Florida Hurricane IT Preparedness: SMB Continuity in 2025

Florida’s annual hurricane season presents a significant threat to small and medium-sized businesses, especially those with limited resources to absorb unexpected downtime or losses. The region’s vulnerability to severe storms, flooding, and prolonged power outages means that a single hurricane can halt operations, damage expensive IT infrastructure, and cause irretrievable data loss. For small and medium businesses (SMBs), the stakes are even higher: without a robust preparedness plan, the risk of permanent closure rises dramatically.

The Impact of Hurricanes on Florida Businesses

Although businesses near Florida’s coasts are often the hardest hit, businesses that are further inland are still at risk.

• Roughly 25% of businesses impacted by a hurricane never reopen after a disaster. (Source: FEMA)
• In 2024, nearly 60% of Florida’s small businesses were in Hurricane Milton’s path. (Source: McKinsey & Company)
• The number of businesses that were in Milton’s path is 1.9 million, and these businesses employ roughly 4 million people. The scope of businesses impacted is not limited to coastlines either. Milton’s path included counties across the entire state, including many inland counties. (Source: McKinsey & Company)
• Insured losses from Hurricane Ian, which struck Florida in 2022, exceeded $22 billion, with nearly 33,000 claims reported on commercial property. (Source: Office of Insurance Regulation)

Understanding the Risks: Hurricanes and IT Vulnerabilities

Physical Threats to IT Assets

Hurricanes unleash destructive winds, heavy rain, and flooding that can directly damage on-premises IT equipment. Servers, desktop computers, networking gear, and backup drives are all at risk from water intrusion, flying debris, and even mold caused by high humidity. Floodwaters can destroy hardware outright or cause lingering electrical faults that lead to failures weeks later. Businesses located on ground floors or in flood-prone areas are particularly exposed, making physical safeguards a top priority.

Data Loss and Downtime

Storms often bring sudden power outages and network disruptions, which can result in unsaved work being lost, corrupted files, or even total data loss if backups aren’t current or accessible. Downtime isn’t just an inconvenience, it can mean lost revenue, missed deadlines, and reputational harm. For SMBs, every hour offline can have massive consequences, especially if critical systems like email, customer databases, or payment processing are affected.

Assessing Your Current IT Preparedness

Conducting a Risk Assessment

Before hurricane season begins, businesses should systematically review their IT environment to pinpoint vulnerabilities. This means mapping out where key equipment is located, evaluating the condition of power and network infrastructure, and identifying single points of failure. Consider both direct risks (like flooding in server rooms) and indirect risks (such as loss of internet connectivity or supply chain disruptions for replacement parts).

Identifying and Documenting Critical Systems and Data

Not every system is equally vital. This step involves cataloging all business applications, servers, and data sets, then ranking them by importance to daily operations. For example, accounting software, customer records, and communication tools might be top priorities, while older archives or non-essential applications can be deprioritized. This triage ensures that the most critical assets receive the highest level of protection and fastest recovery in the event of a disaster.

It is also a good idea to document hardware and other physical assets with photos and video prior to a storm. Should any damage be incurred, such documentation can be useful when submitting to insurance providers along with post-storm documentation.

If your business already partners with a Managed IT Services Provider (MSP), these risk assessment and documentation steps will be much easier. At ExcalTech, for example, we extensively document our clients’ networks and infrastructure and proactively address security and other issues, so your MSP may have done the heavy lifting already.

Building a Hurricane-Ready IT Continuity Plan

Developing a Disaster Recovery (DR) Strategy

A tailored disaster recovery plan details exactly how your business will respond to and recover from hurricane-related disruptions. This includes setting clear recovery time objectives (RTOs)—how quickly systems must be restored—and recovery point objectives (RPOs)—how much data loss is acceptable. The plan should outline step-by-step procedures for shutting down systems safely, relocating equipment if necessary, and bringing services back online after the storm passes.

Offsite and Cloud Backups

Redundancy is your best defense against data loss. Implement a “triple-layer” backup approach:

• Store on-site backups (like NAS devices) above projected flood heights.
• Rotate offsite physical backups weekly to a secure location outside the storm zone.
• Schedule daily automated cloud backups for critical data, ensuring that even if your facility is inaccessible, your data remains safe and recoverable. If you use an MSP like ExcalTech to manage your IT, they should offer robust backup solutions.

