Disasters are inevitable. They come on suddenly, in a variety of forms, and cause significant damage – earthquakes, floods, fires, power outages, broken pipes – and can be man-made or natural. So how can you prepare your building, your tenants, your staff, and your stakeholders for the unknown?

Calculate Risk

Your first step should be to calculate the financial risk across the entire business and prioritize your business continuity plan accordingly.

Your plan should start by first addressing the most critical components that will need to get up and running after a catastrophic event. It’s likely that communications will top that list, but what comes next may be unique to your business and building. The list must also factor in outside invested organizations and the surrounding community public service entities.

Business Crisis Management Checklist

What does a basic business crisis management checklist consist of?

Keep it Uncomplicated

• Documentation is key and should include standards, policies, flowcharts, equipment, manuals, and crisis management trees per location or business unit.
• Take a principles-based approach by using outlines
  • Identify and define a range of emergencies and how to respond to each
• Align the plan with the culture of your organization
  • Keep in mind that some individuals respond to written material, while others favor verbal or hands-on demonstrations and incorporate all of these styles into your plan

Supply Chain

• Define and identify the critical suppliers to your business and the possible problems they may have in servicing your organization.
  • What would be the impact if they could not supply you with the goods and services you need to keep your business operating?
  • Where else can you obtain what you need to effectively operate?
  • How can you make sure you will have access to the specialized machinery or facilities essential to run your business (off-site storage, systems redundancy, emergency services, etc.)?
  • Do you have systems in place to ensure that suppliers get paid no matter what?
  • What is the continuity of supplies from utility service providers (fuel, gas, electricity, water)?

Contingency Plan

• Identify the key components of your organization that are crucial to keep it running.
  • What components can be halted, relocated or delayed?
  • What data is most critical to the business and how can you protect it?
  • What back-up arrangements do you have in place for your most critical resources (IT systems, communication systems, contractors, power supply etc.)?
  • Do your employees have the ability to work remotely if necessary?
  • Who have you identified as your key staff who will keep the most critical elements of the business going?

Crisis Team Design

• Find a champion (Executive Level Leadership or Management Team) to help reinforce business continuity planning across the organization.
• Appoint an emergency team and assign roles and responsibilities.
  • The team should meet on a regular basis – not just during an emergency.
  • Together they should determine:
    • Clear cut recovery operations within defined timeframes and processes.
    • Assessment of the condition of the staff, the building, any product and/or service, and how quickly the organization can resume operations.

Communication

• Identify the stakeholders in your organization and how you can work with them to support each other in times of crisis.
  • These can include key clients, employees, the property management firm, vendors, insurance providers, community organizations, and industry/business associations.
• Consider involving the news media when the event involves potential threat to surrounding areas or physicals injuries – Appoint and train a company spokesperson who understands how to work with the media.
• Determine a method of contact and communication on and off site

Training

• Train staff in basic emergency preparedness and schedule regular training exercises
• Run practice scenarios
• Develop debriefs after incidents (real or simulated)
• Become actively involved  in community response groups

Insurance

• Check your insurance coverage to ensure that business interruption and supply chain disruption are covered
• Make sure your data is also insured

Building Crisis Management Checklist

Preventative Maintenance

• Have specialized professionals perform building inspections on a regular basis, including review of such systems as:
  • Roofs
  • Walkways
  • Parking lots and structures
  • Windows and doors
  • HVAC
  • Wiring and electrical
  • Plant machinery
  • Back up generators
  • Redundancy systems

Prepare Occupants

• If they need to evacuate the building, make sure they know:
  • How much time they will likely have,
  • What they should (and should not) take with them,
  • What the preferred emergency exit route is,
  • Where they should go once they have left the building,
  • Who will be directing them (fire officials, police, company-appointed individuals),
  • What plans are in place for their return

• If they cannot safely evacuate, make sure they know the following:
  • Where all medications and first aid materials are located (should be placed in waterproof bags and kept in a low-humidity, cool location),
  • Where emergency supplies can be found.

Identify an Emergency Shelter

An emergency shelter should be designated and/or designed either in a lower level of the building or off premises (in the case of a catastrophic disaster).

• Make sure it:
  • Is easily accessible for all building occupants,
  • Contains all supplies as recommended by FEMA and The Red Cross,
  • Has a communication system setup,
  • Serves as a place for the community and the media to gather.

