How to Create a Snow Emergency Plan for Your Property

Is winter weather getting more unpredictable? We’ve found recent statistics (shared below) that suggest unpredictability is rising. That makes having a snow emergency plan even more critical for your business this winter.

The top benefit of a proactive snow and ice management plan is that it helps create a safer environment for employees, residents, and visitors. Too many preventable injuries happen each winter due to icy conditions on walkways and sidewalks. 

Recent Snowfall Unpredictability

The benefits go beyond safety. Property owners and managers see reduced liability risks when they have a thorough snow removal plan in place. Another advantage is avoiding business operation disruption, giving you legitimate reasons to create or review your winter storm plan today. 

This article makes it simple with an easy-to-follow checklist and common questions answered about snow and ice planning. 

Why Your Business Needs a Snow Emergency Plan

There are three main reasons your business needs a snow emergency plan:

1. Safety and Liability
2. Operational Continuity
3. Insurance Considerations

Safety and Liability

Winter storms bring snow and ice, which naturally heighten the risk of accidents. Slippery surfaces make both slip-and-falls and vehicle collisions more likely. With an emergency snow plan, you can prevent many of these accidents by keeping entrances, sidewalks, and parking lots clear of snow and ice.

Your snow and ice management plan needs to include marking slippery areas with signage. De-icers and non-slip mats also help stop slip-and-fall accidents. A solid plan protects property owners from exposure to lawsuits that come with injuries caused by icy surfaces.

Providers should keep clear documentation of the snow and ice removal. This shows legal evidence that the property owner met their duty of providing safe access to the property and buildings.

Operational Continuity

For most companies, essential business operations often can’t wait for a winter storm to end. Operations must keep going, so that’s where a snow and ice plan keeps the business running. By keeping parking lot entrances, exits, and loading docks clear of ice and snow, essential operations can continue. 

A documented winter storm plan does even more than ensure employees can make it to work. A solid plan means deliveries won’t be disrupted, and emergency vehicles can reach the property. Planning in advance and having all your employees informed about the winter storm plan helps avoid confusion and delays. 

Insurance Considerations

Property owners can lower their liability risks by having a thoroughly documented snow plan that includes details of actions taken during the storm, such as:

• Logged tasks
• Weather reports
• Photos with time stamps

Detailed documentation of snow and ice removal bolsters your insurance claims in the event of an accident. Think of good record-keeping as a shield against litigation. Some insurers even offer discounts for business owners who have a formal snowstorm response plan, so ask your provider for a copy of their plan.

Interview Questions for Yellowstone Landscape Branch Manager 

What are the most common risks businesses face if they don’t have a snow emergency plan?

Slip-and-fall injuries. This is a big risk for residents, staff, and guests. Head trauma is one of the worst results of such a fall. 

Have you seen examples where lack of preparation led to safety or liability issues?

Yes. Plenty of news reports mention slip-and-fall lawsuits every winter in states prone to snow or ice storms. What makes the most difference is making decisions ahead of time and having a backup staff member in charge in case the main facility manager is on vacation or if the storm has made contacting them impossible.  

How does having a documented plan help with insurance or legal matters?

Detailed documentation is a business's best defense because it shows the property owner took precautions, responded in a reasonable timeframe, and followed regulations. This makes it harder for plaintiffs to win claims, and insurance companies base everything on risk levels. If you lower your risk, you’re adding to your insurance carrier’s ability to shield you. 

Key Components of a Snow Emergency Plan

A good snow emergency plan is more than an overview. The ideal plan should have six pillars that enable it to stand up to harsh winter storms and the problems they bring. Let’s look at each of the six components of a snow and ice plan.

Of all major U.S. power outages reported from 2000 to 2023, 80% were due to weather-related events.” ~ Climate Central

Partnering with a Professional Snow & Ice Management Company

A snow and ice management plan is a serious matter for businesses. Some regions don’t have to worry about winter precipitation, or they only see light snowfall. For other regions, snow and ice add many risks and hassles to property owners and managers. 

Having a reliable and capable snow and ice management company removes much of that burden. 

Three ways that we relieve our clients’ concerns:

• Professionals use 24/7 weather monitoring so you avoid last-minute hazards from surprise winter storms. 
• Snow management providers use specialized equipment operated by trained crew members with experience on a variety of properties.
• Top providers carry proper levels of insurance that reduce your liability, and they stay up-to-date on local regulations and ADA laws.

As for choosing the right snow and ice management provider, it comes down to a few important factors.

What to Look for in a Snow Management Company

Round-the-clock service and rapid response are vital. If a provider can’t respond quickly, then your business is at risk of delays in service. This is made worse when severe winter storms strike and when storms change direction quickly. 

Another key to choosing a quality snow and ice removal provider is experience.

• Have they managed properties similar to yours?

• Does the provider have a proven track record of providing quality and timely service?

These are vital questions to ask so you can choose the right company.

