Critical Event Kit

Inside this critical event kit, we will unravel the complexities of keeping your employees and assets safe in the face of these unforeseen natural disasters and provide concrete strategies, solutions, and steps to bolster your resilience against this ever-growing threat.

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Critical event kit for business continuity: Hurricanes Be hurricane ready.

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eBookCritical event kit for business continuity: Hurricanes

What’s inside The impact of hurricanes on business continuity ................................................. 3

What are the most common challenges posed by hurricanes? ........................... 4

How can modern communication systems be leveraged for hurricanes? ........................................................................................5

Unified communications ...........................................................................................6

Map-based tools .......................................................................................................7

Response coordination .............................................................................................8

From readiness to resilience: How does Everbridge help manage hurricanes? .................................................................................................9

Best practices: Improve your emergency communication during hurricanes ................................................................................................... 11

Hurricane system checklist for organizational resilience .................................... 12

Communication templates: For hurricane messaging .......................................... 15

Key asset: Protecting your supply chain during a hurricane ...............................21

Conclusion .............................................................................................................. 23

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eBookCritical event kit for business continuity: Hurricanes

The impact of hurricanes on business continuity Hurricanes, marked by their uncontrollable and unpredictable nature, pose significant challenges to communities and organizations worldwide. Research from the National Hurricane Center indicates that a substantial 80% of these events are influenced by human activities. This striking statistic emphasizes the importance of increased awareness and proactive measures.

In addition, the National Oceanic and Atmospheric Administration (NOAA) identifies warm ocean waters and atmospheric conditions as primary catalysts for the intensification of hurricanes. These factors, among others, create conditions ripe for longer and more active hurricane seasons.

Understanding the interplay of these elements is crucial for anticipating and mitigating the impact of hurricanes, particularly within the context of shifting climate patterns.

Common causes of hurricanes

Warm ocean waters

Low atmospheric pressure

Moisture in the atmosphere

Coriolis effect

Tropical disturbances

Upper-level winds

Earth’s rotation

https://www.noaa.gov/

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eBookCritical event kit for business continuity: Hurricanes

Extreme weather hazards Hurricanes bring a combination of storm surge, high winds, heavy rainfall, and possible tornadoes. These extreme weather hazards can cause devastating and multifaceted impacts to individuals, organizations, and communities.

Communication breakdowns Maintaining effective communication during a hurricane is critical for keeping your employees safe and your organization running. Power outages, damaged infrastructure, and overwhelmed communication networks can hinder the dissemination of vital information.

Evacuation coordination Informing your employees of evacuation notices is a part of Duty of Care, and with information continuously changing, you may be their source of truth. Evacuations can be challenging due to factors such as traffic congestion, lack of transportation, and the reluctance of some employees to leave their homes.

Shelter and healthcare concerns Loss of critical infrastructure can cause organizations significant damage if they do not have the foresight to plan accordingly. Understanding alternative routes, vendors, and suppliers can be crucial for recovery efforts.

Vulnerable populations Certain employees may require additional support - individuals with disabilities, those with children or elderly relatives, may face additional challenges during hurricanes. Special attention is needed to ensure the safety and Duty of Care has been extended.

Post-disaster recovery Threats to clean water supply, loss of biodiversity, soil erosion, and deforestation should be considered as potential lasting issues for the community.

What are the most common challenges posed by hurricanes? Hurricanes pose significant challenges for organizations due to their unpredictable nature and potential harm to people, communities, and assets. Addressing these challenges requires a comprehensive understanding of the intricacies involved.

Key challenges include

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eBookCritical event kit for business continuity: Hurricanes

How can modern communication systems be leveraged for hurricanes? Everbridge is trusted by cities and states across North America to help them prepare for hurricanes thanks to the comprehensive set of Everbridge tools that facilitate rapid communications, geo-location capabilities, and effective responses. In the next few pages, we’ll discuss exactly how the Everbridge critical event management platform supports these three vital components of effective hurricane preparedness.

Critical event management (CEM) platforms help emergency managers address the challenges posed by hurricanes through the following means:

Unified communication Map-based tools Response coordination

New notification

Contacts

Message

Groups (158)

Individuals (3)

Rules (0) Map (1,350)

Alert Extra safety precautions due to

windy conditions and rain. Shelter in place in effect until 6 PM.

For more info visit: city.com/info.

