Every Business 

Should Have 

A Plan. 

www.ready.gov
Preparing Makes

Good

Business Sense.

How quickly your company can get back to business after a terrorist attack 

or tornado, a fire or flood often depends on emergency planning done today.

While the Department of Homeland Security is working hard to prevent 

terrorist attacks, the lessons of the 1993 World Trade Center bombing, the 

1995 Oklahoma City bombing and the September 11, 2001 terrorist attacks 

demonstrate the importance of being prepared. When you also consider 

that the number of declared major disasters nearly doubled in the 1990’s 

compared to the previous decade, preparedness becomes an even more 

critical issue. Though each situation is unique, any organization can be 

better prepared if it plans carefully, puts emergency procedures in place, and 

practices for all kinds of emergencies.

If businesses are ready to survive and recover, the nation and our economy 

are more secure. America’s businesses form the backbone of the nation’s 

economy; small businesses alone account for more than 99% of all 

companies with employees, employ 50% of all private sector workers and 

provide nearly 45% of the nation’s payroll. A commitment to planning 

today will help support employees, customers, the community, the local 

economy and even the country. It also protects your business investment and 

gives your company a better chance for survival.

Ready Business outlines common sense measures business owners and managers 

can take to start getting ready. It provides practical information to help you 

plan for your company’s future. These recommendations reflect the Emergency 

Preparedness and Business Continuity Standard (NFPA 1600) developed by the 

National Fire Protection Association and endorsed by the American National 

Standards Institute and the Department of Homeland Security. 

Every business should have a plan. Get ready now.
Business continuity planning must account for both man-made 

and natural disasters. You should plan in advance to manage any 

emergency. Be prepared to assess the situation, use common sense 

and available resources to take care of yourself, your co-workers and 

your business’s recovery.

Be Informed: Risk assessment can be a sophisticated area 

of expertise that ranges from self-assessment to an extensive 

engineering study. The specific industry, size and scope of 

your individual company will determine your organization’s risk 

assessment needs. However, you should find out which disasters 

are most common in the areas where you operate. You may be aware 

of some of your community’s risks; others may surprise you. Finally, 

go to www.ready.gov to learn what to do during a biological, 

chemical, explosive, nuclear or radiological attack. 

Continuity Planning: Carefully assess how your company 

functions, both internally and externally, to determine which staff, 

materials, 

procedures and equipment are absolutely necessary to keep the 

business operating. Start by reviewing your business process flow 

chart, if one exists, to identify operations critical to survival and 

recovery. Include emergency payroll, expedited financial decisionmaking and accounting systems to track and document costs 

in the event of a disaster. Establish procedures for succession 

of management including at least one person who is not at the 

company headquarters, if possible.

Next, decide who should participate in putting together your 

emergency plan. Include co-workers from all levels in planning and 

as active members of the emergency management team. Consider 

a broad cross-section of people from throughout your organization, 

but focus on those with expertise vital to daily business functions. 

These will likely include people with technical skills as well as 

managers and executives.

Then, make a list of your most important customers and proactively 

plan ways to serve them during and after a disaster. Also, identify 

key suppliers, shippers, resources and other businesses you must 

interact with on a daily basis. Develop professional relationships 

with more than one company in case your primary contractor cannot 

service your needs. A disaster that shuts down a key supplier can be 

devastating to your business. 

Plan to Stay in Business

2
Finally, plan what you will do if your building, plant or store is not 

accessible. Define crisis management procedures and individual 

responsibilities in advance. Talk with your staff or co-workers and 

frequently review and practice what you intend to do during and after 

an emergency. 

Emergency Planning For Employees: Your employees and 

co-workers are your business’s most important and valuable asset. 

Two-way communication is central before, during and after 

a disaster. Include emergency preparedness information in 

newsletters, on company intranet, periodic employee emails 

and other internal communications tools. Consider setting up a 

telephone calling tree, a password-protected page on the company 

website, an email alert or a call-in voice recording to communicate 

with employees in an emergency. Designate an out of town phone 

number where employees can leave an “I’m Okay” message in a 

catastrophic disaster. 

Talk to Co-Workers with Disabilities: If you have employees 

with disabilities ask them what assistance, if any, they require. 

People with disabilities typically know what they will need in 

an emergency. Ask about communication difficulties, physical 

limitations, equipment instructions and medication procedures. 

Identify people willing to help co-workers with disabilities and be 

sure they are able to handle the job. This is particularly important if 

someone needs to be lifted or carried. Plan how you will alert people 

who cannot hear an alarm or instructions. Be sure to engage people 

with disabilities in emergency planning.

