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Preparing your business for winter weather

Winter weather conditions, including freezing temperatures, cold winds, and accumulating snow, can create significant challenges for businesses in impacted areas.

Winter weather conditions, including freezing temperatures, cold winds, and accumulating snow, can create significant challenges for businesses in impacted areas. Even in the absence of evident property damage, winter weather can disrupt operations and supply chains, leading to financial losses and even reputational issues. Preparing your business ahead of a possible storm can help you minimize the potential impacts and enable a quicker recovery.

Winter storms can cause significant disruption. Heavy snowfall and ice on roads can lead to hazardous travel conditions. Downed trees and power lines can trigger power outages that halt production and disrupt essential services. Further, severe weather can result in property damage and revenue losses due to unexpected closures.

Whether your organization is impacted by a snowstorm or freezing temperatures, the implications could be multifold, including:

  • Transportation challenges. Winter storms can significantly disrupt transportation and logistics, particularly in typically warmer regions that are less prepared for snow and ice removal. Employees may not be able to commute to work while harsh weather conditions may reduce customer foot traffic. Delays in the transportation of goods and materials can introduce or complicate existing supply chain challenges.
  • Grid stress. Strong winds, freezing rain, heavy snowfall, and extreme cold can damage power lines and overload the power grid. Increased electricity demand, especially due to a rise in heating needs, may lead to supply challenges that could disrupt business operations, revenue losses, and potential property damage. Even remote-based operations may be affected by blackouts that disrupt communication systems.
  • Property damage. Frigid temperatures can cause pipes to freeze, expand, and potentially burst, leading to water damage within your properties and potentially disabling fire protection systems, such as sprinklers. Accumulation of snow and ice on roofs can threaten the structural integrity of properties, especially those roofs not designed to support heavy loads.
  • Equipment malfunctions. Cold temperatures can significantly impact machinery performance, leading to increased equipment malfunctions. Outdoor equipment is particularly vulnerable to component failures and accelerated wear and tear. Additionally, some fuels and oils may not function effectively in low temperatures, which can render equipment inoperable. Batteries also tend to suffer in the cold.
  • Third party liability. Freezing temperatures and snow/ice accumulation can increase the risks of slips and falls for employees, customers, and others as they enter or exit your premises, creating potential liability exposures. 

Protecting your business from severe weather impacts

Whether your organization is located in an area that is vulnerable to winter weather or if your locale is only occasionally impacted by freezing temperatures and snowstorms, it is important to take the necessary precautions to prepare for winter storms. Even minor storms and freeze-ups could disrupt your operations, especially when there are no preparedness plans in place. Further, uncertainty surrounding when winter weather may strike underscores the importance of having robust plans in place well ahead of a storm.

Pre-emergency planning

Preparing in advance of a storm can help you mitigate the potential impacts of winter weather on your business and minimize disruptions and property damage.

Emergency plans should address the impacts of severe winter weather, including heavy snowfall and prolonged subfreezing temperatures. Your plans should also outline how you will notify your employees, customers, and suppliers during adverse weather about any changes in business operations.

It is also important to train employees on winter safety procedures, including how to navigate icy surfaces, use snow removal equipment, and respond to emergencies related to cold weather. Consider planning for your people to work remotely during severe winter weather to facilitate their safety and maintain business continuity.  

Maintaining communication during a storm will be critical. Establish backup communication systems and ensure that you have emergency power supplies, including adequate fuel to operate generators. Battery operated radios can help you keep up to date with any weather updates or alerts.

Create emergency contact lists and post them in accessible locations, also ensuring that employees have access to these numbers off-site. Additionally, consider stocking up on emergency supplies and have snow removal contractors on call.

Well-maintained buildings may be better able to withstand storms. As part of your preparation, inspect structures for past damage, particularly roof equipment that may need replacement, and assess areas prone to instability during severe weather. Conduct regular inspections of heating equipment, gutters, and roof-mounted equipment to ensure they are secure and functioning as expected. Heating systems, such as boilers and furnaces, should be maintained according to local regulations and manufacturer guidelines. Consider that outdoor equipment and those near exterior walls may be particularly vulnerable in cold weather. Ensure that company vehicles and equipment are winterized and equipped to handle colder temperatures. This includes checking antifreeze levels, tire conditions, and battery health, among other considerations.