“Tens of thousands of crashes occur in parking lots annually.” ~National Safety Council

Compliance

You also need a company that stays in full compliance with insurance and safety protocols. Look closely at its proof of liability and workers' compensation insurance. It’s also wise to look at the company's safety record and what kind of safety training they provide. 

Is the training documented and up to industry standards?

Finally, you want a provider that offers clear contract terms. That way, you know what to expect and what you’re paying for. Yes, your snow and ice management company should offer customizable planning, but the snow contract should have clarity on the following details.

• Service areas
• Response time
• Service triggers
• Pricing structure
• Scope of service
• What isn’t included
• Pre-treatment steps
• Damage procedures
• Communication procedures
• Pre-and post-service reports
• Materials, and whether they’re eco-friendly 

Yellowstone Landscape takes pride in its professional storm response, whether it’s a winter blast, flooding, or a hurricane. Our company believes property owners deserve a reliable provider that can add safety to a property when extreme weather strikes.

Interview Questions for Yellowstone Landscape Branch Manager

What makes Yellowstone’s snow management services stand out?

Our company invests heavily in seasonal service training from snow removal to certified arborist procedures. Teams also have access to premium equipment and weather-tracking innovations to get ahead of frozen precipitation. We’ve served in high-pressure, zero-tolerance environments like hospitals. That experience has been really valuable. 

Define zero tolerance for snow and ice management. 

Zero tolerance means snow or ice is not acceptable on a site. Removal and treatments begin as precipitation begins, not after accumulation. Zero-tolerance properties get continuous clearing and pre-treatment - a must for hospitals and 24/7 businesses.

How do you ensure fast response times during heavy storms?

Yellowstone Landscape monitors weather patterns closely year-round since weather affects each aspect of a landscape. In winter, we can pre-stage crews and equipment close to properties for faster response. Real-time communication using site maps and crew check-ins ensures high-priority zones are cleared in the right order. Back-up crew members are on standby during the heaviest winter storms. 

What should businesses ask when comparing snow and ice services?

It’s smart to ask about safety measures, training, and insurance. Also, ask the provider if they use in-house employees or subcontractors, since that might impact insurance requirements. You should also find out how fast they will respond to snowstorms and how they document the service in real-time. Verifiable references are vital too.

5-Point Snow Emergency Plan Template for Your Business

To make sure all your bases are covered, we’ve designed a simple Snow Emergency Plan you can download for free. 

It should help you feel confident that no critical part of winter storm preparation has been missed.

1. Contact Information

• Key business decision-makers (names, roles, direct phone numbers)
• On-site property manager and back-up contact
• Facility/security staff contacts
• All current staff distribution list (for alerts/texts/emails)

2. Priority Zones

• List and mark critical snow removal areas:
  • Main entrances and exits
  • ADA access routes
  • Parking lots and sidewalks
  • Loading docks and delivery zones
  • Emergency exits and stairs
  • Drainage grates, outdoor steps, fire lanes
  • Dumpster pads
  • Bus stops and shuttle pickup points

3. Emergency Vendors

• Snow and ice removal company (contract info, 24/7 phone)
• Back-up snow vendor (if primary unavailable)
• Utility company emergency lines (power, water, gas)
• Equipment repair vendors (for plows, generators)
• Fuel supply company (for generators, snow plows)

4. Communication Steps

• Who monitors the weather, and when updates go out? (assign a person/role for real-time tracking)
• Prepare message templates in advance to save time and avoid mistakes
• How is staff alerted? (text, call tree, messaging app)
• Protocol for notifying tenants or customers of closures/delays
• How property users can report hazards 
• Back-up communication methods in case of outage 
• Assign a communication coordinator for regular system testing

5. Back-up Systems

• Location and status of generators and fuel 
• Heating contingency plan (portable heaters, extra blankets)
• Keep emergency lighting (lanterns, portable LED lamps) available and charged
• Alternate entry/exit options if doors are blocked by snow
• Critical supply list: ice melt, shovels, flashlights, first aid, emergency food/water
• Off-site back-up for digital records and vital contacts

Snow and Ice Management Plan Conclusion

The worst time to think about your commercial snow removal plan is when snow is already piling up and black ice is forming on your parking lot. And recently, snowfall has set numerous records - as the table showed at the start of this article.

So, right now is the best time to be sure your business is prepared for winter storms that create hazardous conditions.

Once you know your snow and ice management plan is up to par, you can rest easier knowing you’ve reduced the risk of injury on your property. Of course, providing a safe environment for residents, visitors, and staff is the right thing to do. You’re also shielding your business from liability due to slip-and-falls, vehicle accidents, and property damage. 

The clock is ticking, and frozen precipitation always arrives sooner than we think - often sooner than meteorologists predict too. So why not prepare today? Download the Yellowstone Landscape Snow Emergency Plan Checklist and schedule a site assessment with our company today.