Crisis Management

The good news is that business owners and property operators don’t need to navigate disaster preparedness or recovery alone. Your commercial property management team should be a key participant in the planning and – when needed – execution of your successful crisis management strategy.

Meissner Jacquét Commercial Real Estate Services, a San Diego-based commercial property management company, employs crisis and risk management techniques to ensure that our clients and their commercial real estate assets are protected. Tim Meissner states that, “Each property management team verifies that all tenants, vendors and contractors are appropriately insured in accordance with the property business plan.  In addition, Meissner Jacquét maintains appropriate levels of corporate liability insurance and employee insurance.”

When a disaster occurs, ensure you are not found unprepared to respond to basic emergencies and – in the worst case – crippling catastrophes. Your business and your property simply cannot afford it.

Sources:

• Meissner Jacquét Commercial Real Estate Services
• FEMA
• Be Prepared California
• SBA
• Red Cross

California is currently in a pervasive, 4-year long drought. The historically low precipitation affecting the state and the dire predictions are now the new normal.

The state’s plumbing structure relies heavily on runoff from the Sierra’s snow, and this year that crucial snowpack is only 5% of its normal rate. This past winter was the driest winter on California record – EVER.

On April 1, California’s Governor, Jerry Brown, announced a mandatory 25% reduction in water use, going into effect July 2015. Potentially alleviating measures are in the works – from the $35 billion that passed the House to mitigate California’s situation, to the numerous desalination projects in discussion, to the entrepreneur  who is putting a plan in place to deliver 10 million gallons of Alaskan water to a buyer in California.

More locally, the San Diego County Water Authority (SDCWA) is focused on stabilizing the constancy of the region’s water supply and distributing those supplies in a cost effective and environmentally responsive manner. A statement from SDCWA’s website, “ To maximize the reliability of the region’s water supply, the Water Authority is executing a long-term strategy to diversify the region’s supply sources, make major investments in the region’s water delivery and storage system, and improve water-use efficiency.”

But the measures that may hold the most water for the commercial real estate market is the commitment by all leaders in California government and water organizations to adopt an intensive water conservation program that incorporates not just an across-the-board awareness and restrictions enforcement, but also includes rebates and incentives.

What’s Available in the Rebate/Incentives Pipeline

• City of San Diego

Grass Replacement and Micro-Irrigation Rebate Programs for commercial landscaping were opened up to businesses a few months ago and had an overwhelming response. More than 350 residents and businesses will receive rebates to replace more than 500,000 square feet of turf. While the funds have been depleted for these programs, the City will once again start accepting applications on July 1, 2015.

Offer Details:

• San Diego County Water Authority

The 20-Gallon Challenge offers free landscape surveys and has rebates for weather-based irrigation controllers (from $230), synthetic turf (50 cents per sq. ft.), and rotating nozzles (up to $4 each).

• SoCal Water$mart

SoCal Water$mart offers rebates for weather-based irrigation controllers (from $80 per controller for an acre or less; $25 per irrigation station for larger sites), rotating sprinkler nozzles (from $4 per nozzle), and synthetic turf (from 30 cents per sq. ft.), high-efficiency toilets, washers, WBICs (Smart Controllers), grass replacement, rotating sprinkler nozzles, rain barrels and other devices.

• California American Water

California American Water provides water surveys for their CII and Large Landscape customers at no cost. The organization’s website states, “The surveys are for businesses, institutional facilities, or non-residential customers with dedicated irrigation or mixed-use meters to improve water use efficiency. A certified conservation expert will find water and money saving opportunities by evaluating the property’s current water operating equipment and recommending high efficiency water and energy saving equipment where applicable.”