Emergency Supplies: When preparing for emergency situations, 

it’s best to think first about the basics of survival: fresh water, 

food, clean air and warmth. Encourage everyone to have a 

portable kit customized to meet personal needs, such as essential 

medications. Talk to your co-workers about what emergency supplies 

the company can feasibly provide, if any, and which ones individuals 

should consider keeping on hand. Recommended emergency 

supplies include both a battery-powered commercial radio and a 

NOAA weather radio with an alert function. Include extra batteries, a 

flashlight, water, food, First Aid kit, whistle to signal for help, dust or 

filter masks, moist towelettes for sanitation, wrench or pliers to turn 

off utilities, plastic sheeting and duct tape to “seal the room,” and 

garbage bags and plastic ties for 

personal sanitation. 

Keep copies of important records such as site maps, building plans, 

insurance policies, employee contact and identification information, 

bank account records, supplier and shipping contact lists, computer 

backups, emergency or law enforcement contact information and 

other priority documents in a waterproof, fireproof portable container. 

Store a second set of records at an off-site location.
4

Planning to Stay or Go: Depending on your circumstances 

and the nature of the disaster, the first important decision after an 

incident occurs is whether to shelter-in-place or evacuate. You should 

understand and plan for both possibilities in advance by developing 

clear, well thought out plans. If you are specifically told to evacuate, 

shelter-in-place or seek medical treatment, do so immediately.

In any emergency, local authorities may or may not immediately be 

able to provide information on what is happening and what you 

should do. However, you should monitor TV or radio news reports 

for information or official instructions as they become available. Use 

common sense and available information to determine if there is 

immediate danger. For example, if your building is damaged you will 

typically want to evacuate. 

Make an Evacuation Plan: Some disasters will require 

employees to leave the workplace quickly. The ability to evacuate 

workers, customers and visitors effectively can save lives. 

If feasible, develop a system for knowing who is in your building, 

including customers and visitors. Decide in advance who has the 

authority to order an evacuation. If local officials tell you to evacuate, 

do so immediately. Identify who will shut down critical operations and 

lock the doors, if possible. Create a chain of command so that others 

are authorized to act in case your designated person is 

not available. 

Locate and make copies of building and site maps with critical utility 

and emergency routes clearly marked. Identify and label entry-exit 

points both on the maps and throughout the building. Post maps for 

quick reference by employees. Plan two ways out of the building from 

different locations throughout your facility. You should also establish 

a warning system including plans to communicate with people who 

are hearing impaired or have other disabilities and those who do not 

speak English.

Designate an assembly site. Pick one location near your facility and 

another in the general area in case you have to move farther away. 

Try to account for all workers, visitors and customers as people arrive 

at the assembly site. Determine who is responsible for providing an 

all-clear or return-to-work notification. Plan to cooperate with local 

authorities responding in an emergency.

If your business operates out of more than one location or has more 

than one place where people work, establish evacuation procedures 

for each individual building. If your company is in a high-rise building, 

an industrial park, or even a small strip mall, it is important to 

coordinate and practice with other tenants or businesses to avoid 

confusion and potential gridlock.

v.goeady www.r
Make a Shelter-in-Place Plan: There may be situations when 

it’s best to stay where you are to avoid any uncertainty outside. There 

are other circumstances, such as a chemical incident or during a 

tornado when specifically how and where you take shelter is a matter 

of survival. You should understand the different threats and plan for 

all possibilities. 

Tornado Warning: Determine where you will take shelter during a 

tornado. Storm cellars or basements provide the best protection. If 

an underground shelter is not available, go into an interior room or 

hallway on the lowest floor possible. In a high-rise building, go to 

a small interior room or hallway on the lowest floor possible. Stay 

away from windows, doors and outside walls. Go to the center of the 

room. Stay away from corners because they attract debris. Stay in 

the shelter location until the danger has passed.

“Seal the Room”: If local authorities believe the air is badly 

contaminated with a chemical, you may be instructed to take shelter 

and “seal the room.” The process used to seal the room is 

considered a temporary protective measure to create a barrier 

between your people and potentially contaminated air outside. It is a 

type of sheltering that requires preplanning.

Start by identifying where you will go if you are instructed to “seal the 

room.” If feasible, choose an interior room, such as a break room or 

conference room, with as few windows and doors as possible. If your 

business is located on more than one floor or in more than one 

building, identify multiple shelter locations. 

