Winter Weather Preparedness for Businesses: Managing Risk & Keeping Staff Safe

When winter rolls in, it doesn’t just bring chilly temperatures and pretty snowfall. It also means an increased chance of disruption for your operations, increased safety risks, and logistical nightmares.

For businesses, being caught off guard during winter weather events isn’t just inconvenient. It’s costly and dangerous. What’s more, winter weather affects more than people who traditionally work outside or in exposed environments. Every employee is at an increased risk, and so is every business.

In this guide, we’ll help you prepare for the challenges that winter weather can bring. From protecting your employees to keeping operations running smoothly, you’ll learn how to create a winter weather preparedness plan that manages risk and protects your most valuable assets (your people).

Why Winter Preparedness Is Non-Negotiable

Before we talk about developing a winter weather plan, let’s touch on why it matters. This is particularly important for business owners and decision-makers whose companies aren’t weather-dependent.

Winter weather hazards affect nearly every industry, whether it’s a retail store dealing with icy sidewalks, a logistics company navigating snowy roads, or an office handling sudden power outages. According to the U.S. Bureau of Labor Statistics, slips, trips, and falls on icy surfaces result in thousands of workplace injuries each year, impacting employee well-being and productivity.

Beyond safety, winter disruptions can have a ripple effect: delayed shipments, facility closures, and lost revenue. The US Census Bureau began surveying businesses across the country in 2023 and found that many experienced financial losses due to extreme weather.

The Midwest and South were particularly hard-hit, with 31.3% of Tennessee businesses and 28% of Arkansas businesses losing revenue thanks to extreme winter weather. It wasn’t just those areas, either, as 40% of businesses in Oregon also experienced loss of revenue at the same time.

While there’s nothing you can do to change weather patterns or prevent winter storms, there’s a lot you can do to change the situation for your business and employees.

A solid preparedness plan makes sure your business can weather the storm—literally and figuratively.

Winter Weather Preparedness Plan for Businesses

Want to make sure your business is ready for whatever Jack Frost might throw their way? Just follow this winter weather preparedness plan.

1. Understanding Winter Risks for Businesses

Before you can prepare, you need to understand the risks. Winter hazards fall into two main categories: Operational and employee safety risks. Let’s break them down a little more.

Operational Risks:

These are risks that your business faces that could lead to loss of revenue or even business interruptions.

• Supply Chain Disruptions: Snowstorms and icy roads delay deliveries, affecting production schedules and inventory.
• Facility Damage: Frozen pipes, roof collapses from heavy snow, and HVAC failures can make your business grind to a halt.
• Power Outages: Blackouts caused by storms disrupt everything from communication to heating.

Employee Safety Risks:

These are risks that your employees face during winter weather.

• Slips and Falls: Ice and snow on walkways create a high risk of injuries.
• Hypothermia and Frostbite: Prolonged exposure to cold temperatures can harm employees working outdoors.
• Accidents During Commutes: Winter driving conditions increase the chance of accidents and injuries.

Did You Know?

• The National Safety Council reports that slip-and-fall accidents account for 15% of all accidental deaths in the workplace and 40% of all winter workplace injuries. Others include muscle strains, cuts and lacerations, and burns.
• Over 40,000 workplace injuries happen each winter due to ice, sleet, and snow.
• Over 1,300 people are killed and almost 120,000 are injured due to snow, slush, and ice on the roads each winter.
• The US BLS points out that in 2017 alone, over 20,000 injuries occurred due to ice, sleet, and snow in some capacity.

2. Building a Comprehensive Winter Weather Plan

Planning is the foundation of winter preparedness. Without an accurate, well-thought-out plan, your business and your employees won’t be prepared. Of course, winter preparedness planning isn’t something everyone knows how to do instinctively. Thankfully, it’s not rocket science. Here’s how to create a plan that works:

Risk Assessment

The first step in creating a winter weather plan is pretty simple, although it might be time-consuming. You need to assess your risks on different fronts:

• Evaluate your facilities for vulnerabilities, like areas prone to ice buildup or outdated HVAC systems. Sidewalks, transitions between asphalt and concrete, and other spots can all be major risks. Even your water supply could be in danger if damage to supply lines leads to boil water alerts.
• Assess supply chain dependencies and develop backup plans for delayed shipments. What supplies can’t you do without? Do you have alternative suppliers for specific materials? Would it make more sense to store more on hand rather than focus on JIT delivery?
• Identify key personnel who will lead emergency response efforts. These folks should know their responsibilities and roles and be prepared to handle things when the weather gets bad, whether that’s notifying employees of dangerous conditions, working with suppliers or vendors, or assessing risks around your business’s property.

