A hurricane does not have to make landfall at your property to interrupt operations. Wind, flooding, power outages, and access restrictions can affect an office building and its tenants.

A practical hurricane preparedness plan identifies who makes decisions, what needs to happen before conditions deteriorate, and how the building will be evaluated before reopening.

1. Understand the Property’s Risks

Review exposure to wind, storm surge, rainfall flooding, power loss, and interruptions to nearby roads and services.

• Check the property’s evacuation zone through Florida’s official preparedness maps.
• Review flood risk separately. Flood zones and evacuation zones serve different purposes.
• Identify vulnerable roofs, openings, drainage areas, outdoor equipment, and utility connections.
• Plan for power outages whether utility lines are overhead or underground.
• Review National Weather Service watch and warning definitions.

For Hillsborough County properties, use the county’s hurricane preparedness resources and official alerts. Follow local evacuation orders and emergency instructions.

2. Assign Responsibilities and Decision Points

Identify the owner, property manager, tenant contacts, contractors, and backup decision-makers. Put their contact information somewhere accessible if building systems or internet service are unavailable.

• Define what activates each stage of the plan.
• Assign building preparation and tenant notification duties.
• Set procedures for closing the property and restricting access.
• Establish backup communication methods.
• Identify who can authorize emergency spending and repairs.

Allow enough time for preparation crews and tenants to leave safely. Do not wait until dangerous weather arrives to begin securing the property.

3. Complete Building Maintenance Before a Storm Threat

Use qualified contractors to inspect and address building conditions before hurricane season.

• Inspect roofs, flashing, drains, gutters, and known leak locations.
• Test shutters and maintain them according to the manufacturer’s instructions.
• Locate shutter keys, locks, pins, and installation hardware.
• Evaluate appropriate opening protection with a qualified contractor. No window should be described as hurricane-proof.
• Review trees and landscaping and remove maintenance debris promptly.
• Check rooftop equipment, antennas, signs, fencing, and other exposed components.

4. Prepare a Final Securing Checklist

Identify tasks that can be completed safely before closure, including securing outdoor furniture, waste containers, signs, and loose materials.

Have appropriate professionals evaluate flood barriers and vulnerable entrances. Sandbags and temporary barriers have limitations and do not make a building floodproof.

Coordinate equipment shutdowns with tenants and contractors. Do not indiscriminately disconnect life-safety systems, security equipment, refrigeration, medical equipment, or other systems that require continuity or a specific shutdown procedure.

Photograph the building, equipment, and completed preparations before the storm when it is safe to do so.

5. Protect Records and Review Insurance

Keep secure backups of leases, insurance policies, building plans, vendor agreements, equipment records, financial documents, and emergency contacts. Maintain an accessible off-site copy of essential information.

Protect physical records in suitable storage. Medical tenants should maintain their own procedures for patient information and other regulated records.

Review insurance with your agent before a storm approaches. Ask specifically about windstorm coverage, hurricane deductibles, flood coverage, loss of rental income, business interruption, exclusions, and claim-reporting requirements.

Florida’s commercial property insurance guidance explains why the actual policy terms matter. Do not assume every type of storm damage or interruption is covered.

6. Coordinate With Tenants

Provide written instructions covering preparation deadlines, closure decisions, access restrictions, emergency contacts, and reopening updates.

Encourage each tenant to maintain a business continuity plan. Their arrangements may include remote work, alternate locations, data backups, vendor contacts, and procedures for employees, customers, or patients.

For medical tenants, coordinate building arrangements with their plans for essential equipment, temperature-sensitive supplies, and patient communications.

7. Plan for Power Loss

If backup power is appropriate, have qualified professionals evaluate the equipment, capacity, installation, fuel arrangements, testing, and maintenance.

Portable generators create carbon monoxide and electrical hazards. Follow manufacturer instructions and CDC generator safety guidance: operate them outdoors, at least 20 feet from doors, windows, and vents. Never operate them inside a building, garage, or other enclosed area.

Have a qualified electrician arrange any connection to building wiring. Do not improvise a connection or backfeed the electrical system.

8. Establish a Safe Reopening Process

Do not reopen simply because the storm has passed or electricity has returned. Follow official access restrictions and have appropriate professionals assess damage and building systems.

• Check structural conditions, electrical hazards, water intrusion, and essential systems.
• Keep people away from floodwater, damaged equipment, and downed power lines.
• Document damage when safe and notify the insurer promptly.
• Arrange necessary inspections, temporary protection, and repairs.
• Give tenants clear updates on access, remaining restrictions, and repair schedules.
• Review tenant needs if the building cannot reopen promptly.

9. Review and Practice the Plan

Update contacts and responsibilities before each hurricane season and whenever tenants, vendors, or building systems change. Walk through the plan with the people responsible for carrying it out.

My recommendation is to keep a short action checklist alongside the full plan. Each task should have a responsible person, a deadline, and a way to confirm completion.

If you own an office or medical office property in Hillsborough, Pinellas, or Pasco County, contact John Milsaps to discuss your property’s leasing and ownership plans. Your property manager, emergency officials, insurer, and qualified contractors should guide the building’s technical storm preparations and reopening decisions.