Fire protection systems also require attention; hydrants should be drained and marked for easy access, and connections should be checked for leaks. Inspect automatic sprinkler systems and provide the needed maintenance to ensure they can function properly during winter weather events.

Consider hiring a third-party service to remove snow/ice buildup in parking lots and common areas outside your building, and also familiarize yourself with any local requirements on snow removal. If you do not own or maintain the exterior of your property or common areas, work with your property manager or owner to ensure there are plans to hire the appropriate vendors to remove snow and ice accumulation, which may include de-icing/salt application prior to and during a storm, and can help mitigate slip and fall hazards.

Note that even if a storm does not directly affect your properties, your operations may still be impacted, especially if suppliers are unable to fulfill their contracts. Assess your supply chain and determine whether your suppliers are prone to winter weather risks and take action to diversify your supply chain to improve resilience.

Winter weather emergency plans should be regularly tested and updated to reflect any changes in operations, facilities, or personnel.

During a storm

As snow begins to fall and temperatures drop, it is crucial to review your emergency plans.

If there are no automatic contracts in place, notify snow removal contractors and ensure that all doors, windows, roof vents, and openings are securely closed.

Slips and falls can be a considerable risk for your employees, customers, and others entering your property. Take action to ensure that rugs or other flooring materials are kept as dry as possible inside your premises to reduce the likelihood of these potential hazards.  

To mitigate the risks of structural damage, maintain an indoor temperature above 40°F (5°C) and ensure proper air circulation to prevent cold spots near outer walls. Regularly check indoor temperatures or install temperature supervision alarms, and monitor snow, ice, and water accumulations on rooftops, removing excess snow when it is safe to do so. Additionally, keep roof drains clear of ice and snow and maintain clear paths to these drains.

If your building is occupied during the storm, look for warning signs of structural stress, such as sagging ceiling tiles, falling ceiling boards, or sagging sprinkler lines. Other indicators include popping or cracking noises, sagging roof members, and doors or windows that become difficult to open or close, among other things. Look for cracks in walls or masonry, severe roof leaks, and excessive water accumulation in low-drainage areas on flat roofs. For mechanical and process equipment, ensure that idle air conditioning systems have water removed from oil coolers and water jackets, and drain condensers of chilling units. Check pressure vessel vents, relief valves, and safety valves to protect moving parts from water accumulation or freezing.

To safeguard your fire protection equipment, maintain a temperature above 40°F (5°C) for dry-pipe valve, deluge-valve, and pump enclosures, ensuring that air pressure remains within normal ranges. Keep outdoor sprinkler valves clear of snow and check the water temperature of the fire pump’s suction tank daily, ensuring that tank vents are free from ice.

Following a storm

Once the storm has passed, assess any hazards that could lead to injuries for your employees, customers, or vendors. Take steps to clear pathways to entrances and ensure that snow and ice are removed from walkways to prevent accidents. If your properties were closed during the storm, consider assessing any damage before allowing employees and others inside.

In the case of a power outage, ensure that all electrical equipment has been turned off before power is restored.

If any of your properties have suffered damage due to the storm, it is critical to report any issues to insurers as quickly as possible. Take action to assess the damage. Specialists from Marsh’s claims solutions team can help you notify your insurers of your claims and assist throughout the process of achieving a settlement.

In certain circumstances you might need to address certain damage that could pose a danger before insurers have visited your site. In such cases, it is prudent to take photographs of the damage and keep detailed documentation of actions taken. Where possible, do not dispose of any damaged or destroyed items until the insurer’s loss adjuster has visited and approved disposal.

For larger claims involving extensive property damage and business interruption, ensure you have adequate specialist support, such as forensic accounting.

For more winter weather information and customized guidance specific to your location(s), contact your local Marsh representative.