Emergency preparedness plans for Canadian businesses
While Canada is the Great White North, its businesses face far more than just snowstorms and icy weather. From destructive floods and seasonal wildfires to cyberattacks and prolonged power outages, business owners across the country must prepare for an ever-growing list of potential emergencies.
Why emergency preparedness matters now more than ever
Every business is unique, which means each faces its own challenges with emergency preparedness. Nevertheless, emergency preparedness represents a critical investment for organizations to make as the risks are both significant and costly. According to data from the Canadian Survey on Business Conditions, more than one in five businesses (22.4%) impacted by natural disasters or weather-related emergencies in 2024 reported being unprepared for such events.
While emergency preparedness planning can seem complex at first, you don’t need to navigate it alone. Breaking the process into manageable steps and involving co-workers from across the organization yields a clearer and more effective preparedness plan.
Here’s what our HR and health and safety experts recommend:
Review or develop a business continuity plan
Your business continuity plan serves as the backbone of your emergency preparedness strategy. This document outlines how your organization will continue operating during and after an emergency or natural disaster.
A solid business continuity plan for businesses in Canada should include:
- A risk assessment: Identifying potential threats specific to your organization’s location and common to its industry.
- Essential services identification: Determining which functions are critical for business operations.
- Resource allocation: Ensuring you have the right people, equipment, and supplies available at all times.
- Communication protocols: Establishing how you’ll keep everyone informed and updated on developing situations.
- Recovery procedures: Planning and steps for resuming operations after a closure.
Essential elements of emergency preparedness
Effective emergency planning should include four key areas.
Leadership and coordination: Assign specific roles to team members who will have responsibilities during emergencies. Emergency response team members should have the authority to make decisions quickly.
Communication systems: Establish multiple ways to reach employees, customers, and emergency services. Don’t rely on a single method—power outages and severe weather can knock out phone lines and Internet connections.
Employee safety protocols: An organization’s people are its most valuable assets. Ensure everyone is familiar with evacuation routes, meeting points, and current safety procedures.
Essential documentation: Store copies of important documents in multiple locations, including secure offsite storage and online backup systems.
Some common emergency scenarios and useful response strategies
Medical emergencies
Medical emergencies can occur anywhere and at any time. Make sure you’re prepared.
- First aid resources: Maintain well-stocked first aid kits and ensure multiple employees have first aid training. Legislation in Ontario mandates the installation, maintenance, and accessibility of automated external defibrillators (AEDs) in designated public spaces. Other jurisdictions across the country are contemplating similar laws, so keep abreast of the latest requirements.
- Emergency contacts: Keep a list of local emergency service numbers and employees’ emergency contacts somewhere easily accessible to HR, supervisors, managers, or authorized personnel who are likely to be onsite during an emergency.
- Access procedures: Ensure emergency medical services can easily access your facility so they can respond to injured workers without delay.
- Communication protocols: Have clear procedures for notifying emergency contacts, family members, and authorities.
Power outages
Power outages are among the most common business disruptions. Your emergency response plan should contemplate the following measures.
- Equipment protection: Establish procedures for safely shutting down computers and sensitive electronic equipment.
- Alternative lighting: Test emergency lighting systems regularly and have backup power sources.
- Communication and power backup: Have items like generators, backup battery banks, and charged mobile devices readily available as needed.
- Employee safety: Implement protocols for safely evacuating or relocating staff.
Cyberattacks
Cyber-threats are increasing rapidly. Any organization with electronics should have a thorough plan.
- Incident detection: Establish monitoring systems and provide training for identifying potential cyber-threats.
- Response procedures: Have clear steps established for isolating affected systems and containing damage.
- Recovery protocols: Ensure that secure backups are kept and regularly test the restoration procedure.
- Communication plans: Know when and how to notify authorities, customers, and stakeholders.
Flooding
Floods are Canada’s most frequent natural disaster, and even a small flood can cause serious damage.
- Early warning systems: Monitor weather alerts and have evacuation triggers in place.
- Prevention measures: Identify flood-prone areas, check drainage systems, and install emergency pumps or sandbag walls if needed.
- Asset protection: Relocate essential equipment and physical records to elevated, secure locations when feasible.
- Recovery procedures: Keep the contact information for insurance and local restoration companies easily accessible.
Ice storms and cold inclement weather events
Ice storms and severe winter weather can disrupt business operations and pose significant risks to an organization’s employees and property. Implementing a workplace closure policy for inclement weather and following emergency preparation measures can help with business continuity and minimize the potential for damage.
- Monitor weather conditions: Monitor local weather forecasts and warnings about severe winter conditions. Initiate communications plans and workplace closure procedures as required by the emergency preparedness plan.
