Eastern Australia is currently experiencing severe weather conditions, with up to 250 millimetres of rain expected to drench parts of south-east New South Wales (NSW) within the next 24 hours. 

This major weather event, following a similar pattern to last weekend, is prompting the Bureau of Meteorology to issue flood warnings for several rivers from Hawkesbury to the South Coast. 

Amidst these floods, which have already led to rescue operations and significant disruptions, a pressing question arises: How can HR help employees when a natural disaster strikes?

1. Immediate response and safety

Employee safety and communication:

The primary role of HR in such situations is ensuring employee safety. When severe weather events occur, HR must lead the communication efforts to keep everyone informed and safe. This involves maintaining an updated contact list with personal phone numbers and email addresses, both in electronic and print formats, accessible to multiple key employees. 

HR should establish a communication chain where every employee is responsible for checking on the well-being of a few colleagues, reporting back to a core team to ensure everyone is accounted for.

Training and preparedness:

HR should also focus on training management to handle disaster scenarios effectively. This includes educating managers on the implications of disasters on their teams and preparing them to support employees who may be directly affected, such as those who lose their homes or are otherwise displaced. Managers need to prioritise employee support over business concerns during crises to maintain morale and avoid potential PR issues.

2. Post-disaster support and business continuity

Remote work capabilities:

In the aftermath of a disaster, HR must help the senior management team evaluate remote work capabilities and alternative work sites. While the immediate focus post-disaster is often on basic survival and recovery, maintaining business operations as smoothly as possible is also crucial. This includes ensuring that essential HR functions like payroll can continue uninterrupted.

Mental health and well-being:

HR's role extends beyond immediate safety and operational continuity to addressing the mental health impacts of natural disasters. The isolation and stress caused by such events can significantly affect employees' mental health. HR should facilitate access to mental health resources and support, such as counselling services or Employee Assistance Programs (EAPs).

3. Long-term preparedness strategies

Identifying Risks:

Understanding the specific risks associated with the region where the business operates is a critical first step. For Australian businesses, this means being prepared for floods, bushfires, and other natural disasters common to the area. HR should stay informed through resources like the Bureau of Meteorology and local weather sites, ensuring that preparedness plans are up-to-date and relevant.

Developing work contingency plans:

A well-prepared HR department will have contingency plans that cover various aspects of business operations during a disaster. These plans should address scenarios where employees cannot travel to work or access the internet. Clear policies around evacuation, communication, and running essential functions like payroll are vital.

Training and emergency planning:

Regular training sessions on emergency procedures, including evacuation and communication plans, are essential. HR should establish a core emergency planning team and ensure all employees know their roles during a disaster. Cross-training staff can also ensure that operations can continue even if key team members are unavailable.

Communication plans:

Effective communication is vital during and after a disaster. HR should have a robust plan to maintain contact with employees, including backup communication methods like SMS in case of power or internet outages. Additionally, having a template for communication with clients and vendors can help manage external relations smoothly during disruptions.

4. Legal and Regulatory Compliance

Job protection regulations:

HR must stay updated on job protection regulations relevant to natural disasters, such as those under the The Occupational Health and Safety Act 1991 in Australia. Other similar regulations may apply, ensuring that employees can take time off without risking their job security. Having a certified HR advisor and sophisticated leave-tracking capabilities can help manage these regulations effectively.

Digital record keeping:

Ensuring that employee records are digitised and securely stored online is crucial. Physical records can be easily damaged or destroyed during natural disasters, so having digital backups is essential for maintaining essential HR functions.

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5. Supporting Employees Post-Disaster

Employee assistance programs:

After a disaster, HR should focus on supporting employees through various assistance programs. This can include financial aid for those who have suffered significant losses, flexible leave policies, and work schedules. Companies can also establish relief funds to help employees rebuild their lives.

Health insurance and benefits access:

HR should ensure that employees have access to their health insurance and benefits information, which may be critical for recovery. Investing in digital benefits administration software can provide employees with 24/7 access to their benefits, ensuring they can get the help they need promptly.

As the floods in eastern Australia demonstrate, natural disasters can disrupt lives and business operations significantly. HR has a vital role in disaster preparedness and response, ensuring the safety and well-being of employees while maintaining business continuity. By developing comprehensive disaster plans, training employees, and providing robust support systems, HR can help navigate the challenges posed by natural disasters and support employees through these difficult times.