Winter storms have a way of turning “normal operations” into a real-time stress test. One minute you’re answering emails and serving customers, the next the lights flicker, the heat cuts out, and your staff is asking whether it’s safe to stay. If your business loses power during a winter storm, the best outcomes usually come from two things: clear priorities and a plan that’s already been thought through.
This guide walks through what to do in the first minutes of an outage, how to protect employees and customers, how to prevent property damage (especially from ice), and how to get back to business without creating new risks. It’s written for owners, managers, and operations leads who need practical steps—not theory—especially when the weather is getting worse by the hour.
Even if you’re reading this on a calm day, it’s worth treating it like a playbook. Power outages during winter storms don’t just interrupt work; they can trigger frozen pipes, security gaps, spoiled inventory, slip-and-fall hazards, and days of downtime. Planning now is far cheaper than reacting later.
The first 15 minutes: stabilize people, then stabilize the building
The moment the power goes out, your biggest job is to reduce uncertainty. People get anxious when systems stop working—lights, internet, phones, payment terminals, HVAC. A calm, quick response keeps small problems from turning into emergencies.
Start by assigning one person to lead the response (even if it’s you) and one person to communicate. If you have multiple locations, each site needs its own point person. When everyone knows who’s in charge and how updates will be shared, you avoid confusion and duplicated effort.
Account for everyone and set a safety perimeter
Do a quick headcount of employees and any customers or vendors on-site. If your building is busy—retail, restaurant, clinic, warehouse—make sure no one is stuck in elevators, restrooms with no emergency lighting, or back rooms where they might not realize the power is out.
Then set a “safe zone” inside the building where people can gather while you assess the situation. Pick an area with natural light if possible, away from windows that could be affected by wind-driven debris or sudden temperature swings. If your emergency lighting is limited, consolidate people rather than leaving them scattered across dark areas.
Finally, restrict access to hazards: loading docks, stairwells, equipment rooms, and any area where machinery could restart unexpectedly when power returns. Post someone near the main entrance if you’re open to the public so you can manage walk-ins and prevent people from slipping on icy entryways.
Confirm the scope of the outage and start a timer
Determine whether the outage is limited to your building (tripped breaker, internal electrical issue) or neighborhood-wide (utility outage). If you have access to a utility outage map via mobile data, check it. If not, call your utility provider and log the time of the outage and any reference numbers.
Start a simple outage log: time power went out, current indoor temperature, which systems are down, and what actions you take. This sounds tedious, but it becomes invaluable later for insurance claims, vendor coordination, and post-incident reviews.
If you have a generator, this is also when you confirm whether it started automatically, what loads it’s carrying, and how much fuel you have. If you don’t have a generator, the “timer” matters because many decisions hinge on how long you can safely stay open, keep inventory viable, or prevent pipes from freezing.
Decide whether to close, go limited-service, or shelter in place
Not every business needs to shut down immediately when the power goes out. But not every business can safely continue either. The right call depends on your type of operation, how severe the storm is, and what risks you’re taking on by staying open.
Make the decision using a simple framework: life safety first, then property protection, then business continuity. If you reverse that order—trying to “stay open at all costs”—you usually pay for it later.
Life safety factors that should drive the decision
If your building relies on powered systems for safe occupancy—emergency lighting, fire alarm panels, powered exits, ventilation for fumes, medical equipment, or temperature control for vulnerable populations—assume you need to close or relocate unless backup systems are fully functional.
Also consider the outside environment. If sidewalks and parking lots are icing over, your risk of slip-and-fall incidents rises fast. Even if your interior is safe, your entrance may not be. When the storm is actively dropping snow or freezing rain, the safest choice is often to close early rather than wait for conditions to become unmanageable.
Finally, think about your employees’ ability to get home safely. If public transit is disrupted or roads are deteriorating, it can be better to release staff sooner. A “we’ll wait and see” approach can trap people at your site for hours.
Limited-service mode: what it can look like
Some businesses can operate in a reduced way: cash-only transactions, limited menu, appointment rescheduling, or warehouse receiving paused while admin tasks continue. If you go limited-service, set a clear list of what you will and won’t do, and communicate it to staff so customers get consistent answers.
