Business continuity and disaster preparedness are no longer optional—they are essential components of facility management. With unpredictable weather events, cybersecurity risks, and regulatory pressures on the rise, organizations must have plans in place to protect people, property, and processes.
This guide outlines key steps facility managers can take to strengthen continuity and resilience, ensuring their organizations are prepared for the unexpected.
Business continuity goes beyond emergency response. It is about ensuring that critical operations can continue during and after a disruption. For facility managers, this means:
Keeping essential systems operational, such as HVAC, power, and water.
Ensuring building access and safety protocols are in place.
Coordinating with leadership to support core business functions.
Protecting compliance documentation and operational records.
A strong continuity plan gives organizations confidence that they can withstand a disruption without experiencing severe financial or operational setbacks.
The foundation of disaster preparedness is a clear understanding of risk. Facility managers should conduct thorough assessments to identify:
Natural hazards: Hurricanes, tornadoes, wildfires, flooding, or earthquakes depending on region.
Infrastructure failures: Power outages, HVAC breakdowns, or water supply issues.
Human-made events: Cyberattacks, workplace violence, or accidents.
Regulatory risks: Compliance failures that could halt operations.
Once risks are identified, each should be ranked by likelihood and potential impact. This prioritization helps managers allocate resources where they are needed most.
Preparedness requires clearly defined procedures that can be acted on immediately. Facility managers should create step-by-step response plans for the most likely scenarios. These may include:
Evacuation routes and shelter-in-place instructions for staff and students.
Communication protocols for alerting stakeholders.
Backup power and water supply arrangements.
Coordination with local emergency services.
Response procedures should be written, shared with all staff, and reviewed regularly to ensure everyone understands their role during an emergency.
Facility data is critical to continuity. Work orders, compliance certifications, and building maps all contain essential information that should not be lost in an emergency. Facility managers should:
Store records securely in a centralized digital platform.
Maintain backup copies in the cloud or offsite.
Ensure that documentation is easy to access during an audit or recovery process.
Protecting these records not only safeguards compliance but also helps organizations rebuild quickly after a disruption.
Even the best-written plans are only effective if people know how to follow them. Facility managers should schedule regular training sessions and drills to keep staff prepared. Examples include:
Fire and evacuation drills conducted every semester in schools.
Tabletop exercises simulating utility outages in hospitals.
Lockdown procedures practiced in educational or corporate environments.
These exercises reveal gaps in the plan, build confidence among staff, and reduce panic in real-life emergencies.
Vendors often play a vital role in facility operations, especially during recovery. Facility managers should coordinate with contractors and service providers to ensure:
Emergency contact information is updated and available.
Vendors understand the organization’s continuity protocols.
Contracts include provisions for emergency service availability.
Strong vendor relationships ensure that external partners are ready to support recovery efforts without delay.
A continuity plan should not be a one-time project. Risks, technologies, and organizational needs evolve over time. Facility managers should review and update their plans at least once a year or after any significant event.
Regular updates ensure that contact lists remain accurate, emergency systems are functional, and new threats are considered. By treating continuity planning as an ongoing process, facility managers build resilience into the organization’s culture.
FacilityONE helps organizations prepare for the unexpected by centralizing facility data, streamlining communication, and providing tools that strengthen resilience. Our solutions make it easier for facility managers to:
Access critical records like floor plans, compliance documents, and asset histories at any time.
Maintain preventive maintenance schedules to reduce the risk of unexpected failures.
Organize and track work orders during recovery for faster response times.
Support staff training and drills with clear, accessible procedures.
By combining operational efficiency with reliable data management, FacilityONE ensures that when disruption strikes, facility managers have the tools they need to protect people, property, and operations.