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How Property Managers Can Prepare for a Summer Power Outage

As summer temperatures rise, the risk of power outages in the city increases. Heatwaves put additional strain on an already strained infrastructure. As a property owner or manager, you have a responsibility to your tenants and staff to limit the risks of a summer power outage and ensure building safety should one occur. Discover the proactive steps you can take to prepare for an outage, educate your tenants, and make a speedy recovery following a power failure.

Proactive Preparation for a Summer Power Outage

Create a Comprehensive Emergency Plan

An emergency can lead to panic and confusion; it is not a time for decision-making. A detailed emergency plan eliminates the pressure to make on-the-spot and often consequential decisions because they are already laid out. The plan should include a list of emergency contacts, communication protocols, tenant instructions, and post-outage procedures.

The list of emergency contacts goes beyond the expected phone numbers of the utility company and emergency services. You and staff should also have access to the phone numbers and details of essential personnel — think key management personnel — and contractors, including electricians and plumbers.

The plan should dictate how you’ll communicate with tenants before, during, and after the outage. It is wise to develop template messages that provide outage updates and safety instructions. If the outage is widespread, consider using traditional delivery methods rather than those that depend on electronics.

Emergency plans must also include tenant instructions and guidelines. During or prior to an outage, tenants should be supplied with information packets about food safety, heat management, and safe alternative lighting sources.

Finally, an emergency plan should include post-procedures following a summer power outage. For example, include plans for addressing property damage or assisting tenants. The post-outage portion of the plan should also address methods for collecting feedback and improving future responses.

Establish Clear Communication Channels

Clear and reliable communication is a lifeline for tenants and property managers during a power outage. It reduces the likelihood of panic and frustration, allowing everyone to get through the event calmly and collectively.

The primary aim of effective communication during an emergency is to create a central point of contact. A centralized system helps focus the message and eliminate the rumor mill. With a central communication hub, you can ensure all tenants receive the same information about the outage.

The central hub can be a dedicated hotline, email address, or building manager. Whatever the option, ensure all tenants can access the necessary contact information. Prominently display the information or deliver it to your tenants whenever possible.

While there should only be a single hub for tenants to contact for information, you can use a multi-channel approach to disseminate updates about the summer power outage. For example, you can provide updates on your property’s website or send text messages and emails to tenants. You can also have staff post updates throughout the property. A multi-channel approach caters to different tenant preferences and ensures maximum reach.

Inspect and Maintain Backup Systems

Backup systems are a safety net during a power outage, and neglecting their maintenance can lead to their failure when needed most. Failing to maintain critical backup and safety systems can also lead to liability and compliance issues.

Most apartment buildings have generators and battery backups for critical infrastructure and security systems. On-site generators require regular testing, typically monthly load tests that simulate a power outage. During tests or routine maintenance checks, staff or contractors should check fuel and oil levels and all operational components. Check the manufacturer’s recommendations for the frequency of professional maintenance and inspections.

Critical systems like security cameras, alarms, and access controls often rely on battery backups during a summer power outage. The backups require periodic testing by a licensed electrician to ensure they can power the critical systems for a specified duration. Again, manufacturers should list guidelines regarding the frequency of tests and maintenance.

To avoid liability or compliance concerns, maintain detailed records of all backup systems, maintenance logs, testing schedules, and the last dates of service. This information can prove invaluable during and after an emergency.

Tenant Protection and Education During an Outage

Heat Management Strategies

Power outages exacerbate extreme heat conditions and can put tenants, especially older adults or those with health conditions, at risk. To protect your tenants, including the most vulnerable, sharing heat management strategies is necessary.

Emphasize the importance of hydration and urge tenants to consume water, not sugary or caffeinated drinks, which can worsen dehydration. As a building owner, you might want to supply tenants with bottled water or check on your most vulnerable tenants to ensure they are getting everything they need.

Encourage tenants to use battery-powered fans for air circulation. If you do not have a generator powerful enough to maintain your building’s cooling system, consider using a portable generator to power a window air conditioner in a communal area, creating a temporary cooling center; ensure vulnerable tenants know about the room.

Provide materials on cooling techniques. For example, encourage tenants to take cool showers or baths or recommend using wet cloths or ice packs on the neck and wrists for quick relief. Also, for a more extensive summer power outage, provide information about local government-run cooling centers or shelters.

Finally, encourage tenants and staff to check on residents. Provide contact details for management so tenants know who to call if they have a problem or need assistance.

Post-Outage Recovery and Assessment

Communicating Outage Resolution and Reviewing and Improving Responses

Once the utility company resolves the outage, immediately communicate the restoration to tenants. Send emails, texts, or make phone calls and provide any necessary safety reminders about checking for food spoilage or reconnecting appliances and devices.

Afterward, gather feedback from tenants and staff about the outage response. Use the information to refine your emergency plan, identifying improvement areas and strengthening your preparedness for future power outages.

Summer Power Outage Prevention With Bolt Electric

Emergency Services and Service Contracts

A summer power outage is a nuisance and potentially dangerous. While there is no way to eliminate outage risks by 100%, you can reduce them with proper maintenance and system inspections. Contact Bolt Electric at 212-734-5000 to discuss our emergency services and annual service contracts. We can ensure your system is as reliable and stable as possible to limit outage dangers.