- Communicate closures: Create a clear plan to notify employees about closures and alternative work arrangements. Don’t rely on a single communication method, as ice storms can disrupt power, phone lines, and Internet service. Use multiple channels to ensure the message is received. Post updates on your website, Google listings, social accounts, and online directories. If possible, use clear signage at physical locations to inform visitors of weather-related closures.
- Building maintenance: To minimize the potential for water damage, check that gutters and downspouts are clear. Clear roofs of debris and ice dams, and prevent heavy snow loads from accumulating to avoid property damage and prevent injuries from falling snow or ice. Business owners are accountable for maintaining building safety, even when operating from leased premises, and must promptly inform landlords about problems that threaten employee or public safety.
- Emergency supplies: Equip your business locations with flashlights, batteries, drinking water, and first aid supplies. Regularly test your emergency lighting system and install backup battery banks or generators if necessary.
- Vehicle readiness: Prepare company vehicles for winter conditions by equipping them with winter tires and emergency kits and completing seasonal maintenance before the winter weather arrives.
- Insurance coverages: Review your commercial insurance coverage regarding damages caused by severe winter weather events. Ensure your organization’s insurance company’s contact information is readily accessible, including the details of your policy.
Key documents and policies that support emergency preparedness planning
Standard operating procedures
Document step-by-step procedures for each type of emergency. These should be:
- Easy to understand during high-stress situations;
- Regularly updated and tested;
- Accessible even when primary systems are down; and
- Tailored to your specific industry, the jurisdiction or jurisdictions your organization operates within, and the specific workplace locations.
Emergency response team structure
Create a clear organizational chart that outlines the responsibilities each team member has during an emergency. At a minimum, this should include:
- An emergency response coordinator and their backup;
- A fire safety officer or warden and their backup; and
- Employees with current first aid training.
Training and safety drill schedules
Regular safety training and practice drills ensure your team knows what to do when it matters most. You should provide:
- Monthly safety meetings;
- Quarterly evacuation drills;
- Annual emergency response training; and
- Ongoing updates as procedures change.
Supplier and vendor agreements
Establish relationships with key service providers before you need them:
- Emergency restoration companies;
- Alternative suppliers for critical materials;
- IT support and cybersecurity experts; and
- HR advice and legal counsel.
Implementing emergency preparedness plans
Regular testing and updates
An emergency preparedness plan is only as good as its last test. Schedule regular drills and revise procedures based on insights from each test. Test various scenarios at different times to ensure your plan works in multiple situations, such as during winter and summer.
Employee engagement
Involve your employees in the emergency preparedness planning process. When employees understand the significance of these plans and their roles within them, they are more likely to remember the information from safety training and respond appropriately during a real emergency.
Technology integrations
Modern emergency response plans should leverage technology where possible to save time and manage training more efficiently. Consider:
- Risk assessment software;
- Emergency notification systems;
- Automated backup systems; and
- Weather and radar apps, early warning weather notifications, and emergency radio broadcasts.
Strive for continual improvement
Review and update your plans at least once a year. Reflect on what worked effectively during the last drill, identify areas that need improvement, and ensure your strategies remain aligned with evolving threats and regulatory changes.
Key takeaways for Canadian employers
Emergency preparedness is more than just a planning process; it promotes a culture of readiness in your organization. Here are some of our experts’ top insights:
- Start with the basics: You don’t need a perfect plan to get started. Begin with the most likely scenarios and build from there.
- Make it practical: Your plans should be realistic and actionable. Complex procedures that no one can follow under stress aren’t useful.
- Involve your workers: The most effective emergency response plans incorporate input from employees who will use them.
- Test regularly: Plans that aren’t tested are often plans that don’t work when you need them most; practise and perform drills throughout the year.
- Keep it current: Regular updates ensure your plans stay relevant and effective. With legislative requirements constantly evolving, it’s essential to maintain a proactive and up-to-date emergency preparedness plan to safeguard your organization and its people.
- Consider professional help: Preparing for emergencies can be challenging, but with expert guidance, you can save time and implement a business continuity plan tailored to your organization’s specific needs.
Prepare effectively with support you can depend on
Developing an effective emergency response plan takes time and industry expertise. Our team of dedicated HR and health and safety professionals has created strategies with partners to protect both their employees and operations. From risk assessment software to proactive online training and HR content, our experts are there to ensure you’re ready for whatever comes your way, including the unexpected.
Over the last 17 years, our team has helped thousands of Canadian organizations by:
- Developing compliant policies that protect workers and operations;
- Delivering a robust range of HR and health and safety services backed by live support; and
- Implementing proactive strategies to address any HR challenge.
Don’t wait for an emergency or natural disaster to evaluate your readiness. The best time to implement a business continuity plan is before it’s needed. Connect with us to start planning today.