Best Practices After Severe Weather For Property Managers
Severe weather in the Midwest can strike in many forms – from spring tornadoes and severe thunderstorms to flash floods and heavy winter blizzards. For commercial property managers, responding effectively after such events is crucial to ensure safety, limit damage, and restore operations. This article will be a helpful reference on what to do immediately after a severe weather event and in the recovery phase, covering everything from safety checks and damage assessment to communication, repairs, and preventative measures.
Immediate Safety Checks After the Storm
After a tornado, severe thunderstorm, flood, or winter storm, life safety is the top priority. Before focusing on property damage, make sure the environment is safe for you and others. Key immediate actions include:
Verify the threat is over: Ensure the severe weather has fully passed and stay alert via official updates. Multiple rounds of storms (or tornado outbreaks) can occur, so continue monitoring weather alerts and local news.
Check for injuries: Inspect for any injured persons among staff, tenants, or visitors. Call 911 for any medical emergencies and provide first aid if trained, until professional help arrives.
Look for hazards before re-entry: Examine the property exterior for downed power lines, gas leaks, or structural damage from a safe distance. If you see power lines on the ground or smell natural gas (or hear a hissing sound), keep everyone clear of the area and notify the utility company or fire department immediately. Do not let anyone enter the building until you are sure it’s structurally sound – if you hear creaking or see new cracks in walls/foundations, the building may be unstable.
Avoid flood and electrical dangers: If there is standing water or flooding, do not wade into it. Never turn power on or off while standing in water, as electrocution is a serious risk. Turn off the main electrical breaker only if you are trained to and can do so without standing in water. Similarly, shut off gas valves from outside if you suspect a leak .
Use caution and protective gear: Debris like broken glass, metal, and nails is common after storms. Wear sturdy shoes or boots, work gloves, long sleeves, and even a hard hat during initial inspections. This personal protection will reduce the risk of injury while you navigate damaged areas.
Be mindful of winter storm risks: In the aftermath of a heavy snow or ice storm, watch for slip hazards and structural strain. Salt or sand icy walkways and entrances promptly to prevent falls. If heavy snow loads are present on roofs, be alert for signs of stress (sagging ceilings, audible cracking) – extreme snow loads can lead to roof collapses. If you suspect the roof is overstressed, keep everyone out of those areas and arrange for professional snow removal to safely lighten the load.
Damage Assessment and Documentation
Once you have verified that conditions are safe, the next step is to evaluate the property’s condition and document all damage. A thorough assessment will guide repair priorities and support insurance claims. Bring a property map, building plans to mark concerns as you go. As you inspect, take the following steps:
Survey exterior damage: Walk around the building’s exterior and look for visible damage to the structure. Check the roof (from ground level or a safe vantage) for missing shingles, holes, or sections where roofing is gone. Inspect siding, windows, and doors for damage like broken glass or dents, and note any collapsed walls or chimney damage. Pay attention to peripheral structures, signage, light poles, and fencing as well.
Inspect the interior: Carefully enter the building (only after confirming it’s structurally sound) and check each floor. Look for water intrusion or leaks – water stains on ceilings or walls, damp drywall or insulation, and pooled water are signs of damage from rain or burst pipes. Also inspect for shattered windows, fallen ceiling tiles, or other internal damage. If the building has a basement or low-lying areas, determine if there was flooding or sewer backup.
Check critical building systems: Assess key utilities and systems for damage. For example, examine exposed plumbing lines for cracks or leaks (listen for running water or look for wet spots). Inspect electrical panels and wiring without touching them – if they were exposed to water or show burn marks, they will need a professional evaluation before power is restored. Evaluate HVAC units, boilers, elevators, and fire safety systems for any storm-related issues (many commercial HVAC systems on rooftops can be damaged by hail or wind).
Look for tree and debris impact: If the property has surrounding trees or poles, see if any have fallen onto the building or into parking areas. Fallen tree limbs can cause significant damage to roofs and structures, so document any such impacts. Also note debris blown into the building or large objects moved by wind or water (e.g. dumpsters, outdoor furniture).
Document everything: While inspecting, take clear photos and video of all damage. Capture wide shots and close-ups of affected areas – including structural damage, water damage, broken equipment, and debris. Make written notes of key findings, including dates and times (this is useful for insurance and for tracking changes if damage worsens). It’s wise to have a digital record: many insurers prefer electronic documentation of losses.
