Storm readiness is a leadership system: clear authority, current contacts, verified vendors, accessible records, and a communication plan that works under pressure.
The largest failures during a severe-weather event often occur between teams: unclear authority, inaccessible records, vendor confusion, inconsistent updates, or damage documentation that starts too late.
Build the plan around the first hours after an alert, the first assessment after conditions allow, and the first weeks of recovery. Keep it accessible outside any single email inbox, system, or individual’s memory.
This checklist supports organization and oversight; it does not replace emergency-management direction, building inspections, engineering, insurance, legal advice, restoration expertise, or official alerts.
Florida’s official emergency resources and local authorities should guide protective action. For condominium-related mitigation program information, see the Florida Department of Financial Services’ current property insurance and condominium program updates.
Use this before a severe weather alert and revisit it after each exercise or event. Follow current official instructions for evacuation, shelter, and emergency response.
Download the CSV checklist to assign an owner, add dates, and record the evidence for your property.
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| Review area | Check | Evidence to request | Decision question |
|---|---|---|---|
| Authority | Incident lead | Named lead backup and decision limits | Who activates the property plan? |
| Authority | Escalation path | Board manager staff and emergency service contacts | Who takes over if the first contact is unavailable? |
| People | Resident needs | Opt in assistance needs and privacy controlled contact method | Who may need an accessible update? |
| People | Staff coverage | Safe staffing plan relief and check in process | Who can work without unsafe expectations? |
| Communication | Message templates | Alert closure shelter status and recovery updates | Can a clear message be sent quickly? |
| Communication | Channel backup | Email text portal notice board and phone options | What works if power or internet fails? |
| Property | Critical assets | Equipment locations shutoffs and operating instructions | What must be secured first? |
| Property | Drainage | Roof drains inlets pumps and known trouble spots | What should be inspected before heavy rain? |
| Property | Generators | Service status fuel plan and safe operating instructions | Is backup power ready for its intended load? |
| Property | Elevators | Vendor contact shutdown and restart procedure | Who controls elevator decisions? |
| Property | Document baseline | Dated photos and condition records for critical assets | What proves the pre event condition? |
| Vendors | Emergency vendors | Primary backup scope access and mobilization expectations | Who can respond if the primary vendor cannot? |
| Vendors | Insurance contacts | Policy access claims contact and documentation guidance | Who will report damage and how? |
| Continuity | Remote records | Secure access to contacts contracts and drawings | Can the team act away from the property? |
| Continuity | Payment authority | Emergency approval and expense logging process | How will urgent costs be recorded? |
| Recovery | Safe re entry | Qualified assessment and access control process | Who declares an area safe to enter? |
| Recovery | Damage log | Location date photo description owner and next action | Can each loss be followed to closure? |
| Recovery | Status cadence | Update schedule unresolved risks and decision queue | When will owners hear the next verified update? |
A plan is useful only when the named people can execute it.
Run a short tabletop exercise before the season: assume a power loss, inaccessible manager, delayed vendor, and unavailable primary messaging channel. Ask who authorizes protective work, where the current contact list lives, how staff confirm receipt, and how residents will receive the first verified update. Record failures as assigned actions and retest them.
Prepare a baseline condition set for roofs, openings, drainage, equipment, and known defects where practical. After an event, that baseline can help distinguish preexisting conditions from new damage. Confirm the emergency vendor scope and mobilization contact, then use the post-storm recovery and insurance claim documentation guides for the response phase.