Be careful with improvised solutions. For example, using candles for light is a fire hazard, and using propane heaters indoors can create carbon monoxide risk. If you can’t keep the environment safe and professional, it’s usually better to close and focus on protecting the building.
If you do stay open, assign someone to continuously monitor conditions: indoor temperature, emergency lighting, ice accumulation at entrances, and any signs of water intrusion. Limited-service only works if you’re actively managing risk, not just “hoping the power comes back.”
Keep communication clear when phones, internet, and systems are down
Power outages often knock out more than lights. VoIP phones go down, routers shut off, and even cell networks can get congested during major storms. Customers still need information, and your staff needs direction—so redundancy matters.
Think of communication in layers: internal coordination, customer updates, and vendor/landlord/utility coordination. Each layer needs at least two ways to connect.
Internal messaging: avoid the rumor mill
If your internal tools depend on Wi-Fi, switch to SMS group texts or a messaging app that works on cellular data. Keep messages short and operational: who is doing what, who is leaving, who is staying, and what time the next update will come.
Set a check-in cadence. For example: “Update every 30 minutes until power returns.” That reduces constant one-off questions and helps everyone feel informed.
If you have staff working remotely, tell them whether to continue working, shift tasks, or pause. Remote employees can also help by monitoring outage updates, contacting customers, or coordinating rescheduling—if you give them a clear assignment.
Customer updates without overpromising
Post a simple status update on your website and social channels if you can. If you can’t access your website, use social media, Google Business Profile updates, or a recorded message on a battery-backed phone line (if available). Keep it factual: you’re experiencing a power outage, whether you’re open, and when you’ll provide the next update.
If you take appointments, prioritize outreach to the next few hours of customers. A short message like “We’re currently without power due to the storm. Please do not travel until we confirm we’re operational. Next update at 2:00 PM.” prevents wasted trips and keeps people safer.
Resist the urge to guess restoration times. Utilities often provide estimates that change. It’s better to say “We’ll update at X time” than “We’ll be back in an hour” and miss it.
Protect inventory, equipment, and data before the temperature drops
When power goes out in winter, the building starts cooling and refrigeration systems stop. That can mean spoiled food, damaged electronics, and frozen plumbing. The key is to prioritize what fails fastest and what costs the most to replace.
Create a quick triage list: refrigerated/frozen inventory, temperature-sensitive products, critical servers/network gear, and any equipment that could be damaged by sudden restart or power surge.
Cold chain basics for food and medical inventory
Keep refrigerator and freezer doors closed as much as possible. Every time a door opens, you lose precious cold air. Assign one person to manage access so staff aren’t repeatedly checking “just to see.”
If you have temperature logs or digital sensors, record readings at intervals. If you end up filing an insurance claim or dealing with compliance requirements, documentation matters.
If you operate in food service or healthcare, know your discard thresholds and local regulations. When in doubt, safety beats salvage. A single incident of foodborne illness or compromised medical product can do far more damage than a day’s worth of inventory loss.
Protect electronics and prevent surge damage
If you have time and it’s safe, shut down sensitive electronics properly: servers, POS systems, lab equipment, and specialized machinery. Sudden restoration can cause surges or brownouts that damage components.
Use battery backups (UPS) where you have them, but don’t assume they’ll last long. Their main value during an outage is giving you time to shut down cleanly and preserve data.
If you rely heavily on digital operations, consider a post-outage checklist: verify backups ran, confirm key systems boot correctly, and check for corrupted files. A winter outage can turn into a weeks-long headache if it triggers data loss you don’t discover until later.
Prevent frozen pipes, water damage, and indoor air problems
Frozen pipes are one of the most expensive and disruptive outcomes of a winter power outage. The worst part is that the damage often shows up after power returns—when pipes thaw and leak or burst. Prevention is much cheaper than cleanup.
Even if you plan to close, you still need a building-protection plan. The storm may last longer than you expect, and emergency services may be stretched thin.
Keep heat where it matters and isolate vulnerable zones
If you have any heat source still running (generator-backed HVAC, gas heat with powered ignition, or limited space heating that is safe and approved), focus on areas with plumbing: restrooms, kitchens, mechanical rooms, and exterior walls where pipes run.
