If the past few years have taught us anything, it’s that “business as usual” can change in an instant. From snowstorms and hurricanes to power outages, wildfires, and even the occasional citywide blackout, having a plan for emergencies isn’t a “nice to have”—it’s essential.

But here’s the thing: many companies either don’t have a Severe Weather and Emergencies policy, or they’ve got something vague that no one remembers until it’s already too late. At Tru Art HR, we believe that a good policy isn’t about predicting every disaster—it’s about helping your team stay safe, informed, and prepared when the unexpected hits.

So, let’s break down what makes a solid, clear, and useful policy.

Start with the “why”

Before jumping into the details, explain the purpose of the policy. Let employees know it exists to prioritize safety, support business continuity, and reduce confusion when emergencies happen. It sets the tone—this isn’t just about rules, it’s about protecting people.

Clearly define what counts as a “severe weather or emergency” event

Don’t assume everyone has the same definition. Is a snowstorm an emergency? What about a tornado warning? Define what types of events are covered under this policy. This might include:

• Severe thunderstorms, tornadoes, hurricanes

• Snow or ice storms

• Flooding

• Earthquakes or wildfires

• Widespread power outages

• Citywide emergencies, curfews, or evacuations

You don’t need to list every possibility, but give enough context so employees know when the policy applies.

Spell out communication procedures

This part is key. In the middle of a storm or outage, people need to know where to get reliable information. Outline how you’ll communicate updates and decisions:

• Will you send a group text, email, or use a team app like Slack?

• Who makes the call to close the office or shift to remote work?

• What’s the backup plan if there’s no internet or power?

Include who employees should contact if they’re unsure or can’t safely report to work. Clear, fast communication reduces stress and panic.

Clarify expectations around attendance and pay

This is the part people often skip—and it’s where a lot of the confusion happens. If the office is closed due to weather, are employees still paid? What if the office is open, but someone can’t safely get there?

Outline:

• When employees are expected to work remotely, if possible

• If PTO is required when someone chooses not to work during a storm

• How hourly/non-exempt employees are compensated if the office closes mid-day

• Any exceptions for essential staff or critical roles

Try to be as fair and transparent as possible. You don’t want people feeling like they have to risk their safety just to avoid losing pay.

Include evacuation and shelter-in-place guidelines (if applicable)

If you have a physical office, include clear instructions for what to do in case of an evacuation or lockdown. This might involve:

• Exit routes and meeting locations

• Location of emergency supplies or defibrillators

• What to do in case of fire, active shooter, or chemical hazard

You don’t need to go overboard with every detail in the handbook, but provide the basics—and note that more detailed procedures (like floor plans or emergency numbers) are posted in the workplace or available upon request.

Review and update regularly

Emergencies change, tech changes, and so do your people. Set a reminder to review this policy at least once a year, ideally before your region’s “peak” season (hurricane season, wildfire season, etc.). You might also want to walk through the policy with your team annually—just like a fire drill, but less awkward.

Keep the tone human

This doesn’t need to read like an insurance manual. Write it in plain language. The goal is to keep people safe, not impress them with formalities. A little clarity goes a long way when stress is running high.

Final thought

Emergencies aren’t something we can schedule—but your response can be. A well-written Severe Weather and Emergencies policy helps protect your people, keeps operations running when possible, and builds trust in your leadership.

Not sure if your current policy covers all the right bases? Tru Art HR can help you create one that fits your business, your team, and your region’s unique risks. Let’s make sure you’re ready before the next storm rolls in.

Author: Oksana Day, SHRM-CP