How to Prepare Your Fleet During Hurricane Season

Storms are hazardous, but being unprepared for them can have even more severe consequences . Hurricane Beryl marked an early and ominous start to the hurricane season. As future storms approach, you face the challenge of safeguarding your vehicles and drivers. Follow these seven steps to prepare for the worst-case scenario.

1. Develop a Hurricane Preparedness Plan

You need a detailed plan to navigate hurricane season. This plan will outline specific actions your team should take before, during, and after a storm. If you already have a hurricane preparedness plan, review it to see if there are any updates needed based on new information or recent experiences.

Ensure the plan includes clear communication protocols, emergency contact information, and designated responsibilities for each team member. Regularly train your staff on these procedures and conduct drills to get them prepared.

2. Fuel up your fleet ahead of time

Hurricanes can cause a run on fuel supply or disrupt the supply chain altogether, leading to shortages. Verify your vehicles have a full tank of gas along with extra fuel on hand before the storm hits.

Use a similar protocol with EVs in your fleet. Make sure your EVs are fully charged and backup generators have sufficient fuel. If you don’t have generators in-house, you can set up agreements with generator and equipment rental providers to source portable generators weeks in advance, rather than scrambling when demand peaks.

And remember to protect charging stations at your facility from flood and wind damage by firmly anchoring them to the ground and covering exposed electrical components.

3. Move vehicles that may be in harm’s way

Vehicles parked in flood-prone or low-lying areas are at significant risk during a hurricane. Relocate these vehicles to higher ground or secure, indoor locations to help protect them from flood damage.

EVs are most at risk during flooding as water not only damages batteries but can also lead to battery fire. “Water and cars, whether ICE vehicles or EVs, simply do not mix,” said Chris Foster, Director of Fleet Management Services at Holman. “It’s crucial for fleets to prioritize safety by informing drivers never to drive through flood waters. For EVs, battery fires, which can occur instantly or even weeks or months after exposure to salt water, are a serious concern. Fleet managers must also remind drivers not to start or drives any vehicle, especially an EV, that has been submerged.

4. Invest in Weather Telematics

There will be situations where your drivers find themselves in a storm’s path. In those circumstances, having weather telematics can help keep your drivers safe. The best solutions convert meteorological data to a visual roadmap that shows users weather conditions in real-time and in the near future.

“Weather-related telematics data empowers drivers and dispatchers to choose safer, more efficient routes during severe weather events like hurricanes,” said Foster. With timely forewarnings, drivers can seek shelter, prioritizing safety while taking steps to protect vehicles and reduce downtime.”

5. Ensure drivers have a basic roadside emergency kit

During severe weather events, roadside assistance services are typically overwhelmed with calls. Equipping your vehicles with a basic roadside emergency kit can be the difference between your driver remaining stranded and getting back on the road. Essential items to include are road flares or safety triangles, jumper cables, a first-aid kit, a flashlight, a can of tire inflator, a tool kit with basic items such as a screwdriver and adjustable wrench, bottled water, and a blanket.

6. Create a backup set of important vehicle items

It’s always good to have backups in case disaster strikes. Make copies of essential vehicle documents, such as registration and insurance cards, and store them in a safe place inside a plastic re-sealable bag along with a spare set of keys. Having a backup set of these items increases the likelihood that your drivers will have access to necessary documentation, even if the originals are lost or damaged during a storm.

7. Take pictures of your vehicle

You cannot guarantee your fleet will be unscathed during a hurricane, no matter how well you prepare.  Before the storm, take comprehensive photos of each vehicle’s interior and exterior to provide proof of their condition prior to any damage that may occur. These photos will come in handy when you make insurance claims.

If you suspect some vehicles have sustained flood damage after a hurricane, do not start them. Tow them to a repair facility for evaluation instead. The decision to repair flooded vehicles should be based on age and market value, but if there’s water damage in the electronic parts of a vehicle, it may be deemed a total loss.

Safety should always be a top priority, especially during hurricane season. By following these steps, you can minimize disruptions, protect your assets, and help your drivers remain safe.