Staff Communication

Next, you need to focus on staff communication. Clear, timely communication is crucial during winter weather events. An emergency notification system like DialMyCalls helps your team stay informed. Use it to:

• Send real-time weather alerts so that your people know what’s going on and how it might impact their commute.
• Communicate closures or schedule changes so that everyone’s in the loop from the very beginning.
• Provide safety instructions during severe weather so everyone knows what to do and where to go if worse comes to worst.

3. Employee Safety Measures

Next, you need to decide on and then implement safety measures. Keeping your team safe is priority number one. We recommend that you take a three-pronged approach, including the following:

Indoor Safety

• Lay down anti-slip mats and rugs in entryways. Ice and snow can build up as people enter buildings, creating slip hazards.
• Regularly inspect and maintain heating systems. If your heating system isn’t up to the task or fails outright, your employees could be in very real physical danger.
• Make sure emergency lighting and exit routes are clearly marked and functional in case of a power outage.

Outdoor Safety

• Use salt, sand, or other de-icing materials on walkways and parking lots. Be aware of the negative environmental impact many of these products have, too. Compare your options and find one that helps maintain safety without poisoning the environment.
• Clear snow promptly to avoid buildup. In some cases, scraping may be necessary. Your city or town may not cover this in their road-clearing efforts; if not, you’ll need to hire a company to handle it.
• Educate your employees about avoiding roof hazards like falling snow or ice. If necessary, invest in signs where falling snow or ice could be hazards so that your employees can avoid them.

Health Awareness

• Train staff to recognize symptoms of cold stress, like shivering, confusion, or fatigue.
• Provide warm break areas for outdoor workers. You may also want to change shift length so that workers aren’t exposed for long periods.
• Make sure winter gear is available, including gloves, hats, and insulated footwear.

4. Facility and Operational Preparedness

With employee safety taken care of, it’s time to turn your attention to your facilities. Preparing your property and operations minimizes downtime and protects assets.

Maintenance Checklist

• Inspect and service HVAC systems before temperatures drop. In reality, you should already be investing in annual maintenance and inspections to prolong lifespan and catch any problems before they become huge issues.
• Check pipes for vulnerabilities to freezing and insulate where needed. Any exposed pipes without insulation could freeze and burst. Consider adding a layer of insulation around water pipes.
• Test backup your backup generator’s functionality. You need to know that if the power fails, your generator will kick in and take over.

Emergency Supplies

A safe facility is also a well-stocked facility. Make sure you have the essentials for your people. Stock essential supplies, including:

• First aid kits.
• Bottled water and non-perishable food.
• Flashlights, batteries, and blankets.

Fleet Safety

Winter road safety goes beyond being prepared for slippery surfaces while driving. You also need to winterize any company vehicles.

• Inspect vehicles for winter readiness, including tire tread depth and antifreeze levels.
• Train your drivers on safe winter driving practices.
• Make sure all your business vehicles have emergency kits containing flares, shovels, and blankets.

5. Tap into Technology for Continuity

Business continuity is a major concern in the face of serious winter weather. Modern tools make winter preparedness more efficient and effective.

Mass Notification Systems

Platforms like DialMyCalls let you send real-time alerts to employees via text, email, or voice messages. Use it to:

• Share weather updates as conditions change.
• Notify employees of delayed openings or closures.
• Coordinate emergency response efforts.

Weather Alert Systems

Incorporating weather alert tools into your winter storm strategy lets you act before a storm hits. Automated alerts can trigger action plans, giving you a head start on preparations.

Checklist for Winter Weather Readiness

Follow this checklist to keep your team on track when it comes to winter storm prep:

• Conduct a winter risk assessment.
• Inspect and maintain HVAC, plumbing, and generators.
• Stock emergency supplies (food, water, first aid kits).
• Check and winterize all business vehicles.
• De-ice walkways and parking areas.
• Add signage to areas where falling snow/ice is a problem.
• Implement a mass notification system.
• Train employees on winter safety protocols, including indoor and outdoor safety.

Real-World Example: Winter Preparedness in Action

A regional logistics company added DialMyCalls to its emergency response plan to manage winter risks. During a severe snowstorm, they used the platform to:

• Alert drivers about hazardous road conditions.
• Notify staff of a delayed opening so they can find safe commutes.
• Communicate shifts in delivery schedules to customers.

By planning ahead, the company avoided major disruptions and kept employees safe.

Don’t Underestimate the Impact of Winter Weather Readiness

Winter weather doesn’t have to catch your business off guard. With a clear plan, proper safety measures, and the right tools, you can protect your team and maintain operations—even when the snow starts piling up.

Take the first step toward better winter preparedness today. Explore DialMyCalls’ emergency notification solutions and sign up for a free demo to keep your team informed and safe this season.

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