Close doors to unused sections of the building to reduce the volume you’re trying to keep warm. Use towels or draft blockers at the bottom of doors if needed. Small measures can slow heat loss significantly.
If you have a facilities team, have them identify the most vulnerable pipes ahead of time: near loading docks, in uninsulated soffits, or along exterior walls. During an outage, those become priority check points.
Water shutoff strategy: know when to use it
Know where your main water shutoff is and who is authorized to use it. In some situations—especially if you’re leaving the building unattended for an extended period—shutting off water can prevent catastrophic flooding if a pipe bursts.
That said, shutting off water can affect fire suppression systems in some buildings, so coordinate with your building engineer/landlord and understand your setup. If you’re unsure, consult your facilities vendor during calm weather and document the correct procedure.
If you do shut off water, communicate it clearly to staff and post signage. Also, plan for how you’ll safely restore water later (slowly, with checks for leaks) once temperatures stabilize.
Manage exterior hazards: ice, snow, and the liability that comes with them
When the power is out, your exterior risks often go up. Without lighting, people can’t see slick spots. Without heated mats or powered drainage, meltwater can refreeze. And during a storm, conditions can change faster than your team can react.
Exterior safety isn’t just about comfort—it’s about preventing injuries and keeping emergency access open. A single slip-and-fall can lead to claims, lost time, and reputational damage.
Keep entrances, exits, and fire lanes functional
Start with the basics: your main entrance, accessible routes, emergency exits, and any fire lanes or hydrant access points. If you have limited manpower, focus there first.
Use barricades or cones to redirect foot traffic away from known icy zones. If you can’t safely maintain an entrance, close it and clearly mark an alternate route. It’s better to have one well-managed path than three risky ones.
If the storm is producing freezing rain, be realistic: de-icing becomes a continuous process. That’s when having a reliable service partner and a documented plan makes a big difference.
Why proactive ice control matters during outages
Ice doesn’t wait for your power to return. In fact, outages can make ice worse because you lose lighting, cameras, and sometimes the ability to monitor conditions in real time. If you operate in a region where ice events are common, proactive planning for de-icing is part of business continuity.
For businesses with multi-site operations or high-traffic properties, partnering with a team experienced in Denver ice abatement can help you keep walkways and lots safer during the exact moments when your internal team is stretched thin.
Even if you handle de-icing in-house, make sure you have enough product on hand, that it’s stored properly (dry, accessible), and that staff know application rates. Over-applying can damage concrete and landscaping; under-applying leaves you exposed to injuries.
Generators and backup power: use them wisely (and safely)
If you have backup power, it can be a lifesaver—but only if it’s sized correctly, maintained, and operated safely. Many businesses discover during the first real outage that their generator plan is more “wish list” than reality.
Think of backup power as a way to support critical functions, not to run everything as normal. You’ll get better results by deciding in advance what truly matters.
Prioritize critical loads instead of trying to power the whole building
Critical loads usually include: emergency lighting, fire/safety systems, minimal heat to protect plumbing, refrigeration (if applicable), and essential network equipment. For some businesses, it may also include security systems and a single POS terminal.
Write down your priority list and label the circuits if possible. During an outage, you don’t want to guess which breaker feeds the server closet or which outlet is on generator power.
If your generator can’t support refrigeration and heat at the same time, decide which is more important based on your business type and the expected outage duration. A restaurant may prioritize refrigeration; an office building may prioritize heat to prevent pipe damage.
Ventilation, fueling, and carbon monoxide risk
Portable generators must never be used indoors or near doors, windows, or vents. Carbon monoxide is odorless and can become deadly quickly—especially when buildings are sealed up against the cold.
For permanently installed generators, confirm exhaust paths are clear of snow and that intake vents aren’t blocked. Heavy snowfall can choke airflow and cause overheating or dangerous exhaust buildup.
Fuel planning matters too. If roads are bad, fuel deliveries may be delayed. Track your run time, conserve where possible, and avoid running nonessential loads just because you can.
