Hurricane Season: June 1 - November 30
Florida Business
Hurricane Preparedness Guide
A comprehensive checklist to keep your business operational
before, during, and after a hurricane
Sponsored by
Voxtell
Cloud Phone Systems for Florida Businesses
pages.voxtell.com | (844) VOXTELL
72 Hours Before the Storm
When a hurricane watch is issued
Business Operations
- Review and update business continuity plan
- Confirm all employee emergency contact information is current
- Verify backup power sources (generators, UPS units) are functional
- Back up critical data to cloud storage
- Review insurance policies and document coverage
- Contact key vendors and suppliers about potential delays
Communications
- Test mobile app for your phone system (can you answer business calls remotely?)
- Update voicemail greeting with storm preparation message
- Set up call forwarding to mobile devices if not already configured
- Test AI receptionist settings for after-hours coverage
- Create emergency contact tree for employees
- Prepare customer notification template (email, text, social)
Documentation
- Photograph all equipment and inventory for insurance purposes
- Store digital copies of important documents in cloud storage
- Print emergency contact list (power may be out for days)
- Document serial numbers of major equipment
- Gather insurance policy numbers and agent contacts
48 Hours Before the Storm
When a hurricane warning is issued
Physical Location
- Secure or bring inside all outdoor furniture, signage, and equipment
- Install hurricane shutters or board up windows
- Move important items away from windows and to higher ground
- Turn off non-essential electrical equipment
- Unplug computers and electronics
- Fill vehicle gas tanks
- Test generator and confirm fuel supply
Team Communication
- Send employee notification about storm and work status
- Confirm employees have mobile app installed for remote work
- Establish check-in schedule for during/after storm
- Identify which employees can work remotely
- Notify customers of potential service disruptions
Technology Preparation
- Confirm cloud phone system is set up for remote operation
- Enable AI receptionist for 24/7 coverage
- Update auto-attendant/IVR messages if needed
- Charge all mobile devices and backup batteries
- Download offline versions of critical apps
- Test VPN connections for secure remote access
24 Hours Before Landfall
Final preparations
Final Steps
- Final backup of all critical data
- Update voicemail/auto-attendant with storm message
- Activate full AI receptionist coverage
- Send final customer notification
- Power down and unplug all equipment
- Lock and secure all entry points
- Take final photos of premises for insurance
- Leave premises if in evacuation zone
CRITICAL: Phone System Checklist
- Mobile app installed and tested on all key phones
- AI receptionist enabled for all incoming calls
- Emergency routing set up (urgent calls to cell)
- All team members can answer business calls remotely
- Voicemail greeting updated with storm status
During the Storm
Stay safe, stay connected
Safety First
- Stay indoors away from windows and doors
- Monitor local news and emergency broadcasts
- Conserve phone battery - limit non-essential use
- Let AI receptionist handle routine calls
- Only respond to urgent/emergency matters
With Voxtell Cloud Phone:
Your AI receptionist Vee continues answering calls 24/7, even while you shelter. Customers hear your business is operational. Emergencies route to your cell. Messages queue for when you're ready.
After the Storm
Recovery and resuming operations
Immediate (First 24 Hours)
- Account for all employees - check in via phone/text
- Assess damage to physical location (do NOT enter unsafe buildings)
- Document all damage with photos and videos
- Contact insurance company to file claims
- Update voicemail/auto-attendant with recovery status
- Review AI receptionist logs for urgent matters
- Communicate status to customers and vendors
Short-Term Recovery (Days 2-7)
- Begin cleanup and repairs when safe
- Resume operations remotely if office is inaccessible
- Prioritize returning customer calls from storm period
- Coordinate with vendors and suppliers on timelines
- Process insurance claims
- Adjust schedules and deadlines as needed
- Support employees with personal recovery needs
Long-Term (Weeks 2+)
- Conduct after-action review - what worked, what didn't?
- Update business continuity plan with lessons learned
- Complete any outstanding insurance claims
- Replenish emergency supplies
- Schedule maintenance for backup systems
- Consider upgrading vulnerable systems
Important Numbers
Emergency Services
- Emergency911
- FEMA1-800-621-3362
- FL Emergency Info1-800-342-3557
- Red Cross1-800-733-2767
Utilities & Services
- FPL Outages1-800-468-8243
- Duke Energy1-800-228-8485
- TECO1-877-588-1010
- Gas Leaks1-877-832-6747
Your Business Contacts (Fill In)
About Voxtell
Voxtell provides cloud-based business phone systems designed for Florida businesses. Our systems are built to keep you operational during hurricane season and beyond.
Cloud-Based
Works even when your office doesn't have power
AI Receptionist
Answers calls 24/7, even during evacuation
Orlando Support
Local team who understands Florida storms
Get Storm-Ready Before Hurricane Season
Setup takes 24-48 hours. Starting at $15/user/month.
Call: (844) VOXTELL|pages.voxtell.com
Ready to get storm-ready?