Visual Command Center

Tropical storm projected 6 hours from now

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Unified communication How Everbridge supports unified communications Everbridge enables multi-modal communication, reaching residents, first responders, and stakeholders through various channels, including SMS, IPAWS, voice calls, emails, and social media. The platform supports the dissemination of accurate information swiftly and ensures your organization communicates the right message to the right person at the right time. CAD (Computer-Aided Dispatch) systems provide a flow of critical information to first responders and key stakeholders.

Everbridge in action...

Everbridge emphasizes the crucial role of preparedness, real-time information sharing, and emergency response in safeguarding residents along the U.S. Gulf Coast and Atlantic Seaboard.

“Effective communication between emergency managers, first responders, search and rescue teams, and the general public remains critical in saving lives during hurricanes,” says David Wagner, CEO of Everbridge. “At Everbridge, our dedicated team of Public Safety experts is committed to equipping our customers with the necessary tools, best practices, and functionality

Alert Extra safety precautions due to

windy conditions and rain. Shelter in place in effect until 6 PM.

For more info visit: city.com/info.

SlackMicrosoft teams

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eBookCritical event kit for business continuity: Hurricanes

Map-based tools How Everbridge leverages map-based tools

to ensure preparedness throughout the hurricane season, enabling optimized response and safety efforts.”

Everbridge supports some of the most populated cities and counties along the Atlantic and Gulf Coasts. The Everbridge platform has been successfully used to protect states and its residents from catastrophic Atlantic storms over the years, including Hurricanes Michael (Category 5), Matthew, Irma, Dorian, Ian, and Nicole.

Use your preferred base map Maps such as Google, Bing, or ESRI can be customized to include geographical or infrastructure information to make more informed decisions.

Define specific target areas Everbridge excels in targeting, allowing users to define areas based on contact location, address points, or landmarks, and set radius parameters around specific addresses.

Display Geographic Information System data Everbridge integrates local GIS geocoding capabilities, automatically geocoding address information.

https://www.everbridge.com/newsroom/article/everbridge-adds-mobile-gis-enhancements-unified-critical-communication-suite/ https://www.everbridge.com/newsroom/article/everbridge-adds-mobile-gis-enhancements-unified-critical-communication-suite/

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Response coordination How Everbridge enhances response coordination

During Hurricane Irma, for example, Everbridge was used to share safety information, weather updates, sheltering instructions, and evacuation directions throughout the course of the storm, with over 20 million messages sent to residents.

New notification

Contacts

Message

Groups (158)

Individuals (3)

Rules (0) Map (1,350)

Unified dashboards Everbridge provides unified dashboards and communication channels that foster real-time information sharing and coordination.

Message automation Everbridge can shorten the time to notify teams and reduce errors with easy-to- use templates and message automation.

Coordinated response Communicate to different groups with only the info they need to know for a better coordinated response.

Two-way communications Leverage two-way communications to quickly assess who needs or has additional resources.

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eBookCritical event kit for business continuity: Hurricanes

From readiness to resilience

How does Everbridge help manage hurricanes? By offering a unified platform for communication, coordination, and information management, Everbridge enhances the capabilities of individuals entrusted with Duty of Care responsibilities within your organization, enabling them to effectively address the significant challenges presented by hurricanes.

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eBookCritical event kit for business continuity: Hurricanes

Check out how managing a hurricane might look with Everbridge by your side:

Tabletop exercises Everbridge plays a crucial role in your preparation

for hurricane season, as a comprehensive platform

capable of covering multiple communication needs.

Planning for access & functional needs Direct connections to HRIS databases with out-

of-the-box connectors ensures accurate and

up-to-date employee information is always at

administrators’ fingertips.

Dynamic locations Everbridge will help employees share their location

details via our mobile application or via integrations

with travel booking solutions (TMCs).

Multi-channel notification Managers can send rapid alerts through SMS, phone,

Teams, Slack, email, TTY, and phone databases.

Response coordination Customizable messaging is available to response

teams for coordinated efforts.

Situational awareness Employees can be polled for an assessment of

assistance needed or supplies required.

Continuity/restoration of operations Managers can easily maintain internal communication and disseminate recovery information.

Crisis response dashboard Everbridge dashboards provide visibility to

stakeholders on the current situation and what tasks

require escalation.

Post-incident analysis and reporting The platform automatically captures feedback,

reviews communication timelines, and generates

reports.

Outcome • Everbridge administrators use Everbridge as

a reliable mass notification tool as well as a

backup to other methods.