Preserve damaged materials: Do not discard damaged items or debris until an insurance adjuster has examined them, unless they pose an immediate safety hazard. Insurance experts advise against throwing away damaged goods or making major repairs before the adjuster’s inspection. If you must move or remove something for safety (for example, shattered glass blocking an exit), document it thoroughly first. Save any broken equipment or parts that are replaceable – these can serve as evidence in your claim.
Coordinating with Emergency Services and Insurance Providers
Effective coordination with authorities and your insurance is critical in the aftermath. Property managers should simultaneously notify emergency services for urgent issues and begin the insurance claims process as soon as possible:
Engage emergency services for serious hazards: If you encounter life-threatening hazards such as a gas leak, fire, major structural collapse, or an injured person, call 911 right away. Inform first responders of any known dangers (like utility damage or people trapped). Also, report downed electrical lines to the utility company or emergency line – always assume a downed line is live and dangerous. Emergency personnel can help secure the area and prevent further harm.
Follow local authority guidance: In a widespread disaster, local emergency management or city officials may issue instructions (e.g. boil-water orders, curfews, building inspection requirements). Comply with any official orders before proceeding with repairs. If the building needs an official inspection (for example, by a city engineer or fire marshal) to be reoccupied, prioritize that process.
Contact your insurance company early: Once any immediate life-safety issues are under control, notify your insurance provider about the damage. Most policies require prompt reporting of a loss. Check with your owner or management agreement to confirm who should start this process. Begin the claims process by providing a summary of what happened and the apparent damage. This early contact is important – after you’ve assessed the damage, your next step should be to contact your insurance company. The insurer will likely assign a claims adjuster to visit the site or may ask you to submit photos and an inventory of losses.
Coordinate with the adjuster: Work with the insurance adjuster to schedule inspections and provide any information they need. Share the photos and documentation you gathered, but also be prepared to walk them through the property if possible. Keep notes of all communications. If the damage is extensive, the claims process can take time – be patient but proactive in checking on the claim status. (For large-scale disasters, adjusters may be handling many claims at once.)
Make safe temporary repairs as needed: Most insurance policies allow and encourage reasonable temporary repairs to prevent further damage. For example, you might tarp a roof hole or board up a broken window immediately (we cover this below in Repairs). Confirm with your insurer that doing so will not jeopardize your claim – in general, they expect you to protect the property from more harm. Keep receipts for any expenses related to emergency repairs, materials, or services. Your insurance company can reimburse these costs as part of the claim. In addition, track any extra expenses (like hiring security if the building is exposed, or relocating tenants) for potential coverage under your policy (some commercial policies cover loss of rent or business interruption).
Beware of post-disaster scams: Unfortunately, scams can occur after disasters – people might impersonate insurance personnel or contractors. Only communicate with official representatives from your insurance company (you can ask for ID or confirm credentials) and don’t sign anything suspicious on the spot. Similarly, do not pay upfront to any unknown person who claims they’ll handle your claim. When in doubt, call your insurance company directly to verify any third-party involvement.
Communicating with Tenants and Ensuring Safety
Tenant communication is a core responsibility of property managers after a disaster. Keeping your commercial tenants informed and safe will help everyone get through the disruption more smoothly. Here’s how to manage tenant communications and safety post-storm:
Account for all tenants: As soon as possible, verify that all tenant companies (and any on-site employees/visitors at the time) are safe and accounted for. If the event required evacuation (for example, to storm shelters during a tornado warning), ensure everyone made it out and no one is trapped or missing. This may involve contacting the tenant representatives or doing a roll-call if you have an assembly point.
Provide timely status updates: The time immediately after a storm can be confusing, especially if tenants were forced to evacuate. Use any pre-established emergency contact system to broadcast information. A mass notification system (email and text alerts, automated calls, etc.) is ideal for sending quick updates to all tenants at once. Let them know the immediate status of the property – for example, whether the building is closed until further notice, if there are power outages, or if it’s safe to return.
Share critical safety information: Inform tenants of any urgent safety advisories. For instance, if local authorities issued a boil-water order or if the building’s parking lot lighting is down, communicate that promptly. Likewise, notify tenants about hazards like blocked entrances, non-functioning elevators, or areas of the property that should be avoided due to damage. It’s important that everyone understands any restrictions (e.g. “South wing is off-limits until engineers inspect it” or “Do not use the parking garage due to flooding”).
