The 5 Keys to Effective Communication During Hurricane Nicole

Hurricanes pose a significant threat to Florida, impacting a range of properties from Miami high-rises to gated communities near Orlando, and even 55+ communities in Boca Raton. As Hurricane Nicole approaches, it becomes essential for Florida communities to have not only a well-structured hurricane preparedness plan but also a strong strategy to communicate this plan to residents, staff, vendors, and all relevant parties.

Clear communication of actions can prevent injuries or fatalities and minimize damage in a hurricane's aftermath, which in turn could save the community money and protect property values. Furthermore, taking the necessary steps, such as securing windows before Hurricane Nicole arrives, could influence insurance claims and premiums.

In emergencies, residents need to know who to contact, staff must be ready to ensure safety on site, and vendors should clearly understand the community’s needs following a hurricane.

A well-thought-out plan can falter without proper execution.

Communicate Plans Well Before Hurricane Season

Hurricane season, when tropical storms typically develop in the Atlantic Ocean, runs from June to November. This period is a clear timeframe for communities to prepare. To be effective, emergency preparedness plans must be communicated well before this season begins.

To disseminate the emergency preparedness plan, utilize all available communication channels within the community. Relying on just one or two mediums increases the risk of some residents missing the plan or forgeting how to access it. Deploy the community website, emails, newsletters, text messaging, and meetings to reach as many residents as possible.

Consider seasonal residents or newcomers experiencing their first hurricane season. It may be beneficial to frequently explain policies regarding when to put up and take down shutters or secure items indoors. For part-time residents, send policies before their departure, often in February, to address migrations to other parts of the country. Maintain contact with these homeowners while they’re away to alleviate stress about their properties.

Craft a Reliable System for Communicating During an Emergency

In severe storms, communication can be disrupted, including loss of internet or cell service. This makes it crucial to establish a reliable communication system before emergencies happen.

Beyond communication systems, emergency procedures should be predefined. Share essential disaster relief details, evacuation routes, emergency contacts, shelter locations, and necessary contact information. Highlight resources like the Municipal Vulnerable Persons registry for special needs residents. Clarify that management could enter units to drain or dry them if necessary after an emergency. Also, share insurance process details following Hurricane Nicole, including keeping related receipts.

Understanding who will stay on the property and checking on them can aid preparation for the post-hurricane situation.

This approach to communication planning also involves property staff. Staff should be informed about how and when to contact supervisors and know their reporting times after emergencies. Each team member should carry identification confirming their employment on the property for potential checkpoints after a hurricane.

Keep Communicating Throughout Hurricane Nicole

Maintain open lines of communication with residents throughout the storm. Even if messages are received post-event, they assure residents that the board is attentive and proactive.

Board members and management must stay in constant communication during emergencies to prevent additional costs. For instance, a generator's exhaust fan may break, leading to complications like activating the fire alarm due to generator fumes. Having maintenance manuals handy and coordinating with the fire alarm company can help mitigate these scenarios.

Distributing binders with physical copies of employee contact information, vendor lists, maintenance manuals, insurance policies, and updated resident lists, including emergency contacts and required assistance, is a helpful strategy.

Lean on Your Management Company for Resources After a Hurricane

In the aftermath of a storm or hurricane, communities should rely on their association's management company. With some communication systems potentially down, the management company's communication capabilities are invaluable. If the power or internet is out, use physical notices around the property. Keep non-resident owners informed through digital communications. Residents must be updated with essential information, including warnings about issues like elevator outages or water safety, ongoing repair efforts, and resources like utility contacts or maps of operational stores.

Once power and services are restored, digital communication should be used for urgent messages. This includes SMS, emails, websites, social media, and resident alert systems. A property management company can often provide a 24/7 hotline to answer questions and resolve issues during emergencies.

Expect daily updates from an efficient property management company regarding repair status and other significant developments.

Check in With Your Vendors

With Hurricane Nicole approaching, now is an opportune moment to discuss expectations with your property’s vendors for any environmental emergency. This proactive approach allows vendors to clearly communicate their capabilities during a disaster. Being transparent about emergency needs is crucial.

For example, if additional tree trimming is needed, coordinate with landscapers for timely action post-storm. It’s important to know which vendors are in mandatory evacuation zones to manage service expectations. In these cases, discuss potential supply delivery before an evacuation or find alternative vendors less likely to evacuate.

While having a comprehensive emergency preparedness plan is vital, clear communication of this plan to everyone involved ensures each person understands their role. Though we cannot control the weather, preparation is in our hands.