When disaster hits, whether it’s a flood, tornado, fire, or power outage – your customers still need you. Your ability to respond quickly and maintain operations during a crisis can make all the difference and that’s why having a temporary office plan is essential.
Why It Matters
Your clients rely on you during emergencies. If your office is inaccessible, damaged, or without power, you need a backup plan to continue serving them, especially when claims and questions surge.
Steps to Set Up a Temporary Office
1. Identify Backup Locations
- Partner with a nearby business, coworking space, or community center.
- Consider remote work setups for staff if physical space isn’t available.
2. Prepare a “Go Kit”
Have essential equipment ready to move at a moment’s notice:
- Laptops with VPN access
- Mobile hotspots or backup internet devices
- Chargers, extension cords, and surge protectors
- Portable printers/scanners
- Paper files or digital backups on encrypted drives
3. Cloud-Based Systems
Ensure your agency management system, email, and file storage are cloud-based so staff can access them from anywhere.
4. Communication Plan
- Set up call forwarding or a cloud-based phone system.
- Use group messaging apps (like Microsoft Teams) to stay connected.
- Notify clients via email, social media, and your website about the temporary changes.
5. Test Your Plan
Run drills at least once a year. Make sure everyone knows what to do and where to go.
Bonus Tip: Build Relationships Before You Need Them
Talk to local IT providers, coworking spaces, and other small businesses now. Having those connections in place can save precious time later.
Being prepared isn’t just good business – it’s part of being a trusted company. Your customers count on you to be there when things go wrong. With a solid emergency office plan, you’ll be ready to deliver.