In addition, California American Water lists these commercial products that qualify for a rebate:

• High Efficiency Toilets – (Toilets must be water-sense certified to qualify)
  • $50/multifamily toilet
  • $100/Commercial Toilet
• High Efficiency Toilet Flushometer
  • $100
• High Efficiency  Clothes Washers
  • $250
• High Efficiency Urinal
  • $200
• Weather-based Irrigation Controller
  • $25/station
• Pop-up Spray Heads or Rotating Nozzles
  • $4/nozzle (Minimum of 15)
  • $13/set Large Rotary Nozzles (Minimum of 8)
• Turf Rebates
  • $1.50/per square foot (synthetic turf does not qualify)
• Connectionless Food Steamers
  • $485/compartment
• Air-cooled Ice Machines
  • $1,000
• Cooling Tower Connectivity Controllers
  • $625
• Cooling Tower pH Controllers
  • $1750
• Dry Vacuum Pumps
  • $125/0.5 HP; maximum of 2HP
• Laminar Flow Restrictor
  • $10
• In-Stem Flow Regulator
  • $1/each; minimum qty is 25 regulators
• Soil Moisture Sensor System
  • $25/sensor
• Plumbing Flow Control Valves
  • $5/valve; minimum of 20
• Pool Cover
  • Manual $50
  • Mechanical $200

All of these offers require applications and/or registration – be sure to reach out to the organizations directly to get more information.

Go with the Flow

How does this affect commercial property owners and operators?

Meissner Jacquet Commercial Real Estate Services, a San Diego-based company, participates with NAIOP and BOMA, two leading commercial real estate organizations, to further their efforts in educating and spreading awareness of water reduction to clients, tenants, vendors and employees.

Jerry Jacquet, a Principal at Meissner Jacquét, says that, “the commercial real estate industry plays a key role in adopting and encouraging a water conservation culture amongst property owners and occupiers.  By following the path set by authorities and experts and taking advantage of available rebates and incentives, seemingly costly water-use reduction improvements performed proactively can positively affect the future bottom line.” Plus, it will showcase a commitment and dedication to environmental best practices.

Sources :

• Meissner Jacquet Commercial Real Estate Services
• Water Education Foundation
• The San Diego Water Authority
• City of San Diego
• California American Water
• Metropolitan Water District of Southern California
• World Economic Forum

Ah! Spring has sprung!

Spending time outside during changing seasons has a surprisingly strong influence over our general mood and energy level. But most of us spend about 75% of our day, 5 days a week indoors – – – working.

What effect does our workspace environment have on our physical and mental well-being?

Due to tighter regulations and standards, the days of unsafe, unhealthy and unregulated workplaces are gone. But standard operating procedures, equipment updates, and mandates are still crucial in keeping workers healthy.

Two regulations in California aim to assist in disclosing new mandates regarding energy use.

California AB 1103

California AB 1103, a Nonresidential Building Energy Use Disclosure Program, mandates that a building’s energy use data and previous year ENERGY STAR rating (as determined by the state board) be disclosed to prospective buyers, lessees and financial lenders prior to the sale, lease, or financing of an entire building.

This regulation came into effect in January 2014 for buildings with a total gross floor area measuring over 10,000 square feet, and will be (as of July 2016) necessary for all buildings with a total gross area of over 5,000 square feet, to be compliant with all stated energy regulations and environmental standards.

Title 24

Also in July of 2014, updated 2013 Standards for Title 24, California’s Building Energy Efficiency Standards for Residential and Nonresidential Buildings, went into effect to reduce California’s energy consumption by incorporating new energy efficiency technologies and methods.

Per ALTA Environmental, with few exceptions, all nonresidential buildings must integrate “manual light dimming and on/off controls, tuning, automatic daylighting (photosensor), and demand response controls in buildings over 10,000 square feet. Use-specific occupant sensing controls are required for a variety of different occupancy use cases. In particular, during a renovation project, existing buildings must meet the new Title 24 Lighting Standards when the project affects at least 10% of existing lighting fixtures, or at least 40 fixtures are modified-in-place.”

What Else Can Germinate Workplace Wellbeing?

In addition to adhering to energy efficiency standards, the goal of many workspace designers is to remove distracting elements from the workplace. By keeping the ambient temperature at predictable, steady levels and controlling lighting, workers are more productive and energy use is more efficient.

But what key component is missing in a majority of workspaces? The answer is natural light. Natural light has been shown to increase happiness and thereby, should positively affect productivity levels.

Bringing in the Green

In addition to natural light, fresh research says that indoor plants benefit workspaces, and people. Natural, living greenery plays a critical role in providing a pleasing, peaceful and rewarding environment.

