Having a business continuity and disaster plan will help to minimize business interruption before and after a flood. Below, we outline how to prepare your business with or without advanced flood warning, as well as steps on filing a flood insurance claim.

Planning your business's safety before a flood

Flooding is one of the most common disasters affecting the Caribbean. We recommend having a business continuity plan in place, which can significantly improve your business's chance of recovering from a flood or other disaster.

Emergency response team and business continuity planning for flood preparedness

You can reassess communications with your emergency response team in preparation for any flood. The best protection is to have a solid natural disaster plan in place.

These documents are to help ensure your employees understand what to do in a flood or where to go for information.

Flood business preparations when flooding is likely

Sometimes flooding is predicted, such as before a tropical storm or hurricane. If a governmental agency forecasts flooding, follow the flood preparation items in the lists below.

  • Secure all windows and doors throughout the property.
  • Unplug and secure any large, loose electrical items.
  • Secure as many items as possible with priority given to files, keys and money.
  • Move to the highest point available and accessible to rescue workers.
  • Notify staff and corporate of the situation.
  • Assist all staff, especially those with disabilities and special needs, to move to the highest point available for access to rescue workers.
  • Keep necessary items with you, including mobile phones, tablets, laptops, battery-operated handheld radios, flashlights, cameras, additional chargers and batteries, water, food, first aid supplies and additional items from the Disaster Supply List.

Flood preparations without warning

If a sudden rainstorm or other event occurs with no notice, recognize the danger of a flood's rapidly rising and moving water, which may carry debris. Water increases the risk of electrocution due to downed power lines and can contain hazardous contaminants. Safety is the first order for everyone. Use any previously mentioned safety guidelines in addition to those listed below:

  • Secure all windows and doors throughout property.
  • Unplug and secure any large, loose electrical items.
  • Secure as many items as possible with priority given to files, keys and money.
  • Relocate command center to the highest point available and accessible to rescue workers.
  • Notify staff and corporate of the situation.
  • Assist all staff, especially those with disabilities and special needs, to the highest point available for access to rescue workers.
  • Ensure you bring your items with you, including cellphones, smartphones, tablets, laptops, battery operated handheld radios, flashlights, cameras, additional chargers and batteries, water, food, first aid supplies and additional items from the Disaster Supply List.
  • Check local emergency broadcast radio for information regarding the flood.

When driving in an area where flooding may occur or is currently flooding, take these precautions:

  • Don't drive if high water has made roadways impossible to cross.
  • Check for downed power lines before crossing water. Listen for humming, which indicates electricity. If signs of electricity exist, don't cross the water.
  • Watch for floating debris that could trap you in your vehicle.

Post-flood recovery guidelines for your business

Exterior building guidelines

  • Inspect your property for immediate dangers. Watch for animals, particularly snakes.
  • Use caution tape to cordon off any potentially dangerous areas until the area is deemed safe.

Interior building guidelines

  • Using a flashlight, examine walls, floors, doors and windows for signs that the building isn't at risk of collapsing.
  • Inspect the foundations for cracks and other significant damage, paying particular attention to retaining walls.
  • Complete an incident report and forward pictures to your supervisor, corporate office and insurance broker.

When inspecting your property, watch and listen for leaking gas lines, downed electrical lines or flammable materials in the water. Limit use of cellphones, laptops and hand-held radios to preserve battery life.

While organizing the post-recovery efforts for your business, review the flood plan and update as necessary. Take any mitigation items as directed by your government or your insurance carrier.

Contact the following groups after a flood:

  • Emergency services — such as the fire department and gas and electric companies — as necessary based on the review of the property
  • A security company if there's sufficient damage to the property to arrange for surveillance. Instruct them to assist in directing emergency vehicles into the area and supply a list of approved employees to reduce the possibility of looters
  • Local hospitals regarding injured staff and keep a log of all calls
  • Your corporate office and insurance carrier to verbally report damage so that an adjuster can be sent to the site
  • Vendors, such as cleaning services, biohazard companies, electricians or plumbers, to help reduce further damage to the property that might result from standing water and prevent mosquitoes from developing

While organizing the post-recovery efforts for your business, be sure to review the flood plan for problems and update as necessary. Also, replace and restock items on the Disaster Supply List. Lastly, complete any mitigation items as directed by your government or your insurance carrier.

Filing a commercial flood insurance claim

After receiving the all-clear from local agencies or emergency personnel, you can begin your post-flood measures. Once it's safe to return to your business, take photos or video of the damage and property. Inspect the facility; check foundations for cracks and other significant damage, paying particular attention to retaining walls.

Provide the inspection information to your Gallagher broker or claims advocate.

It's important that your Gallagher broker or claims advocate receive this information as quickly as possible. Also make sure to maintain an up-to-date Policy and Claim Reporting Information Directory.

Starting a commercial flood insurance claim

For a commercial flood insurance claim to be initiated and an investigation to begin, the claim handler must provide as much detail as possible. If possible, provide before and after photos or videos.

Secure your facility to prevent further loss and begin to sort damaged items from the undamaged items.

CLAIMS CONTACTS FOR COMMERCIAL INSURANCE

Claims process for commercial flood insurance: What to expect

Throughout the claim investigation process, contact your Gallagher representative with specific policy and claim questions. During this high-volume claim reporting period, you should anticipate the following:

  • The adjuster assignment and initial contact may take some time. Some insurers may use adjusters under contract rather than staff adjusters, so the adjuster's contact information may be different from what you expect.
  • Access to the affected areas may be limited for some time after the storm clears.
  • Competition for labor and materials will be high, which could impact the timeframe and costs associated with repair and remediation.
  • You'll work closely with your adjuster. If you have questions regarding the resolution process, your Gallagher representative is ready to assist and ensure you're in control of the claim process.