Storm preparedness for commercial and multifamily properties
Severe storms can affect far more than the physical condition of a building. High winds, heavy rainfall, flooding, storm surge and power outages can disrupt access, communications, utilities and essential operations, sometimes long after the storm itself has passed.
For commercial buildings, condominiums and multifamily properties, effective storm preparedness requires a clear plan for protecting people, securing the property and supporting recovery.
Preparing early gives property and facility teams more time to make informed decisions and carry out essential tasks before conditions become dangerous. The following steps can help organizations review and strengthen their storm preparedness plans.
1. Understand the risks facing your property
Storm risks vary depending on the location, elevation, construction and use of the property. A coastal building may be exposed to storm surge, while another property may be more vulnerable to surface water, overflowing drainage systems, high winds or extended power outages.
Begin by considering:
Is the property located in a flood, storm surge or evacuation zone?
Which roads and entrances could become inaccessible?
Where are the lowest points on the site?
Which areas have flooded during previous storms?
Which critical systems are located on or below the ground floor?
Could water enter through doors, garages, loading areas, vents or utility openings?
Are trees, signs, outdoor furniture or other objects exposed to high winds?
How would the property operate without electricity, water or internet access?
Understanding the most likely hazards makes it easier to prioritize preparations and determine which actions should be completed first.
2. Create a written storm response plan
A storm response plan should define what needs to happen, when actions should begin and who is responsible for each task.
The plan should address:
Emergency contacts
Roles and responsibilities
Internal and external communications
Evacuation and sheltering procedures
Steps for securing the property
Protection or shutdown of critical equipment
Coordination with contractors and service providers
Continuity of essential operations
Re-entry and damage assessment
Insurance and documentation requirements
Keep the plan in a location that remains accessible if the building loses power or internet service. Maintain secure digital backups and ensure that everyone with a role in the response has the latest version.
3. Assign roles and responsibilities
A preparedness plan is only effective if everyone understands their responsibilities.
Identify who will monitor weather information, communicate with residents or employees, secure outdoor areas, contact vendors, protect records and assess the property after the storm.
Assign alternate team members in case the primary person is unavailable or has already left the area. Avoid relying on critical knowledge held by only one employee, board member or contractor.
The plan should also establish clear activation points. Some tasks may need to begin several days before a potential impact, while others may depend on an official watch, warning or evacuation order.
4. Establish a communication plan
Residents, employees, tenants, contractors and other stakeholders need timely and consistent information before, during and after a severe storm.
Update contact lists regularly and use more than one communication method where possible, such as email, text messages, telephone calls or a property notification system.
Communications may need to explain:
What preparations are being made
What residents, employees or tenants need to do
Which services or facilities may be unavailable
When parking areas, entrances or common spaces will close
Whether elevators or utilities will be taken out of service
Where official updates will be shared
How information will be provided after the storm
When people may safely return
Messages should be clear, factual and consistent with instructions from local authorities.
5. Review evacuation and sheltering procedures
Know whether the property is located in an evacuation zone and identify which authorities issue evacuation orders.
Establish primary and alternative evacuation routes, and consider how flooding, debris or traffic could affect access. The plan should also account for people who may require additional assistance because of mobility limitations, medical needs, transportation requirements or other access and functional needs.
If local authorities issue an evacuation order, follow their instructions. Property protection activities should never delay evacuation or place employees, residents or contractors at risk.
6. Inspect and prepare the site
Routine inspections and maintenance can help reduce preventable damage and make it easier to secure the property when a storm approaches.
Inspect:
Roofs, flashing and drainage systems
Gutters, drains and stormwater systems
Windows, doors and garage entrances
Exterior lighting, signs and fencing
Trees and landscaping
Pumps and backflow prevention devices
Fire detection and alarm systems
Elevators and mechanical equipment
Generators and emergency power systems
Electrical panels and communication equipment
Identify outdoor objects that could become airborne in high winds. Develop a plan for moving or securing furniture, waste containers, signs and equipment.
Complete essential repairs before severe weather is forecast, when contractors and materials are more readily available.
7. Protect critical systems and records
Identify the systems required for life safety, security and continued operation of the property. These may include electrical panels, generators, fire systems, elevators, pumps, HVAC equipment, access control, communications and IT infrastructure.
Determine which systems are vulnerable to water, wind or power loss and establish procedures for protecting or safely shutting them down. Work involving electrical, fire, elevator or utility systems should be handled by qualified professionals.
