When it comes to hurricanes, being prepared is not just a suggestion—it’s a necessity. At the Spera Law Group, we understand the importance of taking proactive steps to ensure the safety of our team, maintain open lines of communication with our clients, and keep our business running smoothly during challenging times. As hurricane season approaches, we want to equip you with the knowledge and tools to navigate these storms confidently. Our hurricane preparedness guide is here to help you protect what matters most and weather any challenges that may come your way. So, let’s dive in together and discuss how to stay safe, connected, and resilient in the face of hurricanes.
Planning for Hurricane Season & Impending Storm
- Check Flood Insurance: Review insurance policies to ensure coverage includes flood insurance.
- Business Planning:
- Statute of Limitations: Run a report of 90-day statutes of limitations and be sure to file something to preserve your client’s rights.
- Deadlines: Identify upcoming deadlines for the next 3-4 weeks and file for continuances or extensions as required.
- Appointments: Confirm upcoming meetings and reschedule as necessary.
- Mail and Email: Verify mail and email reception and establish a plan for staff email triage if necessary.
- Client Communication: Notify clients via email about the continuity of business operations and provide reassurance.
- Workload Prioritization: Review case lists and triage tasks based on the changed circumstances and staff availability.
Personal Preparedness
- Gas Up: Advise individuals to ensure their vehicles have a full gas tank for potential evacuations and power outages.
- Create a Plan: Encourage the development of a plan with family or significant others, including considerations for shelter and communication.
- Financial Preparedness: Save emergency funds for hotel stays, extra gas, food, and other necessities.
- Stock Non-Perishable Food: Recommend the stock of canned and boxed food items.
- Water Preparation: Fill water bottles, containers, and bathtubs to ensure water access during water pressure loss.
- Ice Supply: Freeze water containers to create ice for preserving food during a power outage.
- Secure Outdoor Belongings: Advise individuals to bring loose items indoors to prevent damage during high winds.
- Bug Out Bag: Prepare a bag with essential items such as a flashlight, important documents, water, toiletries, and clothing changes.
Policies During a Disaster or Weather Event
- Employee Safety First: Prioritize the personal safety of team members and their families.
- Retroactive PTO Usage: Allow employees to use accrued PTO retroactively for missed work during the event.
- Borrow PTO: Grant the option to borrow up to 40 hours of PTO during declared emergencies, which can replenish later.
- Attorneys’ Responsibilities: Encourage attorneys to ensure availability to clients during and after a disaster without the expectation of regular working hours.
Responding to a Disaster
- Communication with Clients and your Team:
- Utilize your CRM or mailing list to ensure clients know of continued availability and assistance.
- Utilize text messaging for effective communication with team members.
- If there is Damage to the Office:
- Secure the premises and document the damage through pictures and videos.
- Arrange for removing essential documents and equipment if access to the office is restricted for an extended period.
- Contact the other party of the “Local Short-term Space Sharing Agreement” to make necessary arrangements.
- Engage appropriate experts to recover wet, moldy, or smoke-exposed files or papers.
- Notify clients via email about the continuity of business operations and provide alternative means of contact.
- Verify access to electronic files stored in the cloud.
- Run reports to identify 90-day statutes of limitations and take necessary actions to preserve clients’ rights.
- Contact property insurance and malpractice insurance carriers to report damages.
- Verify phone functionality or arrange replacements for overnight delivery.
Conclusion:
- Reiterate the importance of comprehensive hurricane preparedness to protect team members, maintain client communication, and ensure business resilience.
- Encourage readers to implement the suggested measures, policies, and response strategies to safeguard their well-being, maintain client trust, and foster a resilient legal practice.