To “seal the room” effectively, close the business and bring everyone 

inside. Then, lock doors, close windows, air vents and fireplace 

dampers. Turn off fans, air conditioning and forced air heating 

systems. Take your emergency supply kit unless you have reason 

to believe it has been contaminated. Seal all windows, doors and 

air vents with plastic sheeting and duct tape. Measure and cut the 

sheeting in advance to save time. Finally, be prepared to improvise 

and use what you have on hand to seal gaps so that you create a 

barrier between yourself and any contamination. Watch TV, listen to 

the radio or check the Internet often for official news and instructions 

as they become available. 

Make Fire Safety Part of the Plan: Fire is the most common of 

all business disasters. Each year fires cause thousands of deaths 

and injuries and billions of dollars in damage. Have your office, plant 

or facility inspected for fire safety; ensure compliance with fire codes 

and regulations. Install smoke alarms, detectors and fire extinguishers 

in appropriate locations. Put a process in place for alerting the fire 

department. Plan and practice how people will evacuate in a fire. 
6

Prepare for Medical Emergencies: Workplace medical 

emergencies vary greatly depending on the disaster, type of job and 

the worksite. However, there are steps that can give you the upper 

hand in responding to a medical emergency. Encourage employees 

to take basic First Aid and CPR training. If it is feasible, offer on-site 

classes for your co-workers. You should also keep First Aid supplies 

in stock and easily accessible. Finally, encourage employees to talk 

about medical conditions that may require support or special care in 

an emergency. 

Coordinate with Others: Meet with other businesses in your 

building or industrial complex. Plan to conduct evacuation drills and 

other emergency exercises together. Talk with first responders, 

emergency managers, community organizations and utility providers. 

Plan with your suppliers, shippers and others you regularly do 

business with. 

Review your Plans Annually: Just as your business changes 

over time, so do your preparedness needs. When you hire new 

employees or when there are changes in how your company 

functions, you should update your plans and inform your people. 

 Talk to Your People

One of the best methods of assuring your company’s recovery is to 

provide for your co-workers’ well-being. Communicate regularly with 

employees before, during and after an incident. Use newsletters, 

intranets, staff meetings and other internal communications tools to 

communicate emergency plans and procedures. 

Practice the Plan with Co-workers: Go beyond planning and 

frequently practice what you intend to do during a disaster. Conduct 

regularly scheduled education and training seminars to provide coworkers with information, identify needs and develop preparedness 

skills. Include disaster training in new employee orientation 

programs. If you rent, lease or share office space, coordinate 

and practice evacuation and other emergency plans with other 

businesses in your building or facility. Evaluate and revise processes 

and procedures based on lessons learned and keep training records. 

Drills and exercises will help you prepare.

v.goeady www.r
Promote Family and Individual Preparedness: If individuals 

and families are prepared, your company and your co-workers 

are better positioned in an emergency situation. Encourage your 

employees and their families to: Get a Kit, Make a Plan, Be 

Informed. Go to www.ready.gov for more information or print out 

and distribute copies of Preparing Makes Sense brochures for 

your workers. 

Write a Crisis Communication Plan: Detail how your 

organization plans to communicate with employees, local authorities, 

customers and others during and after a disaster. Be prepared to 

provide employees with information on when, if and how to report 

to work following an emergency. Provide top company executives 

with all relevant information. It may also be important to update the 

general public. Inform your customers about whether and when 

products will be received and services rendered. Tell officials what 

your company is prepared to do to help in the recovery effort. 

Also communicate with local, state and federal authorities what 

emergency assistance is needed for you to continue essential 

business activity. You should also be prepared to give competing 

and neighboring companies a prompt briefing on the nature of the 

emergency so they may be able to assess their own threat levels. 

Support Employee Health After a Disaster: There are 

some procedures you can put in place before a disaster, but you 

should also learn about what people need to help them recover 

after a disaster. It is possible that your staff will need time to 

ensure the well-being of their family members, but getting back 

to work is important to the personal recovery of people who have 

experienced disasters.

Encourage adequate food, rest and recreation. Provide for time 

at home to care for family needs, if necessary. Have an open door 

policy that facilitates seeking care when needed. 

Workplace routines facilitate recovery by providing an opportunity to 

be active and to restore social contact. Re-establish routines, when 

possible. Sharing with others can speed personal recovery. Create 

opportunities for breaks where co-workers can talk openly about 

their fears and hopes. Offer professional counselors to help coworkers address their fears and anxieties. 
8

In addition to emergency planning and communicating with 

employees, there are steps you can take to safeguard your company 

and secure your physical assets. 

Review Insurance Coverage: Inadequate insurance coverage 

can lead to major financial loss if your business is damaged, 

destroyed or simply interrupted for a period of time. Insurance 

policies vary, so check with your agent or provider about things 

such as physical losses, flood coverage and business interruption. 