Security and access control when systems go dark
Power outages can create security gaps: alarm systems may switch to battery, electronic locks may fail open or fail closed, cameras may stop recording, and exterior lighting may go out. During storms, response times from security vendors or police can be slower, so prevention matters.
Your goal is to maintain controlled access and protect assets without putting employees at risk.
Control entry points and protect cash, inventory, and sensitive areas
If you’re closing, lock down to a minimal number of entrances. If you have customers inside, guide them out safely and ensure doors latch properly—some doors behave differently without powered closers or magnetic locks.
Move high-value items away from windows and unsecured areas. For retailers, that might mean electronics or small high-theft items; for offices, it might mean laptops and confidential files.
If you handle cash, reconcile what you can and secure it in a safe. If your safe is electronically controlled, make sure you know the manual override process ahead of time.
Battery backups and manual procedures
Check the battery status on alarm panels and network video recorders if you can access them. Many systems will run for a limited time, but only if their batteries are healthy.
Have a manual sign-in/out procedure ready if electronic access control is down. A simple clipboard log can prevent confusion about who is in the building—especially if you’re rotating a small team for monitoring.
After power returns, verify your security systems reconnect properly. It’s common for cameras to come back online but stop recording, or for time stamps to be wrong, which can matter if an incident occurs later.
Staffing decisions: fairness, safety, and clarity
Winter outages put managers in a tough spot: you want to support customers and protect the business, but you also have a duty of care to employees. The best approach is to make staffing decisions consistent and transparent.
Before the next storm, define your “minimum staffing” plan and what roles are essential on-site versus remote.
Send people home early when conditions are deteriorating
If the forecast is worsening and power restoration is uncertain, letting staff leave early can be the safest choice. It reduces the chance they’ll be driving in whiteout conditions or stuck overnight.
Be mindful of employees who rely on public transit or who have long commutes. They may need more lead time to get home safely. A one-size-fits-all release time can unintentionally put some team members at greater risk.
If you need a small team to stay, ask for volunteers first when possible, and rotate responsibilities so the same people aren’t always the ones carrying the burden during storms.
Pay, policies, and expectations during outages
Confusion about pay can create resentment fast. If you have a policy for weather closures, review it with staff before storm season. If you don’t, consider drafting one that addresses hourly vs. salaried employees, reporting time, and remote work expectations.
Also clarify what counts as “work” during an outage. If employees are answering customer messages from home, coordinating reschedules, or monitoring systems, that’s work—and should be treated as such.
When you communicate decisions, keep it simple: what’s happening, what you need from them, and what to expect next. That clarity reduces anxiety and helps everyone focus on safety.
Coordination with landlords, property managers, and neighboring businesses
If you lease your space, your options may depend on the building’s infrastructure and the landlord’s response plan. Even if you own the building, you may share a parking lot, access road, or utilities with other tenants or neighboring businesses.
Coordination can prevent duplicated effort and conflicting decisions—like one tenant salting while another is plowing slush into the same walkway.
Know who controls what in your building
Clarify in advance who is responsible for: exterior snow/ice, interior common areas, generator maintenance (if shared), and emergency repairs. During an outage is not the time to argue about what’s in the lease.
Keep a contact sheet with after-hours numbers for property management, maintenance vendors, and utility providers. Store it both digitally and on paper, because your internet may be down.
If you’re in a multi-tenant building, ask whether there’s a shared emergency plan—where people shelter, how announcements happen, and who decides when the building is closed.
Shared exterior areas: keep them safe and passable
Parking lots and sidewalks that serve multiple businesses can become a mess quickly. If no one takes ownership, customers and employees are the ones who pay the price.
Consider coordinating service timing with neighbors so plows and de-icing crews can work efficiently. It’s also helpful to align on where snow piles will go so they don’t block visibility or refreeze into ice berms near entrances.
If you’re creating a winter plan for the first time, it helps to work with professionals who can help you prepare for winter storms by mapping risks, prioritizing areas, and setting service triggers based on weather conditions.
When the power comes back: don’t rush the restart
The return of power feels like the finish line, but it’s really the start of a new phase. Systems can reboot in the wrong order, pipes can start leaking, and equipment can fail under load. A careful restart prevents secondary damage.
