice.
- Offer Solutions: Whether it’s rescheduling an event or adjusting timelines on your part of theirs, show flexibility and empathy. Include a secondary contact they can talk to if you are the one facing a crisis.
Safeguard Your Team
Your team is the backbone of your business. Ensuring their safety and well-being should be a top priority:
- Emergency Contact Lists: Maintain up-to-date contact information for all team members, contractors, and assistants. Also, ensure you have emergency contact information for them in the event of an emergency.
- Clear Safety Protocols: Provide training on evacuation procedures and emergency actions depending on what kind of disasters are in your area and make sure everyone on your team feels comfortable and capable of performing the plan that’s in place
- Support Post-Disaster: Offer resources, whether it’s flexible work arrangements, assistance in securing resources, pay advances or mental health support
Secure Your Financials
A natural disaster can disrupt your cash flow, so it’s critical to have financial safeguards like these in place:
- Emergency Fund: Set aside savings to cover expenses during downtime or emergency cancellations
- Automate Payments: Ensure all your incoming payments automatically get paid without lifting a finger or checking in. Especially when dealing with a disaster or an emergency, manually sending invoices is the last thing you need to be doing (RPC sends invoices for you, including payment reminders)
- Track Relief Options: Stay informed about grants, loans, and other financial assistance available to small business owners in disaster-affected areas (RPC is proud to support and donate to the Search Foundation* which is dedicated to helping event professionals get back on their feet after a disaster.)
- Assess Damage: Conduct a thorough evaluation of your business, documenting damages for insurance claims. If you have a storefront be sure to have photos of your setup during normal operations showing your inventory, client spaces, etc. Also have a video walkthrough of all your systems, storage, computers, etc, and save it on Dropbox or Google Drive so it’s easy to share with your insurance company. Be sure to keep your photos and videos updated and well-documented as your business grows.
- Claims Process: When disaster strikes, save every receipt—every single one. This includes expenses for gas, groceries, hotel stays, clothing, and personal care products. Keeping thorough documentation ensures you can be reimbursed quickly. Additionally, although it may not be your immediate concern, make sure to file your claim right away. It’s advisable to overestimate the details of your damages, as you might not fully understand the extent of the damage initially. It’s generally easier to adjust your claim downwards later than to go back and ask for more later on.
- Loan/Bill Forgiveness: In an emergency, you can often defer expenses and bills to the next month. Be sure to contact your financial institutions and service providers to avoid falling behind on payments.
Recover with Resilience
Once the immediate crisis has passed, focus on recovery and rebuilding:
- Reassure Clients: Communicate your recovery timeline and inform clients about any changes to services or professionals involved. For instance, if one of your emergency vendors is taking over the event for you, or if your client needs to reschedule, be sure to address these issues. Whether the emergency affected your team, your clients, or both, it’s important to approach the situation with empathy and care. Your customer experience during this challenging time can significantly ease concerns and help ensure a positive outcome.
- Lean on Community: Reach out to local networks, peers, and support organizations. This is not a time to rebuild or navigate alone; your community wants to help. There will be many resources available, including free rides, free meals, and assistance with filing claims. Just be sure that any organizations you engage with are reputable, and DO NOT sign anything until you fully understand what you are signing. Don’t hesitate to share your story—many others are in similar situations and are looking for guidance.
We’re Here to Help
At Rock Paper Coin, we are dedicated to helping small business owners succeed, even in times of crisis. Natural disasters can be daunting, but with proper preparation, effective communication, and the right tools to manage your business, you can navigate any challenge. RPC is proud to partner with you to ensure your business not only survives but thrives.
**The SEARCH Foundation (Special Event Assistance Relief & Crises Help) was formed in 1997 to assist event, meeting, and catering professionals faced with a life-threatening illness. Since that time, the organization has expanded to include not only illness but also catastrophic occurrences such as hurricanes, floods, wildfires, and accidents. RPC is proud to support the Search Foundation which is dedicated to helping event professionals get back on their feet after a disaster.
