Why Your Community Needs an Emergency Communication and Training Plan

Living in diverse housing communities such as high-rise condominiums, homeowners associations, or active adult neighborhoods across cities like Chicago, Houston, or Las Vegas exposes residents to the potential of emergencies. The pressing question is: would your community members know where to turn to or how to respond if faced with an urgent situation? Do your staff members have a clear understanding of how to safeguard both the residents and property during significant events like hurricanes, tornadoes, or blizzards? Are they prepared to handle emergencies like floods, fires, or violent disturbances effectively? Additionally, are your vendors aware of their expected responsibilities before, during, and after such events?

A well-formulated emergency plan loses its effectiveness if it isn't properly communicated to residents, if staff are not adequately trained, or if vendors aren't informed about their roles. Inadequate preparedness could result in disorder during an emergency, unnecessarily endangering lives.

Improperly managed emergencies lead to potentially higher property damage, affecting the community's financial stability and property values. Untrained handling could also result in denied insurance claims or increased premiums, particularly if preventive measures aren't taken, such as window protections before a hurricane or roof tarping after a storm.

To ensure everyone is prepared, consider these key recommendations.

Communicate about emergency preparedness all year long

One-time communication about your emergency plan is insufficient. Residents might miss an email, forget details, or join the community without prior knowledge. Regularly update residents on emergency preparedness through multiple channels like community websites, newsletters, emails, and annual meetings. For areas prone to seasonal storms, remind residents of your plan a month or so before the season starts.

It’s vital to inform residents ahead of significant and potentially risky public events. Residents need clear communication on such occasions about precautions taken by the management team.

Have a system for communicating with residents during an emergency

A reliable communication system is crucial when emergencies strike. Power outages and downed phone lines can hinder communication efforts, so having an emergency generator can help maintain essential operations. However, sometimes it might be necessary to distribute flyers door-to-door if power is lost, as modern reliance on electricity can pose challenges.

Ensure onsite staff is well trained

Regular training sessions and emergency drills are crucial to prepare your onsite staff for potential emergencies. If you partner with a professional property management firm, they should ensure staff are adequately trained. Essential training sessions might include:

- Storm preparation drills before storm seasons

- Natural disaster drills specific to your region, like wildfires or floods

- Active shooter response drills

- Maintaining emergency supply stock

It’s also beneficial to collaborate with local emergency management teams who can provide insight into common regional disasters and preparation strategies. They can inform if your community is in an evacuation zone, the flood risk, and other critical local information to assist your board and staff in safeguarding the community. These teams can often support training and drill exercises, and sharing best practices with neighboring association boards is also recommended.

Management companies might also offer training opportunities for board members, which is vital since emergencies can occur without warning.

Include your vendors in emergency planning

Vendors play a critical role and need to understand their responsibilities surrounding emergencies. Your board should also know what vendors can do and the resources they possess to aid in preserving community safety. Pre-storm season meetings with service providers are essential to align emergency expectations.

Your community requires a practical emergency preparedness plan that is effectively communicated and includes training for everyone involved. Such preparedness reduces risks, increases resident safety, and strengthens the community's financial health.

Explore how expert property management can utilize advanced technology and expertise to support executing an efficient emergency management plan, in addition to staff training and communication strategies.