Regularly test your backups by restoring sample files to verify integrity and ensure you can recover quickly in an emergency.

Infrastructure Protection and Physical Safeguards

Securing On-Premises Equipment

Take concrete steps to protect physical IT assets:

• Elevate servers and network equipment on cinder blocks or shelves above flood level.
• Use waterproof enclosures or plastic bins to shield devices from water and humidity.
• If possible, store equipment away from windows and doors, but if it must be near a window or door, ensure that the window or door is properly secured and sealed. This means adequate storm protection such as shutters to mitigate wind and debris, as well as proper seals to mitigate water intrusion. One ExcalTech staff member once sheltered in a 5^th floor condo that ended up incurring more water intrusion than his ground-level house during a hurricane. Although the condo was never in danger of suffering damage, the windows were not properly sealed, and it took several large bath towels to absorb the water that leaked into the unit (much of which was right next to computers and other electronics).
• Install surge protectors and uninterruptible power supplies (UPS) to guard against power spikes and outages. An MSP like ExcalTech can help with purchasing and installation.
• Create a shutdown script for servers to power down gracefully, disconnect cables, and cover ports before the storm hits.
• As a worst-case scenario, if your business is forecasted to take a direct hit from a hurricane with a high probability of structural damage and/or flooding, consider temporarily relocating servers and other critical infrastructure offsite for the duration of the storm.

Although not strictly hurricane preparedness safeguards (they bring other benefits as well), the following can help safeguard equipment as well:

• Utilize laptops rather than desktop computers, which are much more convenient to relocate if necessary.
• Implement a VoIP phone solution. Modern VoIP solutions enable employees to make and receive phone calls from mobile phones, and even from their computers. Today, many businesses have eliminated desk phones altogether.

Power and Connectivity Solutions

Power failures are almost inevitable during hurricanes. Prepare by:

• Investing in backup generators or battery systems to keep essential IT running.
• Maintaining a mobile hotspot and spare laptop in your emergency kit to ensure you can access critical systems and communicate even if your main internet connection fails.
• Considering redundant internet connections—such as cellular failover or satellite links—to maintain connectivity during and after the storm.

Enabling Remote Work During and After a Hurricane

Remote Access and Secure Connectivity

To keep operations running, employees may need to work from home or remote locations.

• Set up secure remote access solutions, such as VPNs or modern zero-trust remote desktop tools, to allow staff to safely connect to business systems.
• Ensure remote access is compliant with industry standards and protected with multi-factor authentication to prevent unauthorized entry.

Communication and Collaboration Tools

• Deploy cloud-based communication platforms (like Microsoft Teams, Slack, or Zoom) to keep teams connected, informed, and productive even if the office is inaccessible.
• Use project management tools (Asana, Trello) and cloud file storage (OneDrive, Google Drive, Dropbox) so employees can collaborate and access documents from anywhere.
• Equip staff with mobile hotspots and train them on remote work protocols to minimize downtime if home internet is disrupted by the storm.

It should go without saying, but ensuring your employees’ well-being should be your foremost concern. Urge your team to heed official evacuation directives and equip them with helpful information and resources to get ready for the approaching storm. By supporting flexible work options and offering access to mental health resources, you can help reduce anxiety and ensure your staff feel supported and prepared to return to work when conditions are safe.

Testing and Training: Ensuring Your Plan Works

Conducting Regular Disaster Drills

A disaster recovery plan is only effective if it’s practiced.

• Schedule regular tabletop exercises and simulated hurricane scenarios to walk through your IT recovery procedures.
• Test your backup and restore processes to confirm that data can be recovered quickly and completely.
• Use these drills to identify gaps or weaknesses in your plan and make improvements before a real storm hits.

Employee Preparation Training and Awareness

• Train employees on their specific roles and responsibilities during hurricanes, including how to access systems remotely, back up their work, and follow emergency communication protocols.
• Maintain an up to date “employee playbook” that outlines evacuation routes, emergency contacts, and step-by-step instructions for business continuity.
• Ensure all staff know where to find key documentation and how to report issues during or after a storm.

