Storm-Ready: A Transportation Leader’s Guide To Hurricane Season Prep

The difference between hurricane disruption and resilience comes down to planning and disciplined execution. (Photo courtesy of Bus Business Consultants)

By Brian Dickson, Owner/Principal Consultant, Bus Business Consultants

From June 1 to November 30, hurricane season brings with it a serious test for transportation operators along the Gulf and Atlantic coasts. Storm surge, flooding, high winds — any one of these can derail operations, damage fleets, and put employees and customers at risk. While weather forecasters give us more lead time than ever, the difference between disruption and resilience comes down to planning and disciplined execution.

This guide is for operators who want to be ready before the clouds roll in — whether you’re refining an existing hurricane plan or building one from scratch. Based on my experience, effective hurricane preparedness plans for ground transportation companies address the following key areas:

1. Hurricane Preparedness Team

• Designate a Preparedness Coordinator to lead your plan.
• Assign departmental or location-specific leaders if you operate in multiple regions.
• Develop a decision-making hierarchy and escalation process.
• As the season begins, review procedures to ensure readiness.
• Conduct tabletop exercises or simulations to identify gaps.
• Set up an Operations Hub 2-3 days before storm arrival and keep it staffed 24/7 once winds are imminent.
• Equip the Operations Hub with backup power, communication tools, and access to live weather data.
• Deactivate the Operations Hub only after operations have fully resumed and the storm threat is gone.

2. Facility Preparations

Before the Season:

• Clean up around the facility.
• Secure or dispose of loose items.
• Ensure doors, gates, and generators are working.
• Address known vulnerabilities (e.g., drainage, leaking roofs).
• Develop a facility-specific checklist for storm prep.
• Designate Operations Hub space and confirm equipment readiness.
• Update vendor and contractor contact lists for quick repairs.

Once a Storm is Named:

• Remove and secure unnecessary items outdoors.
• Confirm availability of key staff and resources.

2-3 Days Out:

• Distribute sandbags and secure non-essential items.
• Back up critical data and shut down non-essential systems.

1-2 Days Out:

• Wrap electronics and remove perishables.
• Continue outdoor clean-up.
• Conduct a walkthrough of mechanical rooms and IT closets.

<1 Day Out:

• Final walkthrough of the perimeter.
• Secure signage, flags, outdoor furniture.
• Power down and protect electronics.
• Post safety signage and update emergency contacts.

3. Supplies & Inventory

Before the Season:

• Stock up on flashlights, batteries, radios, plastic wrap, tape, rope, first aid kits, and sandbags.
• Store supplies in labeled, waterproof bins for fast deployment.
• Maintain a digital and printed inventory list.

Once a Storm is Named:

• Verify supplies and reorder if needed.
• Ensure backup power sources (generators, fuel) are available.

2-3 Days Out:

• Deliver items to each location.

<2 Days Out:

• Distribute supplies to the team.
• Confirm team members know supply access locations.

After the Storm:

• Inventory what’s left and replace items as needed.
• Debrief and log any supply shortfalls or inefficiencies.

4. Vehicle Parking Plan

• Park vehicles in open areas, away from buildings and light poles, if possible.
• Form rectangular patterns with newer vehicles inside, older outside.
• Ensure all windows are closed and doors face inward.
• Document the vehicle lineup with photos or video for insurance.
• Consider relocation to safer areas if flooding is likely.

5. Evacuation Plan

• Decide in advance whether a Storm Response Team is needed.
• Plan for all non-essential staff to leave 12-36 hours before tropical storm-force winds.
• Maintain an employee tracking system to confirm evacuations.
• Communicate clearly and early to avoid last-minute confusion.
• Provide transportation assistance if needed for any team members.

6. Pre-Storm Operations

Brian Dickson

Before the Season:

• Align expectations with partner companies and vendors.
• Clarify which services will continue or cease during a storm.
• Review insurance policies and claim procedures.

2-3 Days Out:

• Notify stakeholders of pending changes.
• Print schedules, contact lists, and dispatch materials.
• Confirm client service expectations and contingency plans.

<2 Days Out:

• Monitor wind conditions for safe vehicle operation.
• Secure unused vehicles.
• Remove essential keys from electronic systems.
• Reduce service to only essential trips.

<1 Day Out:

• Confirm shutdown completion and vehicle parking.
• Verify all operational data is backed up and secure.

Post-Storm:

• Communicate staff return schedules.
• Notify clients of your recovery timeline and any service gaps.
• Hold a post-event review to identify lessons learned.

7. Communication Plan

Before the Season:

• Compile updated employee contact info.
• Establish a central communication platform or alert system.

Storm Threat:

• Keep preparedness teams informed at all stages.
• Use all communication channels (text, email, apps) to keep employees updated.
• Provide regular updates to leadership.
• Send pre-scripted messages for common scenarios to reduce delays.
• Maintain this cadence from pre-landfall through full recovery.

8. Storm Response Team Planning

Before the Season:

• Identify if a team is needed, and who should be included.
• Define clear roles and responsibilities.

Storm Threat:

• Notify team members early so they can prep homes.
• Finalize logistics (supplies, report times, etc.).

2-3 Days Out:

• Release team members to secure their homes.

<2 Days Out:

• Deliver food and supplies.
• Review emergency shelter locations within the facility.

<1 Day Out:

• Storm Response Team should be onsite and equipped.

During the Storm:

• Stay sheltered and maintain communication.
• Monitor shelter safety.
• Document all critical events for post-storm review.

After the Storm:

• Assess and document damage.
• Begin recovery until relieved.
• Debrief the Storm Response Team and rotate personnel if extended impact occurs.

9. Vehicle Fueling Strategy

• Fill onsite fuel tanks several days in advance.
• Coordinate last-minute deliveries if possible.
• For offsite fueling, begin shuttling vehicles to stations once storm is 2 days out.
• Top off tanks before operations shut down.
• Track fuel inventory and log usage during the storm period.
• Prioritize fueling for vehicles needed for recovery services.

10. Recovery

• As winds subside, begin assessments and cleanup.
• Document damage thoroughly for insurance.
• Inspect vehicles and facilities.
• Take photos/videos of all damages before moving items.
• Coordinate with insurers, contractors, and utility providers.
• Communicate timelines for restoration to all staff and clients.
• Restore operations as soon as conditions allow.
• Debrief teams to capture insights and update plans for the next storm and/or season.

With strong planning and consistent execution, transportation companies can weather even the most serious storm disruptions. Whether you’re managing a single facility or coordinating across multiple states, your readiness today determines your resilience tomorrow.

Stay safe, stay prepared — and let’s roll through this hurricane season ready for whatever comes our way.

Consider using Bus Business Consultants’ services for detailed guidance and assistance in assessing and improving your organization’s readiness. For more information, visit busbusinessconsultants.com.