Important documents should be backed up and stored securely.
These may include:
Building plans and equipment manuals
Insurance policies
Emergency procedures
Contact lists
Vendor agreements
Financial and ownership records
Photographs of the property and major equipment
Access credentials and key inventories
Copies should be available from a secure location away from the property.
8. Prepare for utility interruptions
Power, water, internet and mobile services may remain unavailable after a severe storm. Consider how these interruptions would affect residents, employees, security systems, elevators and essential operations.
Test emergency generators and confirm maintenance, fuel and operating procedures. Generators must be installed and operated safely, with adequate ventilation and protection from water. Portable generators should never be operated inside buildings, garages or other enclosed or partially enclosed areas.
Review emergency supplies regularly. Depending on the property and its plan, these may include:
Flashlights and replacement batteries
First-aid supplies
Drinking water
Battery-powered radios
Portable chargers
Protective clothing and gloves
Basic tools
Printed procedures and contact lists
Cleaning and damage-assessment supplies
9. Coordinate with service providers
Property teams may depend on external contractors for generators, elevators, electrical systems, security, restoration, debris removal and other essential services.
Confirm emergency contact information and availability before a storm. Review contracts to understand which services are included, how requests will be prioritized and whether contractors will be able to access the property following a major event.
Identify alternative providers for critical services in case the primary contractor is unavailable.
10. Review insurance and document the property
Review insurance policies before storm season, including coverage limits, deductibles, exclusions and claims requirements.
Create an updated photographic or video record of:
Exterior areas
Roofs
Common spaces
Mechanical and electrical rooms
Major equipment
Furnishings and stored items
Areas with previous damage or repairs
Store the documentation securely off-site or in cloud storage.
After a storm, document damage before beginning repairs whenever it is safe to do so. Notify the insurance provider promptly and retain receipts, contracts and records of emergency work.
11. Plan for continuity and recovery
Storm preparedness should include a plan for maintaining essential functions if the property cannot be accessed or occupied.
Consider:
Which operations must continue
Who can coordinate remotely
How building access will be controlled
How stakeholders will receive updates
Which systems must be restored first
How vendors will access the affected area
Who may authorize emergency expenses
What conditions must be met before reopening
Do not send employees, residents or contractors back to the property until local authorities have confirmed that re-entry is permitted.
Once access is allowed, inspect the property for hazards such as standing water, structural damage, unstable materials, electrical risks and gas leaks. Qualified professionals should assess affected systems before they are returned to service.
12. Monitor trusted information
Use official sources for forecasts, warnings, evacuation information and safety instructions. These may include national weather services, state and county emergency management agencies and local public safety authorities.
Important decisions should be based on official information rather than unverified reports on social media.
Assign more than one person to monitor updates in case the primary decision-maker is unavailable or unable to communicate.
13. Practise and update the plan
A storm response plan should be reviewed regularly and whenever there are meaningful changes to the property, staff, contractors or building systems.
Tabletop exercises and practical drills can help identify:
Unclear responsibilities
Outdated contact information
Missing supplies or equipment
Communication problems
Tasks that take longer than expected
Dependence on a single person or provider
Gaps in evacuation or recovery procedures
After every drill or severe weather event, document what worked, what caused difficulties and what should change before the next storm.
Storm preparedness checklist
Before severe weather threatens, confirm that the property has:
Reviewed its wind, rainfall, flooding and storm surge exposure
Identified relevant flood and evacuation zones
Updated its written storm response plan
Assigned primary and alternate responsibilities
Verified stakeholder and vendor contact information
Established reliable communication methods
Reviewed evacuation and accessibility procedures
Inspected drainage, entrances, roofs and critical systems
Tested generators and emergency equipment
Secured important documents and data
Documented the condition of the property
Reviewed insurance coverage and claims procedures
Confirmed emergency arrangements with contractors
Identified official sources for weather and safety information
Established re-entry and recovery procedures
Practised and updated the plan
Preparation begins before the forecast changes
The hours before a major storm are not the time to create new procedures, locate missing information or determine who is responsible for critical decisions.
By understanding its risks, assigning clear responsibilities and preparing in advance, a property can respond more efficiently and begin recovery more safely after the storm has passed.
Storm preparedness is not a single action or seasonal task. It is an ongoing process that should be reviewed, practised and improved over time.
