9 ways to prepare your business before the winter weather hits

Natural disasters. When we hear the term natural disaster, we tend to think of devastating events like tsunamis and hurricanes, earthquakes and wild fires – disasters that happen in other parts of the world. But increasingly (and rather sadly), natural disasters are starting to affect the UK too.

Frigid temperatures, strong winds and flooding have surged in frequency. The result?  Property damage, critical infrastructure breakdown, serious injuries and sometimes fatalities.

But is it just fearmongering? The stats suggest not.

The stats

Over the past 10 years, winter weather events have caused multimillion-pound losses. According to the Association of British Insurers:

• Severe low temperatures in 2018 (AKA the ‘Beast from the East’) led to a record-breaking payout for burst pipe claims.
• Between 2022 and 2023, weather-related payouts increased by around 50%.
• Business claims for weather-related damages reached £443 million in 2023

And analysis by World Weather Attribution found UK winter storms were 20% more intense in 2023-24 due to climate change.

So how does extreme weather impact your business?

These are just some of the ways that severe weather can affect your business:

• Major damage to commercial buildings
• Vehicle damage
• A loss in production, sales, income or labour
• Extra transport costs
• A decrease in tourist activity

Some businesses never reopen following a natural disaster. So here’s how to safeguard your operations against winter storms.

How to assess business winter weather risks

A winter weather risk assessment doesn’t need to be over complicated. Your list of risks will be specific to your business and will vary based on your location, industry, operations, workplace conditions and employee responsibilities. Common winter weather risks include:

• Structural risks (e.g. burst or frozen pipes and water damage)
• Dangerous driving conditions
• Transport delays or cancellations
• Equipment breakdown
• Utility disruptions (e.g. heat and communication services)
• Electrical fires
• Power cuts
• Employee illness
• Employee injury

Start by listing the risk factors relevant to you and assess how likely these are to occur and the impact they would have on your business.

And whilst it may be stating the obvious, understanding the Met Office weather warnings will help inform what action you need to take when a winter storm hits.

9 ways to prepare your business before winter weather hits

As we’re told by the Scouts (and the Lion King) it’s always best to ‘Be prepared’. But what does that actually mean when it comes to winter storms?

Here are nine ways (complete with actionable steps) to prepare your business for a winter storm:

1. Include Winter Storms in your Business Continuity Plans and consider:

• • Business impact (the types of disaster that could compromise operations, the severity of these threats and ways to minimise their impact).
  • Organised frameworks (a detailed response framework and temporary relocation plan).
  • Recovery strategies (identify and document critical functions and resources and potential gaps).
  • Tests and exercises (test your BCP and train employees on the plan, including new recruits).
  • Ongoing reviews and updates (review and update your BCP regularly to address emerging risks and vulnerabilities).

2. Get the right insurance cover:

• • Commercial property insurance to cover repair and replacement if your property gets damaged or destroyed. Covered losses may include roof damage from heavy snow or water damage from heavy flooding.
  • Fleet insurance to cover medical, vehicle repair and liability costs from accidents caused by icy roads or low visibility.
  • Business interruption insurance to reimburse lost income and temporary relocation expenses.
  • General liability insurance to cover third-party property damage or injuries from a slip on a patch of ice.
  • Employers liability insurance to cover compensation for employee medical expenses and lost wages due to occupational injuries or illnesses.

3. Prioritise maintenance and repairs

• • Inspect the roof, gutters, drains and drainpipes for wear and tear, holes, missing tiles or excess debris.
  • Test critical building components like heating, ventilating and air conditioning systems, electrical equipment, smoke and carbon monoxide detectors, and fire suppression systems.
  • Create snow-removal and de-icing plans for outdoor walkways, car parks and the roof.
  • Implement landscaping techniques that promote drainage.

4. Ensure ample insulation and temperature controls:

• Monitor thermostats and keep temperatures above 10 degrees.
• Inspect the loft, walls and ceilings for cracks and holes.
• Check that windows, doors and skylights are weather-tight.
• Install water-resistant insulation for the loft, pipes and the building’s exterior.

5. Protect valuable items and documentation

• Store all essential machinery, technology, supplies, inventory and documentation away from areas that are vulnerable to winter storm damage.

6. Establish response plans and backup systems

• Create emergency response plans to specifically address winter storms
• Plans should outline emergency response team members and their primary responsibilities, gas, water and electricity supply information, inventory and equipment details and nearby disaster recovery services.
• Create a data protection plan to make sure vital records and files are regularly backed up in the cloud or secure off-site locations.
• Consider purchasing and maintaining backup systems such as emergency generators and portable heaters.

7. Safeguard employees

• Designate specific winter weather roles so employees know their winter weather responsibilities.
• Establish communication procedures for notifying employees about severe weather. Consider appointing a team leader to communicate with employees during bad weather.
• Prepare emergency kits for properties and vehicles.
• Create policies and procedures for working in cold conditions such as acclimatising outdoor workers to frigid temperatures in small increments, limiting time outside, regular hot drinks and periodic breaks in heated areas, adequate tools and PPE.

8. Provide safety training

• Topics could include:
  • How to prepare for and remain safe during outdoor shifts.
  • The symptoms of cold stress, hypothermia and frostbite.
  • Methods for driving safely in winter weather.

9. Conduct regular drills

• Give employees the chance to practise first aid, CPR, snow and ice safety.
• Test employees on recognising and reporting potential hazards.

Want to risk less this winter? Ask us to review your business insurance and we’ll identify any potential ‘slippery patches’.

Call James on 0118 304 1618.