The recent devastation caused by Hurricanes Helene and Milton sweeping the southeastern states has underscored the urgent need for employers to support their employees during extreme weather events and natural disasters. As companies expand and employ individuals across multiple states, the likelihood of facing such crises grows. In a recent conversation with Annie Oxenfeld, Senior Director of HR Services at Xenium HR, we explored how employers can help their teams navigate these challenging situations with empathy and effectiveness.
“There’s probably not one corner of the country that isn’t potentially going to be impacted,” Annie pointed out. With hurricanes, wildfires, earthquakes, and tornadoes becoming more frequent and unpredictable, organizations need contingency plans. These plans are especially vital for companies with remote workers or operating in multiple locations.
Proactive Communication is Key
One of the first steps employers should take is to establish clear lines of communication.
“Making sure that you’re thinking ahead—who do I have in that state or that area?” Annie emphasized.
Before a disaster strikes, identify employees who may be affected and check in with them about their plans and needs. Determine who will be responsible for communication—whether HR or direct managers—to ensure no one falls through the cracks.
Flexibility During Crisis
Flexibility becomes non-negotiable during extreme events.
“It’s essential for employers to be flexible about impacted employees’ work schedules, even psychologically from what they’ve experienced,” Annie said.
Employers should consider:
- Remote Work Options: Allow employees to work from any location if possible. Provide equipment and necessary tools for effective remote work, if necessary.
- Flexible Hours: Be accommodating with schedules, as employees may need time for personal recovery efforts.
- Financial Support: To alleviate financial stress, offer payroll advances or allow negative PTO balances. Consider establishing emergency funds or disaster-paid leave policies.
Leverage Employee Assistance Programs (EAPs)
EAPs can be invaluable during disasters. Beyond emotional support, they often provide financial guidance and can help employees find local resources. Things like childcare and eldercare may be disrupted due to these events. EAPs can help find interim or alternative solutions.
Each provider is unique, but employers should speak with their provider to understand the tools, resources, and support available to employees dealing with a natural disaster.
Ensure your team is aware of these benefits and knows how to access them.
Employee and Employer Collaboration
Creating a sense of community can make a significant difference. Employers can:
- Organize Donation Drives or Care Packages: Engage unaffected employees in supporting their colleagues.
- Set Up PTO Donation Systems: Allow employees to contribute their time off to those in need.
- Establish Emergency Funds: Create a fund that employees can tap into during crises.
Annie shared, “Providing some opportunities for employees to get involved can really impact everybody’s desire to come together during a crisis.”
Balancing Operations and Empathy
While maintaining business continuity is essential, it’s crucial to maintain sight of the human element.
“We need to be thinking short-term—what are those immediate needs for the person—and making sure we’re prioritizing those,” Annie advised.
Cross-training staff and having contingency plans can help balance operational needs with compassionate support.
Safety Planning and Culture
A robust safety plan isn’t just about compliance; it’s about fostering a culture prioritizing employee well-being.
“Safety can often feel like a check-the-box thing… but it really does need to be a culture that you develop inside your organization,” Annie explained.
Regular training and open communication ensure employees know what to do and feel valued. Ensure you designate clear decision-makers for weather threats and disasters. If you have a physical location that will potentially be impacted, think through key decisions like closures, evacuation plans, building/maintenance prep, and how to treat employee time away from work due to this reason.
Making Safety Part of Your Values
Embedding safety into your company’s core values reinforces its importance.
“If you can infuse it with why it’s culturally important to us, and we’re prioritizing you as our people,” Annie suggested, it becomes more engaging and meaningful for everyone involved.
Extreme weather events and natural disasters pose significant challenges, but employers can make a profound difference with thoughtful planning and genuine concern for employees’ well-being. By fostering a culture of safety, flexibility, and empathy, organizations support their teams through crises and strengthen the bonds that make for a resilient and committed workforce.
Now is the time to review your organization’s disaster preparedness plans. Engage with your team, assess your resources, and ensure you can support your employees when needed.
Listen to the full conversation here…