Training Employees to Recognize and Avoid Hurricane-Related Scams

Hurricane season brings not only physical threats to business operations, but also a surge in scams and cyber threats that specifically target businesses and individuals affected by severe weather. Criminals often exploit the chaos following hurricanes, using tactics like phishing emails, fraudulent calls, and fake charity solicitations to steal money, sensitive information, or access to company systems.

Common Hurricane-Related Scams to Watch For

• Phishing Emails and Malicious Links: Scammers send emails that appear to be from relief organizations, government agencies, or even your own company, often containing urgent subject lines about hurricane recovery or disaster assistance. These emails may include links or attachments designed to install malware or steal credentials. Employees should be trained to verify the sender’s address, avoid clicking suspicious links, and never download unexpected attachments.
• Fake Charity and Relief Fund Solicitations: After hurricanes, fraudulent appeals for donations surge, often using emotional stories or AI-generated images to tug at heartstrings. Employees should be taught to verify charities through official websites, avoid donating via wire transfer, gift card, or cryptocurrency, and only contribute using traceable methods like checks or credit cards.
• Impersonation of Government Officials: Scammers may pose as FEMA or SBA representatives, requesting personal or financial information or claiming a fee is needed for disaster assistance. Employees should know that legitimate officials will not ask for money or sensitive data over the phone or via unsolicited emails. Always verify the identity of anyone claiming to be a government agent by contacting agencies directly using official channels.
• Contractor and Repair Scams: Fraudulent contractors may offer quick repairs or debris removal, demanding large upfront payments or providing shoddy work. Employees responsible for facilities or vendor management should always check credentials, require written contracts, and never pay the full amount before work is complete.

Best Practices for Employee Cybersecurity Training and Awareness

• Regular Security Awareness Training: Provide ongoing training sessions that include the latest examples of hurricane-related scams, using real-world phishing templates and simulated attacks to test employee vigilance.
• Promote a Culture of Caution: Encourage employees to pause and verify before responding to urgent requests, especially those involving money, sensitive data, or login credentials. Remind staff to double-check suspicious communications with IT or management before taking action.
• Clear Reporting Procedures: Establish and communicate a simple process for employees to report suspected scams or phishing attempts. This helps the organization respond quickly and prevent wider compromise.
• Share Official Resources: Direct staff to trusted sources like the FTC’s hurricane scam page and FEMA’s “Rumor Control” for up-to-date information on known scams and fraud alerts.
• Test and Update Training: Regularly review and update your training materials to reflect new scam tactics and reinforce these lessons during hurricane season when employees are most vulnerable to social engineering attacks.

By making scam awareness a core part of your hurricane preparedness plan, your business can significantly reduce the risk of financial loss, data breaches, and reputational harm during and after severe weather events.

Recovery and Post-Hurricane Actions

Damage Assessment and IT Restoration

• Once it’s safe to return, quickly assess the condition of your IT assets.
• Document any damage with photos for insurance claims and begin restoring critical systems from backups.
• Assess the physical security of the building. Broken windows or doors provide an easy way for opportunistic criminals to break in and steal computers and other assets, so securing entry to the office is crucial.
• Test all restored systems for data integrity and security before resuming normal operations.
• Coordinate with IT vendors and service providers to replace or repair damaged hardware as needed.

Reviewing and Updating the Continuity Plan

• After each hurricane or major storm, conduct a thorough review of your preparedness and response.
• Gather feedback from staff, identify what worked well and what needs improvement, and update your disaster recovery plan accordingly.
• Incorporate lessons learned, changes in technology, and any new business requirements to strengthen your resilience for the next hurricane season.

Conclusion: Making IT Preparedness a Year-Round Priority

Hurricane preparedness is not a one-time task or a seasonal checklist, it’s an ongoing commitment to protecting your business’s future. By investing in robust IT continuity planning, implementing layered data protection, securing your infrastructure, and empowering your team with the right tools and training, your SMB can weather the storm and emerge stronger. Regularly reviewing and updating your plans ensures your business is always ready, no matter what the next hurricane season brings.

Partnering with an experienced MSP like ExcalTech can provide the expertise and support needed to safeguard your operations and give you peace of mind year-round. Learn more about Managed IT Services with ExcalTech or click the button below to speak directly with a member of our team.