Planning, obviously, is essential and all of the presenters agreed that flexibility must be built into disaster preparedness and recovery for both limited and catastrophic events. Every disaster is unique, so plans need to accommodate a host of uncertainties. Preliminary conference calls, meetings and rehearsals with the response teams are necessary to review, test and modify plans.

Mapping out each facility is an important tool to aid in recovery. This includes walking the building exterior to identify objects that would need to be removed, stored or secured, such as trash cans, site furniture and materials stored on the roof. This step requires time and should always be incorporated into the planning process. Identify doors and windows that would need to be boarded over or taped to reduce flying glass. Other areas that may require attention include roofing materials, flashing and coping materials, roof vents, awnings and signage.

Building occupants should be prepared to store loose papers and documents; turn off and unplug all computers, telecommunications and other office equipment; and remove all critical data from the premises to a safe location.

Local evacuation procedures should be reviewed. Determine how the evacuation order will be communicated and where evacuation routes and shelters are located.

When the evacuation order is issued, building management should inform all occupants of the situation and provide a deadline for complete evacuation. After the building-evacuation deadline, the building's emergency team should conduct a floor-by-floor walkthrough to verify that all occupants have exited the building and that the building is secured. Verify that all vital records are safely stored or removed from the building, and park the elevators on a floor above any level threatened by possible flooding. Then, shut off the power to the elevators, HVAC systems, lighting and other equipment.

Last, have the dedicated first responders ready for action when the storm passes. They should be trained individuals who understand the recovery plan. Identify people who work well under pressure and can adapt easily to changing circumstances. Though you will have rehearsed your recovery plan, each situation is different and requires quick thinking to address the unique problems of a specific event.

Once the storm has passed, an assessment of the damage will be necessary. Establishing communications is an essential first step in facilitating assessment and recovery.

Performing site assessments following Hurricane Katrina proved incredibly challenging since the damaged area was so vast and critical support infrastructure, in the form of roads and security, were severely hampered. To keep in communication with one another, recovery teams relied on a variety of special equipment. GPS devices proved beneficial due to the destruction of road signs and road impassibility. Though cell phones and the government emergency telephone system cards did not perform well, text messaging provided an excellent alternative. While some teams had satellite phones, they were hampered by lack of training in their use. (Satellite phones require open spaces for operation and many responders assumed that the devices had similar reception capabilities as cell phones, which was not the case.) Lesson learned—make sure that your teams know how to use their equipment.

Damage assessment should be made of the building structure, envelope, roofs and mechanical systems. A common problem during the initial assessments from Katrina was the inability to determine if there was hidden water damage and the subsequent impact of mold problems.

Setting up proper communication channels such as a website creates a primary contact point between all involved. Such channels are an excellent tool for delivering information and relaying rebuilding progress. In the case of Katrina, finding skilled labor was--and continues to be--a challenge. Developing relationships with contractors and establishing commitments ahead of time as part of your business-continuity planning will help mitigate labor issues.

Hurricane Katrina can teach us important lessons to mitigate damage and speed recovery. Through careful planning, training and communication, we can all be better equipped to face the uncertainties that will accompany the next natural disaster.

Lorie Damon, Ph.D., is director of education for Washington, DC-based BOMA International. Views expressed here are the author's solely.

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In Wake of Disaster Comes Lessons Learned

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