Communication with Employees.  Make sure you communicate preparedness, response and recovery information.  Use company newsletters, company intranet, employee emails, and/or other communication tools.

• To communicate during an emergency, have a list of all employee contact information and consider setting up a telephone calling tree (a list of who calls whom), a password-protected page on the company website, an email alert or a call-in voice recording to disseminate messages to employees.
• Designate an out-of-town phone number where employees can leave an “I’m okay” message in a catastrophic disaster.
• If you have employees with disabilities or special needs, ask them what assistance, if any, they require.
• Communicate regularly with employees before, during and after an incident.

Communication with Guests or Customers. Make sure you communicate preparedness, response and recovery information to guests and customers, as appropriate. Have a plan for how you will use physical signage, paper communication, e-mails, text messages, and/or other communication tools to communicate in advance of an anticipated extreme event.  If you host guests on-site during a disaster or extreme event, make sure you have back-up communication systems in place to communicate with guests in case your primary communication systems are disrupted.

Have a Crisis Communication Plan. Plan for how you will communicate with employees, local authorities, customers and others during and after a disaster or extreme event.

• Be prepared to provide employees with information on when, if and how to report to work following an emergency.
• It may also be important to update your customers, clients, and/or the general public. Communicate with your customers about whether and when products will be received or services rendered. Make information available via your business website, social media, recorded phone messages, and other tools.
• Share with government officials what your company is prepared to do to help in recovery efforts. Also communicate with local, state and federal authorities what emergency assistance is needed for you to continue essential business activity.

Have a contact list of critical vendors and external resources. The list should include all vendors and external resources that your organization relies on for day-to-day operations as well as during emergencies.  Consider including the following information: Name of external organization, point of contact, e-mail address, office phone number, cellphone number, and customer service phone number.

Develop a network or join a professional organization. It never hurts to have a supportive network around you. Dealing with disasters and extreme events can not only be stressful but lonely. The key is to surround yourself with like-minded individuals who can offer advice, share opportunities and listen to your problems. Go beyond your typical inner circle and broaden your network of support.   Consider the following as a starting point:

• Coastal Virginia Tourism Alliance
• Virginia Beach Hotel Association
• Virginia Beach Restaurant Association
• Virginia Restaurant, Lodging & Travel Association
• Williamsburg Hotel & Motel Association
• Virginia Tourism Corporation
• Hampton Roads Chamber of Commerce
• Eastern Shore of Virginia Chamber of Commerce
• Clean and Resilient Marina
• Virginia Green