Use a checklist and assign responsibilities so you’re not trying to do everything at once.
Walk the building before resuming normal operations
Check for water leaks, especially in ceilings, near exterior walls, and around restrooms and kitchens. Look for signs of frozen pipe damage: bulging pipe sections, water stains, or puddles near baseboards.
Confirm that fire alarm panels, emergency lighting, and exit signs are functional. If any life safety systems are in trouble, pause reopening and contact your service provider.
Inspect entrances and walkways again. Melting snow can refreeze as temperatures drop, and the “after the storm” period is when many slips happen because people assume the danger is over.
Bring equipment online in stages
Turn on critical systems first, then less essential loads. This reduces strain and helps you spot issues early. For example, start HVAC and verify it’s heating properly before powering up nonessential equipment.
For refrigeration, confirm temperatures are returning to safe ranges and that compressors sound normal. If you suspect product temperatures exceeded safe limits, follow your discard policy.
For IT systems, confirm network stability, restore any downed services, and check for failed backups or corrupted files. If your POS system was down, reconcile transactions carefully to avoid accounting errors.
Keeping the outside presentable when staffing is tight
During and after storms, you may be operating with fewer people—either because staff couldn’t travel or because you chose to close early. But customers still judge your business by what they see first: the entrance, the walkway, the parking area, and the general cleanliness.
That’s where small operational support roles can make a big impact, especially when your core team is focused on customers or recovery tasks.
High-visibility touchpoints that reduce complaints and accidents
Prioritize clearing and monitoring the path from parking to the door, the immediate entry area (where water and slush collect), and any accessible ramps. These areas do the most to prevent falls and keep traffic flowing.
Inside the door, place absorbent mats and wet floor signage. Even if the power is back, the storm will keep tracking moisture in for hours. Assign someone to check mats and replace them if they become saturated.
Trash, windblown debris, and salt residue can make your property look neglected fast. A quick reset of these details can signal that you’re open, safe, and in control.
Extra hands for exterior upkeep
If your team is stretched thin, consider support that focuses on the outside: monitoring entrances, swapping mats, emptying exterior bins, and keeping walkways tidy between plow or de-icing visits.
Businesses that need reliable coverage during harsh weather sometimes use an exterior porter in Colorado to keep high-traffic areas cleaner and safer when internal staffing is limited.
This kind of role doesn’t replace snow removal or de-icing crews—it complements them by handling the constant “little things” that add up during winter: slush buildup, salt tracking, and the ongoing maintenance that keeps your site welcoming.
Build a power-outage playbook before the next storm hits
The businesses that handle winter outages best aren’t necessarily the ones with the biggest budgets. They’re the ones with a clear plan, defined roles, and supplies staged ahead of time. A simple playbook reduces panic and helps your team act quickly.
If you only do one thing after reading this, create a one-page checklist that covers the first hour of an outage and who is responsible for each step.
Supplies and tools that make outages easier
Keep a dedicated outage kit: flashlights or headlamps, spare batteries, a battery-powered lantern, basic first aid, thermal blankets, and a battery bank for charging phones. If your building is large, store kits in more than one location.
For operations, include: printed contact lists, paper forms for manual sales or sign-ins, a clipboard, permanent markers, caution tape, and a few traffic cones. These low-tech items become extremely valuable when systems are down.
For winter-specific needs, stock de-icer, shovels, and absorbent materials for entryways. If you use a specific de-icing product, make sure you have enough to last through a multi-day event, not just one storm.
Training and drills that actually help
Run a short tabletop exercise with your team once a year: “Power is out, storm is worsening, customers are inside—what do we do?” Keep it practical and focus on decision points: close vs. limited-service, who communicates, and how you keep people safe.
Train staff on the location of shutoffs (water, gas if applicable), emergency exits, and where outage kits are stored. In a real outage, you don’t want one person to be the only one who knows where the flashlight is.
After any real outage, do a quick debrief: what worked, what didn’t, and what you’ll change. Update the playbook while the experience is fresh, not months later when details are fuzzy.