Use multiple communication channels: If some communication lines are down (internet or power outages can disrupt email or phone service), try alternative ways to reach tenants. For example, you might post printed notices at building entry points, lobby areas, or tenant spaces once it’s safe to enter. Door-to-door checks or phone calls can be useful for tenants without email access in the moment. As systems are restored, continue with regular digital updates (email bulletins, tenant portal, or even social media groups if used for your property).
Set expectations and next steps: Let tenants know what steps are being taken to address the situation and give an estimate (if possible) of timelines for restoration. For instance, inform them that you have contacted insurance and contractors, and you will provide updates on when repairs will start and when the building might reopen or services be back online. Frequent updates – even if just to say an assessment is ongoing – help reassure tenants that the recovery is progressing.
Emphasize tenant safety and cooperation: Advise tenants to use caution if they are on site to retrieve belongings or check their suite. Ask them to report any hazards or damages inside their leased space that you might not be aware of (like a leak in their ceiling or inventory damage) so it can be documented and addressed. If the property is partially operational, coordinate schedules for repairs to minimize disruption to tenant business operations when possible. Maintain open lines of communication so tenants know how to reach management with questions or emergencies during the recovery period.
Organizing Property Repairs and Restoration
After initial emergency issues are handled and the situation is communicated, the focus shifts to repairs and restoration. A prompt and well-managed restoration not only reduces further losses but also helps tenants return to normal operations faster. Below are best practices for managing the repair process:
Secure the building to prevent further damage: When a storm leaves your building open to the elements, act quickly to prevent additional damage. Use tarps or plywood to cover any roof openings or broken windows as soon as it’s safe to do so. This keeps out rain and wind, and also helps protect the property from theft or vandalism in exposed areas. If doors or locks were broken, secure them or hire temporary security. By stabilizing the environment, you can avoid subsequent issues (for example, rain entering a hole and causing new water damage).
Perform debris removal and basic cleanup: Once hazards are cleared, remove loose debris, shattered glass, and fallen tree limbs from in and around the building. Wear appropriate protective gear while doing this. Clearing debris not only makes the area safer but also gives contractors unimpeded access for repairs. Be cautious if using machinery or ladders for cleanup – ensure structural integrity before, say, climbing on a damaged roof. Also, properly dispose of any hazardous materials (if in doubt, consult professionals for things like chemical spills or asbestos debris).
Prioritize critical repairs: Address the most urgent repairs first. Electrical systems should be inspected and restored by a qualified electrician once the area is dry – this will allow lighting and HVAC to function safely. Structural repairs (e.g. shoring up a wall or roof section) come next; if a structural engineer is needed to certify safety, get that done before other work. Water damage mitigation is also time-sensitive: waiting too long after a major storm can lead to mold and mildew problems. So extract standing water and start drying out damp areas with industrial fans or dehumidifiers (often specialized restoration companies handle this). If pipes burst from freezing, get a plumber on site promptly to stop leaks and repair plumbing.
Engage experienced restoration professionals: For significant damage, it’s advisable to bring in professional contractors who specialize in storm restoration. Contacting experienced storm damage contractors as soon as possible is wise – they can assess hidden damage and carry out proper remediation (for example, checking for moisture inside walls or restoring fire alarm systems). Trusted contractors will also help provide estimates to your insurance. Ensure any contractor or vendor you hire is licensed, insured, and reputable. If the disaster is widespread, good contractors will be in high demand, so reach out quickly and consider signing a work authorization to get on their schedule.
Coordinate repairs and insurance claims: Keep your insurance adjuster informed about repair plans. Often, you’ll need the adjuster’s approval on the scope of work or costs, especially for large repairs. Work from a clear scope of work document or contractor estimate that details what will be done. It can be helpful to get multiple quotes for large projects, but balance that with the need to act swiftly. Save all invoices and receipts from contractors, and document the repair progress (photos of work being done) to substantiate your insurance claim.
Beware of contractor fraud: After a disaster, be cautious of potential scams or fraudsters posing as contractors. Unfortunately, “storm chasers” may show up offering quick fixes or demanding large upfront payments. Protect yourself by verifying credentials and never paying the full cost upfront (a reasonable deposit is fine, but final payment should be upon completion). Work only with contractors who have proper identification, good references, and preferably local offices. If someone claims to represent your insurer or a government agency, double-check their identification. Taking these precautions will ensure repairs are done correctly and covered by insurance, without the headache of fraud.
