Winter Weather Preparedness - Checklist & Guide for Commercial Facilities

Cold Weather Preparation Guide for Commercial and Industrial Facilities

Winter weather can be tough.  History has taught us that we can only do so much, so let's focus on what facilities can control.  A little preparation can certainly go a long way in keeping operations running as smoothly as possible and your team (and assets) safe.  This checklist is meant to act as a guide to help you handle many challenges the season throws your way. 

1. Backup Power Systems: Test and Prepare

• Test Your Generators: Make sure your backup generators are in top shape. Run a full test and check when they were last serviced. If it’s been a while, schedule maintenance.

• Fuel Up: Double-check that your generator’s fuel tanks are full and ready to go.

• Charge Those Batteries: Keep any backup battery systems fully charged, especially if you’re on a fixed-price electricity contract.

2. Protect Water Systems

• Wrap It Up: Insulate any exposed pipes or use heat tape to keep them from freezing.

• Drip, Drip: Let faucets drip during extreme cold to prevent frozen pipes.

• Be Ready: Clearly mark your main water shutoff valves so you can act fast in an emergency.

• Don’t Forget Outdoors: Drain hoses, irrigation systems, and other outdoor water lines.

3. HVAC Systems: Inspect and Maintain

• Keep It Cozy: Get your heating systems serviced to make sure they’re running efficiently.

• Set It Right: Double-check that thermostats are set to keep critical areas above freezing.

• Clear the Air: Ensure air intakes and exhaust vents are clean and unblocked for smooth operation.

5. Energy Efficiency and Load Management

• Be Efficient: Take steps to reduce energy use and manage demand during peak times.

• Benchmark Success: Use tools like ENERGY STAR to track how well your energy and sustainability efforts are paying off.

• Know Your Costs: Be aware of how real-time electricity pricing could impact your budget during a cold snap.

• Stay Alert: Sign up for THG’s price alerts to stay on top of index or block-and-settle contracts.

• Keep an Eye on the Grid: Make sure you're signed up for your utility's or provider's emergency alerts. 

  • For example, if you're in Texas, bookmark the ERCOT Dashboard for real-time updates on grid conditions and market pricing. ERCOT also provides the Texas Advisory and Notification System (TXANS) that will email you alerts and notifications. 

  • For our SPP friends (Midcontinent area- OK, KS, MO) here's their site: SPPISO Grid Conditions

6. Safeguard Employees and Operations

• Keep Everyone in the Loop: Have a solid communication plan for closures and emergencies.

• Gear Up: Stock up on ice melt, shovels, and safety gear for handling snow and ice.

• Train Your Team: Make sure everyone knows the drill for cold-weather safety and emergency protocols.

7. Emergency Supplies and Plans

• Be Prepared: Assemble emergency kits with flashlights, batteries, blankets, water, food, and basic tools.

• Fuel Up Everything: Ensure there’s enough fuel for generators, vehicles, and heating systems.

• Plan and Practice: Regularly review and test your winter weather response plan to keep it fresh.

8. Monitor Weather and Alerts

• Stay Updated: Keep an eye on weather forecasts and alerts from utilities.

• Communicate Proactively: Stay in touch with utility providers and emergency services for timely updates.

• Use Market Dashboards: Most utilities or markets have publicly available dashboards or websites for sharing current information on weather alerts and or grid conditions.  Make sure you and your team are proactively checking for updates, and are enrolled in communications from your providers. 

  • Check out ERCOT’s real-time dashboard to monitor grid conditions and market trends.

With a little preparation and the right tools, you can keep your facilities running with minimal disruption, and keep your team safe and informed all winter long. Let us know if there’s anything else we can do to help you get ready!