• No need to download/upload or cross-reference

employee rosters with other systems during a

critical event.

• Responders will know who is in the path of a

storm, even if they don’t live there and are only

there temporarily.

Outcome • Swift and widespread dissemination of critical

information, ensuring employees receive alerts

through their preferred channels. For evacuation

areas, targeted phone calls can be made to

ensure people are taking the appropriate action.

• Efficient deployment of resources with clear

communication, minimizing response time during

a hurricane.

• Real-time situational awareness, aiding in

strategic decision-making and resource

allocation.

Outcome • Seamless coordination for the restoration of

operations, ensuring a swift recovery process

and that employees have the resources they

need to remain safe and return to work.

• Efficient communication and fewer status check-

in calls, freeing up administrators to focus on

recovery operations.

• In-depth analysis supporting future planning and

mitigation, improving overall critical response

strategies.

AFTERDURINGBEFORE

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eBookCritical event kit for business continuity: Hurricanes

Best practices

Improve your emergency communication during hurricanes Effective communication is crucial in any emergency response. Organizations must decide how, what, and when to communicate before a disaster strikes, as a lack of information leads to misinformation and potential harm.

The following page provides best practices that underscore the importance of proactive communication planning, unified terminology, and inclusive strategies to ensure effective emergency communication.

Everbridge serves as a valuable tool in implementing these practices, providing the necessary infrastructure and support for seamless and comprehensive communication during critical events.

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Registration portal

Visibility

• Registration portal should be prominently placed on your your organization’s internal network website.

• Feature the link on various pages to increase employee awareness and registration.

Non-emergency alerts

• Allow employees to subscribe to non-emergency alerts and critical event notifications.

• Expand opt-in opportunities to cover various important but non-emergency alerts.

Comprehensive information

• Require multiple critical contact points and location information during registration.

• Gather varied contact details for diverse communication scenarios.

Hurricane system checklist for organizational resilience The following checklist outlines crucial steps that organizations can take to ensure their emergency notification system is ready when needed.

Key asset

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eBookCritical event kit for business continuity: Hurricanes

Subscriptions

Alert automation

• Offer employees the ability to subscribe to automated alerts and set their preferred communication method and alerting time.

• Provide users the ability to set a do not disturb period, but ensure it can be overridden in the case of high severity events that threaten life safety.

• Provide a quick “text in” registration option during active hurricane events for rapid opt-in by texting a keyword to a designated number.

• Speak with your local NWS to gain a better understanding of how your weather messages will be sent from the local office.

Multilingual registration and notifications

Language accessibility

• Confirm that the registration portal supports multiple languages for diverse needs.

• Facilitate quick registration for alerts for those whose primary language is not English.

Language preference declaration

• Allow recipients to declare their preferred language for receiving notifications.

• Increase the likelihood of message comprehension and adherence by empowering recipients to choose their communication language.

Pre-scripted templates

Template preparation

• Pre-script and translate announcements, updates, and closure messages.

• Accelerate the process with pre-approved templates.

• Restrict editing rights to portions of the template.

• Set dynamic rules and conditions.

Token-variable inclusion

• Allow for token-variable inclusion at the time of notification.

• Customize messages by inserting real-time information.

Proactive incident response

• Leverage pre-scripted templates.

• Provide timely notifications, allowing recipients to respond to potential dangers.

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eBookCritical event kit for business continuity: Hurricanes

Settings

Caller ID and message delivery

• Ensure caller ID is recognizable by employees.

• Specify the delivery method for text messages.

Message confirmation and volume regulation

• Provide employees with a confirmation option for message receipt.

• Implement a reliable method to regulate phone call volume.

Social media integration and system testing

• Integrate social media publishing options.

• Conduct monthly testing of the IPAWS system.

Notifications on public websites

• Use web widgets to simply set up a stream of your notification messages.

Contact data

Employee contact data management

• Verify and update employee contact data in the system, including landline, VoIP, and wireless numbers.

• Establish automated data transmissions to ensure internal staff contacts are current and accurate.

Data validation and cleansing

• Conduct regular tests to validate data, ensuring the accuracy of phone numbers and email addresses.

• Remove duplicate information from the database to optimize system efficiency.

• Conduct annual testing to ensure employees are familiar with what to expect in the event of an emergency.

GIS capabilities

Geo-targeted notifications

• Utilize GIS capabilities to create and deploy polygons for targeted notifications in hurricane-prone areas.

• Establish notification zones around critical infrastructure sites for immediate alerts in case of compromise.

