As summer comes to an end, fall is the ideal time for businesses to prepare their buildings, employees and operations for colder weather. Winter conditions can create a variety of property and liability exposures—from frozen pipes and roof leaks to snow and ice on walkways and parking lots. A proactive inspection and maintenance program can help prevent avoidable losses and keep your business running when the weather gets tough.
- Inspect the Roof & Gutters
Fall leaves, heavy rain, snow and ice can expose weaknesses in a commercial roof system. Before winter arrives, have the roof inspected for damaged or missing materials, deteriorated flashing, open seams and other potential sources of water intrusion.
- Clean gutters, downspouts and roof drains so water can flow freely.
- Check that downspouts discharge water away from the building foundation.
- Look for signs of previous leaks, water stains or damaged ceiling materials.
- Address minor roof issues before freezing temperatures make repairs more difficult.
- Remove excessive debris that could trap moisture or block drainage.
- Service Your HVAC & Heating System
A reliable heating system is essential during the winter months, particularly for businesses with employees, customers, inventory or equipment that depend on maintaining a consistent indoor temperature. Schedule preventative maintenance before the first sustained cold spell.
- Have furnaces, boilers and other heating equipment professionally inspected and serviced.
- Replace or clean filters as recommended by the manufacturer.
- Check thermostats, controls and ventilation systems.
- Inspect exhaust systems and make sure vents are clear.
- Consider a plan for temporary heat if the primary system fails during severe weather.
- Protect Pipes From Freezing
Frozen and burst pipes can cause extensive water damage and interrupt business operations. The risk increases in unheated areas such as attics, crawl spaces, garages, mechanical rooms and exterior walls.
- Insulate exposed water lines and vulnerable plumbing.
- Seal gaps that allow cold air to reach pipes.
- Maintain adequate heat throughout the building, including areas that are normally unoccupied.
- Know where water shutoff valves are located and make sure responsible employees know how to use them.
- For vacant or partially occupied buildings, establish a documented cold-weather inspection procedure.
- Prepare Exterior Areas & Parking Lots
Snow and ice create significant premises-liability concerns. Businesses should have a plan in place before the first major storm rather than trying to determine responsibilities after conditions become hazardous.
- Inspect sidewalks, stairs, handrails and parking surfaces for cracks, uneven areas and other hazards.
- Repair potholes and damaged pavement before winter.
- Check exterior lighting and replace burned-out bulbs.
- Identify where snow will be stored without blocking entrances, exits, drains or visibility.
- Establish who is responsible for snow and ice removal and document the service arrangement.
- Keep entrances, fire lanes and emergency access routes clear.
- Review Fire Safety Equipment
Winter brings additional fire hazards from heating equipment, portable heaters, fireplaces and increased electrical use. A seasonal fire-safety inspection can help identify problems before they become emergencies.
- Inspect fire extinguishers and confirm they are accessible and properly maintained.
- Test smoke and fire detection systems according to applicable requirements.
- Make sure sprinkler systems are protected from freezing temperatures.
- Keep combustible materials away from furnaces, boilers and portable heaters.
- Inspect electrical cords, outlets and temporary heating equipment for damage or overloading.
- Keep exits and emergency routes free of stored materials and other obstructions.
- Check Doors, Windows & Building Envelope
Small openings around doors and windows can allow water, wind and cold air into a building. These issues can contribute to higher heating costs and, in some cases, water damage or frozen plumbing.
- Inspect exterior doors for damaged weather stripping and worn seals.
- Check windows for cracked glass, failed seals and water intrusion.
- Inspect caulking around windows, doors and other exterior penetrations.
- Make sure loading dock doors close completely and seal properly.
- Repair damaged siding, masonry and other exterior components before winter weather arrives.
- Update Your Emergency Preparedness Plan
Severe winter weather can cause more than physical property damage. Power outages, transportation problems, equipment failures and supply interruptions can prevent a business from operating normally. A written emergency plan can help employees respond quickly and consistently.
- Maintain an up-to-date list of emergency contacts and vendors.
- Identify utility shutoffs for water, gas and electricity.
- Keep backup batteries, flashlights and other emergency supplies available.
- Review business-continuity procedures and identify critical operations.
- Back up important records and confirm that critical data can be recovered.
- Make sure employees know what to do if the building must be evacuated or temporarily closed.
- Review emergency procedures with key employees before severe weather occurs.
Don’t Forget the Insurance & Risk-Management Review
Building maintenance and insurance work together. Preventative maintenance can reduce the likelihood and severity of a loss, while the right insurance program can help protect your business when an unexpected event occurs.
Fall is also a good time to review your commercial insurance program. Changes in property values, equipment, inventory, operations or building use can affect your insurance needs. It is important to make sure property limits are appropriate and that you understand coverage for areas such as business interruption, equipment breakdown, water damage and other potential exposures.
At Haughn Insurance, we believe effective commercial insurance is more than simply purchasing a policy. Our goal is to understand your business; identify potential exposures and help you build an insurance and risk-management program designed around your operation.
A Simple Fall Checklist
- Roof inspected and gutters/drains cleaned
- HVAC and heating systems serviced
- Exposed pipes insulated and freeze protection reviewed
- Sidewalks, parking lots and exterior lighting inspected
- Snow and ice removal responsibilities established
- Fire extinguishers, alarms and sprinkler systems checked
- Doors, windows and exterior seals inspected
- Emergency contacts and building shutoffs reviewed
- Business-continuity plan updated
- Commercial insurance program reviewed
Prepare Today. Protect Your Business Tomorrow.
Winter weather is inevitable, but many of the losses associated with it are preventable. Taking time this fall to inspect your building, address maintenance issues and review your emergency procedures can help protect your employees, customers, property and ability to operate.
If you would like a second look at your commercial insurance program or want to discuss potential coverage gaps, the team at Haughn Insurance is here to help.
