Three Ways to Promote Preparedness and Response During Hurricane Season

On August 13, 2024, schools and offices either closed early or did not open, and stores and gas stations were very crowded in Puerto Rico in preparation for tropical storm Ernesto. Its passing through the island that night and the following day caused strong winds and heavy rainfall. Farmers experienced a big impact on their croplands; many were left without electricity, and areas were damaged due to flooding and trees falling.?In spite of all this, some people still had to report to work either because of the nature of their job responsibilities or because they serve in the private sector, in which each leadership team decides whether or not to follow the government’s decisions regarding workdays. This got me thinking about the integral role that Human Resources (HR) can play during the preparation of a tropical storm or hurricane season overall. In this article, I will share three ways to promote preparedness and response among employees.

1)??? Establish an emergency response team or designate one key person in charge of brainstorming about disaster effects and recovery.

This team or individual can create emergency plans and procedures, organize preparedness training, and lead crisis management. If you establish a team, you should consider including the human resources director or a colleague from the HR Department, as well as the plant and facilities director and any health professional that is a part of your company or organization.

2)??? Maintain effective and calm communication.

The leadership team must share information about changes in work schedules, and that same message can include other valuable content like a supply checklist, preparation reminders, shelter locations, etc. If your company’s facilities will also serve as a disaster relief shelter, be sure to provide the corresponding details with clarity and precision. All communication should be proactive and delivered in a tone that expresses composure and support.

3)??? Offer rotational flex time pre- and post-storm.

When everyone has to prepare for bad weather or fill up on supplies after it all has passed, stores become very hectic, and many people with high stress levels can create an unhealthy, anxious environment. By offering rotational flex time, you are not ceasing work operations, and you are helping for storm prep time to run smoothly. Rather than having everyone run to the grocery store and gas station at 5:00 p.m. in fear that they might not make it in time or that they won’t find what they need, allow employees to vary their arrival and departure times. This does not mean that a 40-hour work week will automatically be reduced to 30 or 35. All employees will meet their hour requirement if the weather permits it, but not necessarily within a 9-5-time frame. You will offer alternate work schedules based on the employees’ needs and requests.

Now, we in Puerto Rico are only about two weeks away from the seventh anniversary of Hurricane María, which changed our lives in so many ways, as the entire island was for hours without electricity, and then, as areas regained power, there were still many without light for months. Unforgettable hardships were faced, and human resource professionals were given the challenge of empathizing with employees and offering aid, whether emotionally, mentally, financially, etc.

When I look back at those obstacles and the role I had in the workplace during those times, I have no doubt in my mind that I chose the best career for me. I love to serve others and be a voice that raises awareness, offers support, and encourages prevention.

May this hurricane season be a calm and safe one for everyone.

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