5 Ways to Prepare Commercial Property for Winter
By Tracey Greene
As the season changes, now is the time for businesses to confront the harsh realities of winter. Freezing temperatures and unpredictable storms can disrupt operations, threaten facility integrity and endanger on-site employees.
Even businesses in Southern states should keep winter weather top of mind. Winter storms caused nearly $3.6 billion in losses in 2024, according to a report from the National Centers for Environmental Information, and a polar vortex lasting 13-16 days in 2021 caused $15 million in damages for companies in places like Texas and South Carolina.
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Whether it’s an office building, commercial enterprise or manufacturing site, property is at risk from winter storm damage. However, a winter weather plan can help mitigate the risk of property damage, from burst pipes to a roof collapse.
Independent insurance agents should help commercial clients follow key steps to protect assets before the season gets underway. Here are five key components to a winter weather plan for commercial properties:
1) Assess the key winter risks. Severe weather is often a series of events with compounding effects. Heavy snow or freezing rain can cause ice dams, leaks and even a roof collapse. Snow followed by rain can exacerbate melting and lead to water leaking into a building, resulting in flooding. Trees, strained by ice and high winds, may fall on structures, vehicles, equipment and power lines. Additionally, power outages can stop heating systems, leading to water pipes freezing and bursting. Broken pipes can disrupt a business, requiring it to close for extended periods of time.
A basic plan for handling weather and business continuity can help minimize these types of property damage, their impacts on operations, as well as enhance the ability to restore and recover as early as possible. Once established, the plan should be reviewed and revised yearly.
2) Prepare the property. Agents should encourage their commercial clients to walk through and inspect the entire facility and grounds to identify vulnerabilities, make repairs and arrange for preventive measures.
Before snow or other cold weather precipitation occurs, commercial property owners should:
- Make sure building roofs are in good shape and assess flat roofs and steep valleys for any chance of leaking or strain.
- Install de-icing cables or mats where ice dams are known to form.
- Trim tree limbs near the building so they don’t fall on power lines.
- Mitigate flooding with proper drainage, and ensure gutters and downspouts are free of debris to allow water and melting snow to move freely away from the building.
- Prepare outside storage with coverings, secure containment and a well-drained environment to prevent water damage.
3) Add sensor technology. One way to prevent plumbing from freezing is to add insulation and inspect heating systems to ensure they work properly. Another option is to add sensor technology.
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Thermal sensors can be installed on pipes in areas where freezing is likely, setting up an alert system when temperatures approach a dangerous level. Water sensors add an extra level of safety by detecting leaks and notifying property managers to shut off the water, helping owners avoid a potentially catastrophic loss.
Remote monitoring systems can also help with security and track conditions on other critical process controls, such as water storage tanks and power loss.
4) Plan for power continuity. A utility service disruption, especially power loss, can lead to more than just freezing pipes. Temperature changes can affect sensitive products and technology—and a lack of lighting compromises safety and security, especially if the facility is closed.
Arranging alternative or temporary heating systems for the first 48 to 72 hours is an essential part of the weather plan. Emergency power generators or battery energy storage systems can provide adequate power for employees to safely complete critical tasks, such as relocating susceptible goods or conducting an orderly shutdown of critical systems.
Property managers should also make arrangements for emergency mobile equipment, water pumps and fuel storage for generators. In addition, they should modify electrical services to accept adjunct power in advance of winter weather so they can more easily put plans in motion.
5) Share the plan. A plan works best when it is well-communicated and everyone understands their role. A comprehensive weather plan should address responsibilities for preparation, define triggers to activate aspects of the plan, and ensure essential equipment and materials are stocked and ready.
As the property manager monitors regional and local weather forecasts, it is important to implement a weather alert system for employees. Social media, text chains, and internal communications can notify employees of icy conditions, office closures, and other winter events that may affect their ability to enter or leave the property and their safety at work.
Maintaining a basic weather impact and business continuity plan can help minimize the effects of winter weather hazards and get business back on track. It can also be invaluable to work with an insurance carrier that can design customized loss control plans, so when events happen, recovery comes quickly.
Tracey Greene is a real estate industry practice leader at The Hartford.
