Bracing for the Big Chill

13 Strategies to Fortify a Business Against Winter

Winter brings harsh conditions that challenge people, infrastructure and essential services. Businesses face unusual challenges, from snowstorms to icy sidewalks to extreme wind conditions.

Preparing a company for the cold season involves advanced planning and effective management to minimize risks and potential losses.

What Are the Threats to a Business This Winter?

In winter, businesses face various challenges that can cause millions of dollars in damage and loss of income — even leading to closure. These are some of the most common threats that can hit a company if it’s not freeze-ready:

• Infrastructure damage from wind, ice, snow, sleet, rain and sudden temperature drops
• Damaged pipes and wiring circuits due to excessive temperature fluctuations
• Closure due to accessibility challenges
• Stock loss due to water and temperature damage, especially when the thaw kicks in or because of power outages
• Legal costs due to lawsuits from employees and customers if the business premises are a winter hazard, causing slip-and-fall injuries
• Damage to vehicles due to winter roadworthiness issues
• Electrical fires from circuit overloads

13 Strategies for Business Winter Preparedness

A business’s cold weather preparations should start with a call to the insurance company to verify winter coverage and compliance requirements. It’s possible to replace buildings if the coverage is current and all necessary information for claims is on hand.

Other ice season readiness strategies for companies and industries include:

1. Stock up on Winter Supplies

Before winter hits, stock up on essentials such as:

• Insulating materials
• Road salts such as potassium chloride or rock salt for deicing surfaces and preventing ice formation
• Spare parts for machines and generators
• Service generators and inverters to ensure optimal efficiency
• Spare lights
• Pipes and fittings for fixing frost damage and leaks
• Sandbags in areas with cold season flooding

Fuel is the supply most operations forget to stock. Sites that run heaters, dryers or backup generators off propane should confirm tank levels and set a winter delivery schedule before the first freeze, because emergency fills cost more and take longer once the roads turn. Businesses outside a natural gas service area often arrange this with a regional supplier such as propane supplier in Brechin.

2. Check the Building’s Integrity

Check the buildings and storerooms for signs of leaks, cracks, missing windows and broken glass. Identify leaking roof structures and ill-closing doors. Openings and ventilation points should be closable during storms to prevent the ingress of snow or sleet.

Ensure roof structures have good integrity to accommodate additional pressure from ice and snow, which can add as much as 500 pounds of extra weight to a tree branch and likely much more to an exposed roof structure.

Provide secure, robust undercover winter parking to all company vehicles to ensure protection from damage caused by collapsing parking structures.

3. Winterize Pipes and Wires

Check and insulate all wiring, circuitry, pipes and other power points to prevent electrocution or leaking due to temperature damage. Freezing conditions cause the rubber on wires to crack, leading to electrical short circuits when ice melts. Start on the building exterior and roof space where the most temperature extremes are likely, and then proceed to internal wiring and pipes.

4. Prepare to Wrap Machinery

Machinery has delicate components that are usually temperature-sensitive. The oils in various equipment may also freeze, causing serious damage when the business resumes operation. When freezing or below-freezing conditions approach, cover machines with insulating materials and waterproof sheeting in case of water leaks. Disconnect them from the main power supply if evacuating or shutting down operations.

5. Plan Vehicle Winter Maintenance

Vehicles often suffer the most ice damage. Winterize car and truck batteries, provide a trickle-charging station and store extra batteries responsibly. You’ll want to check your battery’s cold cranking amp rating to ensure it’s the right battery for your particular climate.

Fit all fleet vehicles with snow tires that reduce rubber hardening in cold conditions to maintain road grip and avoid accidents. Add antifreeze to water and windshield wiper reservoirs to prevent overheating when pipes freeze. Also, ensure wiper blades are new and working optimally to maintain adequate visibility during storms.

Have drivers warm their vehicles for one or two minutes before leaving the depot or after they’ve been idle for more than two hours to maintain engine integrity.

6. Mark Zones

Snow covers parking lots in winter, and it’s essential to mark curbs, entrances and walkways to avoid staff and pedestrians tripping over them when iced over. Plant stakes and mark off danger areas with hazard tape. Use ice-melting materials to reduce buildup. Designate staff members to clean snow frequently from access points and ensure the necessary equipment is on hand.

7. Winterize Walking Surfaces

Spray all ice-prone areas, such as curbs and walkways, with salt solution to deice them, and scrape precipitation as it builds up. Designate an area where ice can be stored, considering the likely route of melted ice once temperatures warm. Scattering salt along entrance walkways can help prevent slips and falls.

8. Update the Emergency Kit

Having winter emergency supplies on hand is essential in the event staff or customers become trapped in a warehouse or store. Stock up on first-aid supplies, blankets, extra jackets, food, water and lights. An emergency radio helps maintain communication if the cellular networks fail and assures people they will receive help.

9. Employ Remote Monitoring

Install remote monitoring devices such as Wi-Fi cameras, wireless thermometers and pipe pressure checking devices that send information to remote apps. This prevents traveling to storm-closed businesses for inspection. These monitoring systems allow the manager or owner to check for leaks, sudden temperature drops and wind damage without risking themselves by traveling to the buildings.

These remote devices provide all the necessary information via Wi-Fi, cellular calls or text messaging.

10. Provide Employee Winter Training

Emergency training is vital so operations continue as smoothly as possible and as long as it is safe during a snowstorm. Ensure all staff understand what procedures to follow when a storm starts, when emergencies happen or if they are involved in an accident.

Part of this education should include who to call for specific emergencies at the premises or when they travel with a work vehicle. First-aid training and knowing which employees are responsible for certain tasks help ensure effective evacuation procedures.

11. Create an Emergency Communication and Evacuation Plan

Maintaining communications is essential for winter preparedness at home and work. Create a communication plan to ensure employees and customers can reach all relevant departments during stormy weather.

Have an evacuation plan, clearly demarcating areas to gather and designating who will issue the evacuation order.

12. Conduct a Pre-Winter Inventory Check

Managers should conduct a pre-winter stock take before the cold hits. Insurance providers require up-to-date stock lists to successfully process any damage claim, whether to products or cars. Ensure all fleet vehicle inspections are current and managers can provide complete and verified inventories.

With relevant documentation, the chances of receiving an appropriate settlement amount to recoup losses are likely.

13. Have a Mandatory Weather Check Before Deliveries

Keeping an eye on the weather is especially important for fleet managers. Vehicles traveling long distances require winter maintenance to ensure engines operate correctly. Check weather apps to avoid traveling when conditions become severe enough that road closures are likely.

Be Prepared for Winter

Winterizing a business is essential to its functionality, and management must ensure that all buildings, stock, fleet vehicles and other assets are as safe as possible while minimizing liabilities. Plan and prepare before storms hit to maintain optimal efficiency and productivity with little disruption to the company.