Cell tower mapping

• Incorporate data from cell phone towers or critical infrastructure locations into the GIS system to understand their proximity to hurricane areas.

• Identify cell towers that may become inoperable during hurricanes, enhancing situational awareness and response planning.

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Key asset

Hurricane communications templates for your use To streamline communications, especially when a hurricane is imminent, it’s best practice to have message templates ready to go. The next few pages provide message templates that can be adapted and modified by organizations as needed.

Elements of effective emergency notifications

The following elements of effective emergency notifications have been put together by Dr. Dennis Mileti of FEMA in his “Modernizing Public Warning Messaging.”

https://www.youtube.com/watch?v=oYya009bc2M https://www.youtube.com/watch?v=oYya009bc2M

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Tips and best practices When planning communications, important things to consider are:

Understanding your audience

Language and culture relevance

Accessibility of communications

Information and dissemination channels

Emotional impact of alert to audience

Example

Local PD:

Check the news and radio now for updates.

Explosion at Superior Dam. Potential damage and flooding

Message expires at 8:00 AM PDT.

in Sherman Heights.

For more info visit: localpd.com

Source

Hazard

Location

Say who the message is from.

Use area descriptions such as street or landmark names.

Describe the event and its impact.

Guidance

Expiration time

Other

Mention alert or warning expiration timeframe.

Mention proactive action and timing to help reduce impact.

Optional resource such as map or link information.

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72 hours before projected landfall Hurricane message templates

Type of message: Read confirmation

Subject: Impact Zone – [Hurricane] Projected Landfall

SMS/Voice: [Company name] is monitoring [Hurricane

name]. Please check your email for

instructions and guidance.

Email/Mobile App/Messaging App:

Hurricane [Name] Advisory

As we monitor the progress of [Hurricane]

currently forecasted to impact your area within

the next 72 hours, we want to ensure that all

employees are prepared and aware of our safety

protocols.

Preparation steps: 1. Secure your workspace: Before leaving today,

please ensure all critical documents are stored

safely and electronic equipment is secured.

2. Work from home: All employees are advised

to work from home starting [date], until further

notice.

3. Emergency contacts: Please confirm or update

your emergency contact information in our

system by the end of the day.

Safety measures: • Follow local advisories and evacuate if

mandated by local authorities.

• Ensure you have a disaster supply kit ready, including water, non-perishable food, medications, and necessary personal items.

Communication plan: • We will continue to provide updates via

Everbridge. Please ensure you are able to receive notifications through your preferred communication channels.

• For emergency assistance or to report a safety concern, please contact [Emergency Contact Information].

Resources: • Visit [link to company’s hurricane

preparedness page]

• National Weather Service updates: [link]

Your safety is our top priority. Please take all

necessary precautions and do not hesitate to

reach out to your supervisor or human resources

if you have any questions or need further

assistance.

Stay safe, [Your Company’s Name] Emergency

Management Team

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12-24 Hours before projected landfall – Assistance needed Type of message: Polling notification

Subject: [Hurricane] Landfall Imminent – Evacuation assistance

SMS/Voice: [Hurricane] is expected to make landfall in your region

within the next 12-24 hours. Your home address is within

the mandatory evacuation zone. Please share your

evacuation status:

1. I have evacuated and DO NOT require assistance.

2. I have evacuated and DO require assistance.

3. I have NOT evacuated and DO NOT require assistance.

4. I have NOT evacuated and DO require assistance.

Email/Mobile App/Messaging App:

[Image of projected path]

[Company name] is continuing to monitor the projected

path of [Hurricane]. Your home address or mobile

app location indicates that you are currently within a

mandatory evacuation zone. Please share your evacuation

status:

1. I have evacuated and DO NOT require assistance.

2. I have evacuated and DO require assistance.

3. I have NOT evacuated and DO NOT require assistance.

4. I have NOT evacuated and DO require assistance.

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3. Immediately preceding impact – During impact Type of message: Read confirmation

Subject: Assistance during [Hurricane]

SMS/Voice: If you have not evacuated and remain in the projected path

of the [Hurricane], please enable your mobile app location.

This will help [Company name] locate you in case emergency

assistance is needed. If you need medical assistance over

the next 6-8 hours, your first call should be to 911. Additional

guidelines have been shared via email.

Email/Mobile App/Messaging App:

[Image of projected path]

If you have not evacuated and remain in the projected path

of the [Hurricane], please enable your mobile app location.