Understand what your policy covers and what it does not. Ask about 

any deductibles, if applicable. Consider how you will pay creditors 

and employees. You should also plan how you will provide for your 

own income. Finally, find out what records your insurance provider 

will want to see after an emergency and store them in a safe place.

Prepare for Utility Disruptions: Businesses are often dependent 

on electricity, gas, telecommunications, sewer and other utilities. Plan 

ahead for extended disruptions during and after a disaster. Carefully 

examine which utilities are vital to your business’s day-to-day 

operation. Speak with service providers about potential alternatives 

and identify back-up options such as portable generators to power 

the vital aspects of your business in an emergency. 

Secure Facilities, Buildings and Plants: While there is no way 

to predict what will happen or what your business’s circumstances 

will be, there are things you can do in advance to help protect your 

physical assets. Install fire extinguishers, smoke alarms and detectors 

in appropriate places. Consider the ways in which people, products, 

supplies and other things get into and leave your building or facility. 

Secure ingress and egress. The nation’s battle against terrorism 

takes place on many fronts, including the mailrooms of 

U.S. companies. Plan for mail safety. 

Identify what production machinery, computers, custom parts or 

other essential equipment is needed to keep the business open. 

Plan how to replace or repair vital equipment if it is damaged or 

destroyed. Identify more than one supplier who can replace or repair 

your equipment. Store extra supplies, materials and equipment for 

use in an emergency. Finally, plan what you will do if your building, 

plant or store is not usable. 

Protect Your Investment

v.goeady www.r
Secure Your Equipment: The force of some disasters can 

damage or destroy important equipment. Conduct a room-byroom walk through to determine what needs to be secured. Attach 

equipment and cabinets to walls or other stable equipment. 

Elevate equipment off the floor to avoid electrical hazards in the 

event of flooding.

Assess Building Air Protection: In some emergencies 

microscopic particles may be released into the air. For example, 

earthquakes often can release dust and debris, a biological attack 

may release germs, and a dirty bomb can spread radioactive 

particles. Many of these things can only hurt you if they get into 

your body. A building can provide a barrier between contaminated 

air outside and people inside, but there are ways to improve 

building air protection.

Building owners or managers, and employers should take a close 

look at the site’s Heating, Ventilating and Air-Conditioning (HVAC) 

system and be sure it is working properly and is well maintained. 

Be sure any security measures do not adversely impact air quality 

or fire safety. Start by developing and practicing shut down 

procedures. Then, make sure outdoor air intakes are secure. 

HVAC systems can be an entry point and a means of distributing 

biological, chemical and radiological threats. Air intakes at or 

below ground level are most vulnerable because they can be easily 

accessed. Consider relocating or extending an exposed air intake, 

but do not permanently seal it.

Finally, determine if you can feasibly upgrade the building’s 

filtration system. Increasing filter efficiency is one of the few 

things that can be done in advance to consistently protect people 

inside a building from biological and some other airborne threats. 

Carefully consider the highest filtration efficiency that will work 

with a building’s HVAC system.

Improve Cyber Security: Protecting your data and information 

technology systems may require specialized expertise. Depending 

on the particular industry and the size and scope of the business, 

cyber security can be very complicated. However, even the 

smallest business can be better prepared. Use anti-virus software 

and keep it up-to-date. Don’t open email from unknown sources. 

Use hard-to-guess passwords. Protect your computer from Internet 

intruders by using firewalls. Back up your computer data. Regularly 

download security protection updates known as patches. Make 

sure your co-workers know what to do if your computer system 

becomes infected. Subscribe to the Department of Homeland 

Security National Cyber Alert System, www.us-cert.gov, to 

receive free, timely alerts on new threats and learn how to better 

protect your area of cyberspace. 
10

An investment in planning today will not only help 

protect your business investment and your livelihood, 

but will also support your employees, customers and 

stakeholders, the community, the local economy and even 

the country. 

Get ready now.

Ready Business was developed in consultation with the 

following organizations:

The 9/11 Public Discourse Project, ASIS International, 

Business Executives for National Security, The Business 

Roundtable, International Safety Equipment Association, 

International Security Management Association, National 

Association of Manufacturers, National Federation of 

Independent Businesses, Occupational Safety and Health 

Administration, Small Business Administration, Society 

of Human Resource Managers, and U.S. Chamber of 

Commerce.

This commonsense framework is designed to launch a 

process of learning about business preparedness. 

For more information go to 

 www.ready.gov
Federal Emergency Management Agency

Washington, DC 20472