Preventative Measures to Minimize Future Weather-Related Damage
Once you’ve managed the immediate recovery, it’s prudent to evaluate what preventative measures can help reduce damage from future severe weather events. Midwest property managers know that storms will come again, so strengthening your property and preparation plans is a wise investment. Consider the following proactive steps:
Develop a detailed emergency plan: If you haven’t already, create a severe weather emergency response plan for your property. This should include procedures for weather warnings, sheltering, and evacuations, as well as communication protocols. Ensure that everyone with access to the property knows what to do in an emergency – conduct briefings or drills with tenant representatives so they understand alarm signals, evacuation routes, and safe spots. Having a concrete plan in place can save lives and prevent confusion when a storm hits.
Improve communications and alerts: Install or subscribe to an automated alert system that can send mass notifications (texts, emails, phone calls) to tenants and on-site staff for weather warnings and post-storm updates. Many property managers also use apps or tenant portals to push out emergency messages. The key is to have a reliable way to reach occupants quickly with warnings (e.g. tornado warnings) and instructions. Encourage tenants to opt-in to emergency alerts and keep contact info updated. Additionally, consider having backup communication methods (like battery-powered radios for staff or a phone tree) in case of power or internet loss.
Regularly inspect and maintain the property: Routine maintenance can greatly reduce storm damage. Schedule regular roof inspections and maintenance, as even minor roof issues can turn into major leaks during a storm. Ensure gutters and downspouts are cleaned and functioning to channel water away – clogged or damaged gutters often lead to water seeping into walls or foundations. Check that exterior siding and flashing are secure, and repair any loose pieces that could tear off in high winds. For flat commercial roofs, keep drains clear and inspect the membrane for weaknesses. It’s also wise to have HVAC units, generators, and sump pumps serviced before storm seasons (spring and winter) to ensure they’ll operate when needed.
Manage trees and landscaping: Take preventative action with the trees around your property. Trim overhanging branches and remove any dead or diseased trees near structures. High winds can snap branches or topple trees, so reducing this risk is important – if a tree or limb falls, it won’t harm your building or tenants. Similarly, secure outdoor items like trash bins, outdoor furniture, and signage; these can become dangerous projectiles in a tornado or windstorm if not anchored or stored.
Invest in property improvements for resilience: When making upgrades or repairs, choose options that enhance storm resistance. For example, consider installing impact-resistant windows or storm shutters in areas prone to hail or debris impact (these can withstand extremely high winds and flying debris ). Use wind-rated roofing materials and secure roof-mounted equipment with extra bracing. In older buildings, reinforcing doors, garage doors, and roof structures to meet modern wind codes can pay off in the long run. If your property is in a low-lying or flood-prone location, look into flood mitigation measures like installing permanent or deployable flood barriers, relocating critical electrical/mechanical equipment above ground level, or adding sump pumps with battery backups.
Protect against winter freeze damage: Since Midwest winters can be harsh, take steps to prevent damage from snow and ice. Ensure adequate insulation of pipes and heating of mechanical rooms to avoid pipe bursts in freezing weather. Install temperature monitors or automatic alarms that alert you if building temps drop to dangerous levels. Have a snow removal plan for heavy snowstorms – contract a snow removal company to clear roofs if snow loads approach dangerous weights, and make sure roof drains and gutters are clear before winter to prevent ice dams.
Review insurance coverage and keep documents handy: Finally, periodically re-evaluate your insurance coverage with respect to severe weather. Standard property insurance may not cover everything (for instance, flooding typically requires separate coverage). Ensure you have appropriate riders or policies for hazards like hail, wind, and flood, as relevant to your area. Keep your insurance policy details up to date and easily accessible (for example, in digital cloud storage), so you can quickly retrieve emergency contact numbers and policy numbers after a storm. Having financial protection and quick access to documents is a key part of preparedness.
Conclusion
By following these best practices – from the immediate safety checks through to long-term prevention – property managers can navigate the aftermath of severe weather more effectively. While every disaster is challenging, a structured response plan helps protect your tenants, limit property damage, and speed up the return to normal operations. Severe weather is an ever-present risk in our region, but with preparation and decisive action, you can safeguard your property and community no matter what Mother Nature brings.