Studies indicate that live indoor plants:

• Enhance indoor air quality
• Reduce sick building syndrome
• Contribute to overall well-being
• Can boost performance, productivity and creativity
• May decrease stress and temper negative feelings
• Can mitigate noise
• Enliven your business’s appearance

The Norwegian State Oil Company shared the findings of a key study they conducted to exam the effect indoor plants had on the general health of a group of office workers. A quote from the study states, “Data from about 12 different symptoms were collected, including fatigue, headache, dry facial skin and dry skin on the hands, coughing, and eye irritation. After this time, half of the group was provided with a selection of common interior plants and half had none. Over three months, considerably fewer health problems were reported by those people with plants. Fatigue and headache fell by 30% and 20% respectively, hoarseness and a dry throat fell by around 30%, coughing by around 40% and dry facial skin fell by around 25%.”

Plants can also be effective at reducing office noise levels. If the types of plants and their specific location in the workplace are chosen carefully, they can act as sound buffers.

Besides reducing noise and increasing health, indoor plants can improve your business’s perceived personality too. Companies – especially those that have clients who visit often – should invest in a green plant program. Placing plants in the entry areas, offices, meeting rooms and other public spaces gives the office a welcoming, comfortable, and caring appearance.

Pushing Out the Noise

We’ve talked about the calming, cleansing benefit of plants and how they can minimize noise. But plants are hard pressed to stifle the grating, unharmonious noises that can shatter the concentration of workers and cause them real long-term harm – especially in warehouse and production environs.

The Centers for Disease Control and Prevention (CDC) tells us that, “Occupational hearing loss is one of the most common work-related illnesses in the United States. Approximately 22 million U.S. workers are exposed to hazardous noise levels at work, and an additional 9 million are exposed to ototoxic chemicals. An estimated $242 million is spent annually on worker’s compensation for hearing loss disability.”

NIOSH recommends, “… removing hazardous noise from the workplace whenever possible and using hearing protectors in those situations where dangerous noise exposures have not yet been controlled or eliminated.”

Since 2004, the Bureau of Labor Statistics (BLS) has reported that over 125,000 employees have suffered substantial, irreversible hearing loss. The BLS notes that neither surgery nor a hearing aid can help correct this type of hearing loss. Even experiencing short-term, loud noises can bring on a temporary change in hearing or a ringing in your ears (tinnitus). These effects may go away after you leave the raucous area. However, if you work in that type of atmosphere every day the damage may be debilitating.

Jarring noise can also be unsettling mentally. It adds to stress, breaks concentration (which can cause a safety hazard in itself) and interferes with needed communication. Accidents increase and employee discomfort leads not only to health issues, but also to high employee attrition rates.

Warning signs that your workplace may be too noisy:

• You hear ringing or humming in your ears when you leave your workspace.
• You have to shout to be heard by a coworker a short distance away.
• You encounter temporary hearing loss at your workspace.

So how loud is too loud – legally?

According to the standards set by OSHA, “Legal limits on noise exposure in the workplace are based on a worker’s time weighted average over an 8 hour day. With noise, OSHA’s permissible exposure limit (PEL) is 90 dBA for all workers for an 8 hour day. The OSHA standard uses a 5 dBA exchange rate. This means that when the noise level is increased by 5 dBA, the amount of time a person can be exposed to a certain noise level to receive the same dose is cut in half.”

Ensure Employee Safety and Satisfaction

Maintaining compliance with state and local laws and regulations, ensuring building safety and employee comfort, and staying informed of the latest technology trends to ensure profitability can be a full time job for any property owner. Meissner Jacquét Commercial Real Estate Services, a San Diego-based commercial real estate management firm, employs energy management and sustainability practices in its service offerings to clients to address these issues.

Energy conservation and efficiency efforts help reduce property owners’ operating expenses, improve tenant retention by increasing tenant comfort and productivity, and increase asset value. Jerry Jacquet, a Principal at Meissner Jacquét, says that “our property managers identify all sustainable opportunities in order to position our clients’ assets so that they remain competitive in the marketplace, while meeting ownerships’ sustainability goals.”

Entrusting your real estate asset to a qualified, professional commercial property manager will not only keep your building up to standards, but will positively affect your bottom line.

Sources:

Meissner Jacquét Commercial Real Estate Services
Alta Environmental
Green Plants for Green Buildings
First Choice Hearing