Special considerations by business type
Different industries face different pain points during winter outages. A warehouse worries about dock doors and frozen sprinklers; a restaurant worries about refrigeration and food safety; an office worries about data access and employee safety. Tailoring your plan makes it more realistic and easier to execute.
Use the ideas below as prompts to refine your own checklist and vendor relationships.
Retail and customer-facing storefronts
Retail spaces need a clear plan for customer communication and safe egress. If you can’t process payments, decide whether you’ll accept cash, hold items, or close immediately. Inconsistent handling at the register can frustrate customers and staff.
Merchandise near windows can be vulnerable if exterior lighting is out and visibility is low. Consider moving high-value products away from the front during extended outages.
Also focus on entryway safety. Retail sees lots of foot traffic, and even a small patch of ice can cause a serious fall. If you can’t keep the route safe, it’s better to close than to risk an incident.
Restaurants, cafes, and food service
Food safety is the big one. Keep cold storage closed, track temperatures, and have a clear policy for what gets discarded. Train staff not to “guess” whether something is safe.
If you operate with gas cooking equipment, remember that ventilation systems may require power. Operating without proper ventilation can be dangerous and may violate code. When in doubt, shut down cooking operations.
Plan for a controlled shutdown: label and store food, secure knives and equipment, and clean up water tracked in from outside to reduce slips when lights are limited.
Offices and professional services
For offices, the outage may not spoil inventory, but it can still disrupt productivity and create safety issues if heating fails. A remote-work plan helps: who can work from home, what tasks can be done offline, and how you’ll communicate status updates.
Protect IT equipment with UPS units and surge protection. If you rely on on-prem servers, consider whether cloud services or offsite backups could reduce downtime during outages.
Also consider client trust. If you handle sensitive data, have a plan for securing documents and devices if the building is closed unexpectedly.
Warehouses, light industrial, and logistics
Dock doors and loading areas can become hazardous quickly with snow and ice. If power loss affects door operation, forklifts, or lighting, you may need to pause receiving and shipping for safety.
Temperature can also affect stored materials—adhesives, chemicals, or products sensitive to freezing. Identify those items ahead of time and decide how you’ll protect them.
Finally, think about trucks and carriers. If you’re closed, communicate early so drivers aren’t stuck waiting in dangerous conditions or blocking access routes.
A practical checklist you can adapt for your next outage
If you want something you can copy into your internal SOPs, here’s a simple sequence that works for most businesses. It’s not meant to replace professional advice for your specific building, but it’s a strong starting point.
Use it as a template and customize it based on your occupancy type, local code requirements, and vendor relationships.
Immediate actions (0–30 minutes)
Account for all staff and customers; establish a safe gathering area. Check for immediate hazards (elevators, dark stairwells, equipment rooms). Assign a leader and a communicator.
Confirm outage scope and contact utility/landlord. Start an outage log with times, temperatures, and actions. If you have a generator, confirm it’s running and what it’s powering.
Decide: close, limited-service, or shelter in place. Communicate clearly to staff and customers, and set the time for the next update.
Stabilization actions (30 minutes–4 hours)
Protect critical inventory and equipment. Keep cold storage closed; shut down sensitive electronics properly if possible. Secure cash and high-value items.
Manage building protection: focus heat on plumbing zones if available, consider water shutoff procedures if leaving unattended (only if appropriate for your building), and monitor for leaks or freezing risk.
Maintain exterior safety: clear and treat key walkways, set barriers where needed, and monitor changing conditions. Document actions taken for liability and insurance purposes.
Recovery actions (power restored)
Walk the building first: look for leaks, verify life safety systems, and check exterior conditions. Only reopen to the public when safe routes are confirmed.
Bring systems online in stages. Verify refrigeration temps, HVAC performance, IT stability, and security system functionality. Reconcile any manual transactions or schedule changes.
Debrief with your team within a few days. Update your playbook, restock supplies, and address any maintenance issues discovered during the outage.
Winter storms are unpredictable, but your response doesn’t have to be. With a clear plan, good communication, and attention to safety—especially around ice and access—you can protect your people, reduce damage, and get back to serving customers with fewer surprises.
