Natural disasters can be unpredictable and devastating, especially for property management companies responsible for multiple homes. However, with proper planning and a proactive approach, it’s possible to navigate these challenges effectively. Joni Wolfswinkel, a seasoned property management expert, shared her firsthand experience at the 2024 MX Summit on how to prepare for natural disasters, and come out stronger.
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The Importance of an Emergency Response Plan
Having a detailed emergency response plan is the foundation to prepare for natural disasters. Joni stressed that this should outline how your business will operate before, during, and after a disaster. The key components include:
- Roles and responsibilities: Clearly define who handles what.
- Communication protocols: Establish how and when to communicate with residents, owners, and vendors.
- Property protection measures: Outline steps for securing properties to prevent damage.
- Training and drills: Regularly train your team on emergency procedures, ensuring everyone knows their role.
Pro tip: Train quarterly and run full drills annually with your entire team to keep everyone sharp.
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Prioritize Communication During a Crisis
During a natural disaster, effective communication with your investors, residents, and vendors is crucial. Joni highlighted that maintaining investor confidence often comes down to proactive updates. Even if you don’t have immediate answers, providing reassurance can build trust.
- Internal communication: Use platforms like Microsoft Teams or Slack to create storm channels.
- External communication: Utilize emails, texts, phone calls, and personalized video messages to keep owners informed.
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Protect Your Properties Ahead of Time
Before disaster strikes, secure vacant properties by shutting off utilities and weatherproofing as needed. This may require tough conversations with owners about the necessity of proactive protection, but doing so can save thousands in potential damages.
Key tip: Encourage residents to notify you if they leave the property during a disaster to avoid issues like burst pipes.
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Manage Emergency Supplies and Equipment
Ensure your team has access to emergency supplies such as portable heaters, generators, and flashlights. Assign someone to monitor inventory and create protocols for replenishing supplies, so you’re not caught off guard when disaster hits.
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Build Strong Vendor Relationships
Vendors play a critical role in recovery after a disaster. Joni recommends sharing your emergency response plan with them so they understand your expectations. Regularly holding vendor appreciation events can foster loyalty, ensuring they prioritize your properties when disaster strikes.
Pro tip: Provide a copy of your emergency response plan to vendors during onboarding, so they’re aligned with your disaster procedures from the start.
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Document Everything
Thorough documentation is essential during and after a disaster. This ensures insurance claims are processed smoothly and that repairs are correctly tracked. Designate someone on your team to handle insurance claims from start to finish, so nothing slips through the cracks.
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Implement a Post-Disaster Recovery Plan
Once the storm has passed, have a plan to restore properties as quickly as possible. Joni emphasizes creating timelines for repairs to minimize income loss for your investors. Being prepared not only mitigates damage but can also turn disaster recovery into a profitable period.
Preparation is key to thriving during natural disasters. Property management companies that take the time to create and train on emergency response plans, build strong vendor relationships, and prioritize communication will not only weather the storm but may even find opportunities for growth. As Joni’s experience shows, proactive measures and the right systems can turn challenges into success stories.
If you’re interested in seeing how Property Meld can help you prepare, communicate, and track weather related maintenance issues, schedule a call with our team. Our superior communication and oversight can help you provide your residents the best experience possible and prepare for future events.
