Hunton & Williams Advice for Hurricane Emergency

MIAMI: As the National Hurricane Center is working diligently to monitor storm systems during this year's hurricane season, the law firm of Hunton & Williams is advising its clients on effective business strategies to ensure their bottom lines weather any storm.

"At Hunton & Williams, we recognize that a quick return to 'business as usual' is largely dependent on the precautionary actions taken before a storm even forms," said Hunton & Williams partner Terry Connor, co-head of the labor and employment practice in Miami.

Currently there is no specific legal framework in Florida concerning the duties of employers and employees during a natural disaster. Guidelines should be put in place that are employee-friendly which will maximize company productivity and be in compliance with Wage and Hour Laws, Employment Discrimination laws and the Occupational Safety and Health Act (OSHA), Connor added. In addition, compliance with collectively bargained procedures is critical to mitigating the disruption. Hunton & Williams suggests a few guidelines in establishing a hurricane preparation plan:

1. Clearly delineate evacuation procedures prior to the development of a particular storm system. Identify source documents and post them on electronic media where possible.

2. Employers must be attuned to federal/state/local public authorities and law enforcement for information and guidance and clearly advise their employees to do the same.

3. Assign someone to monitor the progress of the storm to keep key staff informed. Create a communication grid to spread crucial information quickly and efficiently to all staff.

4. Modify policies on employee attendance and pay policies. Be sure the payroll department is aware of its legal obligations and establish protocols for time recording in compliance with federal and state laws.

5. Prepare for possible extended office closures. Identify critical jobs and job functions that are necessary for business continuity. Then, train several employees with those essential skills. Develop a network for telecommuting and prepare clear instructions for a "working from home" procedure, if this possibility exists. Make sure to record hours worked as accurately as possible from the remote sites and arrange where possible or electronic deposit of payroll.

6. After the crisis, meet with employees and develop best practices for the next occurrence.