As hurricane season ramps up, property managers in coastal as well as inland regions must take proactive steps to protect retail assets, ensure tenant safety, and minimize operational disruption. Preparation isn’t optional, it is essential. Here’s what to do before and during a storm.
Prepare Ahead of the Storm
Ready.gov has tools that can help prepare an emergency plan. Many insurance agents and carriers have complimentary Risk Mitigation services and other advice that can help with pre-storm planning.
- Develop a Detailed Major Storm Emergency Plan, addressing
- Roles and responsibilities for staff and tenants.
- Evacuation and shelter-in-place protocols.
- Research utility shutoff procedures and have all required information at hand should shutoffs become necessary.
- Communication channels, make sure contact information is up to date (mobile, email, texts, PA systems).
- Physically Secure the Property
- Work with maintenance staff, contractors and tenants to remove or secure outdoor furniture, banners and signage, dumpsters, and trash bins.
- Trim trees and limbs that could become projectiles should be addressed prior to the start of hurricane season.
- Contact your roofer for a pre-storm inspection and preventative service to ensure gutters, downspouts, and storm drains are clear and free-flowing, the roof is cleared of debris and all RTUs are secured.
- PMs of waterfront properties may need to install storm shutters or apply impact-resistant film to glass.
- Gather Emergency Supplies and Contacts
- Each facility’s maintenance department should have a stock of flashlights, tarps, plywood, sandbags, first-aid kits, and generator fuel.
- Maintain a printed contact list onsite of staff, tenants, service vendors and emergency services.
- Maintain a cloud backup (DropBox, Google Docs, Carbonite) of the list and download the most up to date version to multiple devices in case of an internet service outage.
- Document Current Property ConditionsBefore a hurricane hits, conducting a thorough visual record of your property can save you time, money, and frustration in the aftermath.If MRM has learned anything working with insurance companies during the past two decades, it is that they want pictures. There is no reason not to have pictures and even video of all areas of your facilities. These records are invaluable during insurance claims.
- Create a Time-Stamped Visual BaselineA clear “before” condition helps differentiate storm-related damage from pre-existing wear. This is especially helpful when adjusters or insurers challenge the origin of certain issues. Take wide-angle and close-up photos or videos of key exterior and interior areas:
- Roof surfaces, parapets, HVAC units
- Storefronts and glazing
- Parking lots, signage, and light poles
- Landscaping and drainage points
- Utility meters, service panels, and mechanical rooms
Any areas with prior wear-and-tear or past repairs
- Create a Time-Stamped Visual BaselineA clear “before” condition helps differentiate storm-related damage from pre-existing wear. This is especially helpful when adjusters or insurers challenge the origin of certain issues. Take wide-angle and close-up photos or videos of key exterior and interior areas:
Two Benefits of Proper Documentation
Support Faster and Fuller Insurance Claims
In the event of damage, insurance companies often require evidence that the property was well-maintained prior to the storm. Without documentation, you risk delays or disputes in processing your claim.
If you can’t show proof of condition, the insurer may reduce payout amounts—or deny claims outright—arguing that damage resulted from deferred maintenance, not the storm.
Reduce Disputes with Tenants or Contractors
Clear documentation of shared areas, tenant suites, and structural elements creates transparency and accountability while helping to protect against:
- Claims from tenants that damage was pre-existing or due to poor maintenance.
- Misunderstandings with vendors over what was agreed upon for temporary or permanent repairs.
During the Hurricane
- Follow official directives — evacuate if ordered.
- Ensure tenant and staff safety above all.
- Keep lines of communication open via phone, text, email, or social media.
- Avoid onsite inspections until the storm is over and authorities confirm it’s safe to travel.
Final Thoughts
Paper files and local devices are at risk during flooding or power outages. Offsite document storage is a smart practice. Using cloud-based platforms, with timestamping features for extra credibility, can also be a huge help during the post-storm repair and claims process.
For retail shopping center managers, hurricane readiness is critical to protect tenants, customers, and revenue. Prioritize preparation before the storm, follow a clear post-storm response protocol, and engage reliable partners to get back in business quickly and safely.