Have you considered how an emergency or disaster could affect your job? What would you do if you had to evacuate your office quickly or couldn’t access it because of damage or being blocked off? During those times you may still need to conduct some business. You might need to contact supervisors, co-workers, and subordinates; check your schedule and cancel meetings or expected deliveries; order emergency supplies, identify back up locations, reference company emergency plans, etc.
Having a professional office emergency kit can help you address these critical work items. Your kit should be based on a personal analysis of the tasks you perform and the likelihood of needing to perform them during an emergency.
Basic items to consider putting in your kit include:
- Copy of company standard operating procedures (SOPs)
- Copy of company emergency plans
- Copy of company continuity of operations plan (COOP)
- Site maps and building plans
- Photographs of building and contents (for insurance purposes)
- Internal call lists for your work group, leadership, etc.
- External call lists for suppliers, vendors, contractors, and agencies/individuals that you frequently contact
- A small amount of general office supplies (pens, paper, sticky notes, paper clips, notepad, etc.)
- Documents, forms, and guides that you use frequently
- An extra cell phone charger, flashlight w/extra batteries, spare batteries for your pager, etc.
- Anything else you think you need to get critical work done in extraordinary conditions
Be sure to ask management before copying any confidential or sensitive records or taking them out of the office. You might want to keep sensitive data on a secured flash drive that requires a finger print scan or password to access the data and consider storing your kit at a field office or taking it with you each day.
The professional office emergency kit should not be confused with a personal office emergency kit. Please visit our Emergency Kits page under Personal Preparedness to learn more about creating a personal office emergency kit.