As the days get shorter and the temperatures plummet, it is time to start preparing your business for winter. It’s important that you remain in a position to carrying on providing an uninterrupted service, ensuring that your premises, processes and systems are ready to stand up to the challenges of the colder months and any seasonal shutdown periods.

Prepare for the worst

With winter comes the onset of harsh weather conditions that have the potential to cause disruption. It is important to be prepared, and planning for the worst case scenario is usually the best strategy.

According to the Met Office, 43 per cent of small businesses lack a continuity, disaster recovery or crisis management plan. So, in the event that bad weather hits, anything from power outages to burst pipes or transport issues could end up proving disastrous.

Business in the Community (BITC) has created a ‘Would You Be Ready?’ guide and checklist for small businesses to check if they’re prepared for the unexpected, including floods and cyber-attacks.

The guide sets out eight steps to help business owners put systems in place to deal with troublesome events:

1. Understand your business-critical functions and activities
2. Set timeframes
3. Assess your risk
4. Reduce your risk
5. Develop an emergency plan
6. Develop an emergency communications plan
7. Communicate and rehearse your plans
8. Revisit and update your plans

Inspect your premises

Even the smallest issue that may go unnoticed the rest of the year can turn into a major problem, and potentially cause widespread disruption as the perils of winter hit. For this reason, it is vital that a thorough inspection of your business premises is undertaken before winter sets in.

Checking for the likes of broken or missing roof tiles and blocked or damaged guttering is important, as these could potentially allow water ingress, or cause property damage or personal injury. Rotting timber window or door frames could pose a security risk, as could window or door locks that have ceased to function properly.

Cold weather can have an adverse effect on automatic door closers too. As the temperature drops, oil can congeal and affect the time it takes for the door to close, which could allow an intruder time to enter. What’s more, during stormy weather, doors can be buffeted by strong winds, so it may be necessary to have door closure hydraulics recalibrated.

Arrange professional checks

For certain issues, it is important to get the professionals in to carry out checks. It’s also essential at this time of year to ensure servicing and maintenance responsibilities are in hand.

The water system of a building is one area that really does benefit from investment in an expert inspection. Escape of water is a considerable problem during winter, and is an issue that has been on the increase for more than a decade, according to the Association of British Insurers (ABI). With the average cost of water escape hitting more than £5,000, and the potential for business disruption significant, it is clear to see the benefit of regular assessments, especially as workplaces tend to have multiple water outlets courtesy of complex HVAC (heating, ventilation and air conditioning) systems.

It may even be wise to consider having a ‘Leakbot’ installed. This is a smart water leak detector with the ability to spot hidden leaks before they escalate into major issues and cause costly damage.

When it comes to your servicing and maintenance plans, it is vital to ensure that everything is in order and that the necessary inspections have been carried out and any advisories actioned.

Whether it’s the heating system, your CCTV, the intruder alarm or the fire alarm system, everything will need to be in perfect working order if your premises are to remain well-protected over the winter months. Some insurance policies will stipulate regular servicing of such systems, which means failure to comply could lead to a rejected claim.

Prepare for seasonal shutdown

If you are planning on closing your premises for the holiday period, you will need to make a separate plan to ensure the building is safe and secure. You will also need to inform your insurance provider that the building will be unoccupied.

Security will need to be heightened with the premises empty. It goes without saying that checks should be made of locks, alarms, security lighting and CCTV to ensure everything is in full working order. But there is more to add to the list.

Be sure to remove valuables and cash from the premises, or store them in a fixed, insurance-graded safe. Keep stock out of sight, preferably in a locked and alarmed area. Remove anything from outside that could aid entry, and consider installing security shutters or grilles where planning permission allows.

Whilst it may be tempting to switch off the heating during a shutdown period in order to save energy and money, it is vital to be aware that water freezes at zero degrees Celsius, making it advisable to maintain a temperature throughout the building of 12 to 13 degrees Celsius in order to avoid pipes freezing.

Focus on staff safety and health

It has become considerably apparent during the pandemic of how an infectious illness can seriously impact upon business.

It is believed that immune systems are weakened during the winter months due to a lack of sunlight, making people more prone to falling ill from infections and viruses. Of course, you won’t want to see multiple members of staff off sick at the same time, so it is wise to devise a strategy to prevent the spread of illnesses at this time of year, such as working from home, and encouraging anyone who feels unwell to avoid attending the workplace.

It may also be worth encouraging vulnerable individuals to get a flu vaccine, which is free on the NHS for anyone over the age of 50, for those with health conditions, for expectant mothers, for those who are carers or who live with someone who is more likely to get infections, and also those who are frontline health or social care workers.

If you have staff who work alone and who will be on duty or leaving your premises after dark, then you should take steps to ensure their safety. Panic alarms are helpful, as are the likes of access control, door entry systems and good security lighting. Some employers lay on door-to-door taxis for those members of staff who work late, to ensure they have a safe journey home.

Ensure your business insurance is up to date

Aside from notifying your insurance provider as to any planned shutdown periods, it is important to keep them up to date in respect of any other changes within your business. You may have grown your team, invested in new machinery or technology or extended or improved your premises. All of this is vital information that an insurer needs to know, as it may affect your cover.

If you would like to discuss your current business insurance, to ensure your cover meets your current needs, or would like to enhance your existing package, Team RG is here to help. Please feel free to get in touch with your regular contact for the tailored advice you need.