Small Business Tips: Inclement Weather Policies

Weather can be unpredictable. With severe weather affecting different regions of the U.S., it might be a good time to create, or update, your small business’s inclement weather policy.

An inclement weather policy can help you keep your employees safe and your small business up and running in the event of severe weather. Severe or inclement weather can range from blizzards, floods, tornadoes, hurricanes, wildfires, earthquakes, mudslides, tsunamis, and even volcanic eruptions depending on your location. An inclement weather policy can be valuable no matter where your business operations are located.

The Significance of an Inclement Weather Policy for Small Businesses

It’s important for small businesses to be prepared with an inclement weather policy. The unpredictability of weather events can create the need for such a policy to help ensure both safety and business continuity.

An inclement weather policy is more than just a document—it can be a blueprint for helping maintain operational resilience in the face a severe weather event. By proactively addressing potential challenges that adverse weather can bring, small businesses can demonstrate their commitment to employee safety, client satisfaction, and overall business continuity. The severe weather policy can help ensure that decisions made during weather-related uncertainties are aligned with a shared sense of responsibility.

Inclement Weather Policy Tips for Small Businesses

When creating a severe weather policy for your business, these are some helpful things to keep in mind and questions to ask as your policy begins to take shape.

Outline under what circumstances your business will close.

If roads have reached an unsafe condition due to snow, for example, you may want to have a policy in place that clearly states your business’s operating procedures. You may ask, "Can employees work from home instead? Who is in charge of canceling appointments? Who handles signage, voicemail messaging, and social media messaging?" Think about both your employees and your customers and clients. List out all those who may be affected and discuss it with a trusted advisor.

If possible, make a late start option available.

If you deem the inclement weather event as short-lived or temporary and believe transportation would be  safe for your employees after a certain point, clearly state your expectations to your employees.

Determine how your employees may be compensated.

What happens if your business closes due to inclement weather before employees arrive? And what happens if it closes after employees have started work? Policies about compensation will be top of mind for employees. Will they receive partial pay or be credited for a whole day? If your small business allows for voluntary absence due to weather, consider your HR policies on deduction of vacation days and be sure to communicate this with employees.

Use a communication system to alert all employees.

This is crucial if a severe weather event is preventing your small business from opening. You’ll need to figure out what works best for your small business. Some communication tools you may use to alert your employees could include: calling directly or a phone tree, text messaging, social media updates, and the larger considerations of radio or TV.

Include remote or hybrid employees in the policy.

Consider how remote or hybrid employees will operate if the rest of the business has closed. Another facet to consider is how severe weather may affect remote employees’ ability to work remotely. Put a policy in place for both instances if your business is in this position.

Assign the unavoidable tasks clearly.

Due to their roles, some employees within the company might still need to show up to the physical building location in person despite the severe weather. Make this requirement clear in job role descriptions. Include what happens if it is too dangerous to do this part of their role. Can they log in remotely to complete their work to keep the business operating temporarily?

9 Elements to Consider for Your Small Business's Inclement Weather Policy

Crafting an effective inclement weather policy requires more than just addressing the surface-level challenges posed by weather disruptions. It can involve a meticulous examination of various scenarios and concerns that can arise during adverse weather conditions. A well-rounded policy should encompass a comprehensive plan that not only helps ensure the safety of employees but also outlines the strategies to maintain operational continuity. Here are nine elements to consider.

1. Clear Closure Criteria: Defining specific criteria that will trigger business closures or modified operations due to inclement weather can be an important part of a policy. Consider factors such as road conditions, public transportation availability, and government advisories. By establishing precise closure criteria, you help provide clarity to employees and management alike, helping to reduce confusion during critical moments.

2. Remote Work and Flexibility: In today's digital landscape, remote work has become a viable option during weather disruptions for many businesses. Outlining procedures for employees to work remotely helps ensure they have access to necessary tools and communication channels.

3. Communication Channels: Effective communication can be paramount during weather-related disruptions. Specifying the channels through which employees will receive timely updates about business closures, modified schedules, and safety instructions can be helpful. Consider utilizing various methods, including email, phone calls, text messages, and digital platforms, to help reach all stakeholders efficiently.

4. Employee Safety: You may want to consider prioritizing employee safety by detailing protocols for situations when employees are already at the workplace during sudden weather changes. You can provide guidelines for seeking shelter, evacuating if necessary, and help ensure that medical assistance can be readily accessed if required.

5. Compensation: Addressing the financial aspect of inclement weather disruptions can help alleviate a major employee concern. Clearly outlining how employees will be compensated if the business closes unexpectedly, or if remote work is not feasible, could be crucial to your inclement weather policy. Consider options such as paid time off or partial pay.

6. Client and Customer Communication: A comprehensive inclement weather policy should extend beyond internal stakeholders. Define how you will communicate with clients and customers in the event of business closures or changes in operations. Reassuring them of your commitment to their needs and providing alternative means of accessing your services can help reduce the potential disruptions.

7. Essential Tasks and Personnel: Identifying roles that are crucial for maintaining essential operations even during adverse weather conditions can help avoid scrambling during severe weather. Assigning who will be responsible for ensuring critical systems are functional and that safety measures are upheld may be important for your inclement weather policy.

8. Training and Awareness: Regularly educating employees about the inclement weather policy helps ensure they are familiar with procedures and expectations. Conducting drills and simulations to enhance preparedness and responsiveness among all team members may be valuable.

9. Continuous Improvement: Weather patterns and their impacts can evolve over time. Regularly reviewing and updating your small business inclement weather policy to align with changing circumstances, technological advancements, and feedback from past incidents can help with employee satisfaction and may foster business continuity.