This will help [Company name] locate you in case emergency

assistance is needed. If you need medical assistance over the

next 6-8 hours, your first call should be to 911. If you need

further assistance or are unable to reach local EMS, please

contact [Company name] at [XXX-XXX-XXXX].

Please ensure you have charged all electronic devices that

you may be need to contact local EMS. In addition, adequate

supplies of food and water will be necessary as access to

materials may be limited for several days.

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4. Post-event wellness check Type of message: Polling notification

Subject: Post [Hurricane] Wellness Check

SMS/Voice: Our team has concluded [Hurricane] has caused

significant damage in your area. We want to make sure

you are safe. Please respond:

1. I am safe and DO NOT need assistance.

2. I DO need assistance.

3. SOS – Send help immediately.

Email/Mobile App/Messaging App:

Our team is concerned for your safety after [Hurricane].

News reports are indicating power loss and boil water

advisories in your area [Insert media link]. [Company

name] wants to make sure you are safe and have the

resources you need. Please respond with one of the

following:

1. I am safe and DO NOT need assistance.

2. I DO need assistance.

3. SOS – Send help immediately.

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Key asset

Protecting your supply chain during a hurricane Supply chain disruptions due to hurricanes are a significant concern for organizations across various sectors. These disruptions challenge an organization’s ability to maintain operational continuity and meet customer demands.

Here, we examine the key challenges presented by hurricanes across all types of organizations and their supply chains, focusing on each stage of the supply chain:

01 Material sourcing and availability

Hurricanes can affect the availability of raw materials needed for production, leading to supply shortages and increased costs.

Solution: Assess the vulnerability of your supply chains to hurricanes and identify alternative sources of raw materials to mitigate potential disruptions.

02 Production disruptions

Production facilities are vulnerable to damage and operational disruptions caused by hurricanes. Power outages, infrastructure damage, and safety concerns for workers can impact production processes, leading to delays in manufacturing and distribution.

Solution: Confirm that all production facilities have implemented protection measures, such as securing backup power sources and implementing safety protocols.

03 Transportation and logistics

Hurricanes can disrupt transportation networks, including roads, ports, and other distribution routes, making it challenging to transport goods to their intended destinations. Damage to infrastructure, road closures, and supply chain bottlenecks can result in delays and increased transportation costs.

Solution: Develop contingency plans for transportation and logistics, such as diversifying transportation routes and securing alternative modes of transportation, to help your organization navigate potential disruptions.

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04 Communication and coordination

Effective communication and coordination are essential during supply chain disruptions caused by hurricanes. Ensuring timely communication with suppliers, partners, and customers is critical for managing expectations, addressing challenges, and minimizing the impact on operations.

Solution: Establish clear communication channels and protocols with supply chain partners and stakeholders to facilitate timely communication and coordination during supply chain disruptions.

05 Customer demand and service

Hurricanes can impact customer demand and service levels, leading to fluctuations in demand, order cancellations, and disruptions in customer service operations. Meeting customer expectations during supply chain disruptions requires proactive planning, communication, and flexibility.

Solution: Proactively communicate with customers and manage expectations to help minimize the impact of hurricanes on customer demand and service levels.

06 Financial and reputational impacts

Supply chain disruptions caused by hurricanes can have significant financial and reputational impacts on organizations. Increased costs, lost revenue, damaged inventory, and reputational damage can all result from supply chain disruptions, affecting the long-term viability and competitiveness of businesses.

Solution: Invest in supply chain resilience and continuity planning to help your organization mitigate financial and reputational impacts.

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Conclusion

Be hurricane ready with Everbridge The goal of this Hurricane Critical Event Kit is to serve as a valuable resource that empowers you to fortify your hurricane preparedness and response strategies. With the robust solutions Everbridge offers, you can confidently address the full scope of challenges associated with hurricanes.

If you are interested in learning more about how Everbridge can help you protect lives, streamline communications, and build a more resilient organization, schedule a demo with us today.

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About Everbridge Everbridge, Inc. empowers enterprises and government organizations to anticipate, mitigate, respond to, and recover stronger from critical events. In today’s unpredictable world, resilient organizations minimize impact to people and operations, absorb stress, and return to productivity faster when deploying critical event management (CEM) technology. Everbridge digitizes organizational resilience by combining intelligent automation with the industry’s most comprehensive risk data to Keep People Safe and Organizations Running™.

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Critical Event Kit

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