VRHP is committed to fostering a safety-first culture. As we progress through June and the busy summer season, let's remember that June is also National Safety Month. Reinforcing safe work practices and prioritizing the well-being of our employees maintains not only their health but also the smooth operation of your business. This month, we're focusing on the challenges of working in the summer heat, hurricane preparedness, and the risks associated with heavy lifting.

Safety Topic of the Month: Heavy Lifting

Summer is here, bringing the challenge of keeping your operations staff safe from the dangers of sunburn and heat stroke. Here’s how to be proactive in protecting your team.

Understanding the Risks

Working outdoors exposes your staff to significant health risks. Sunburn, caused by harmful UV rays, can lead to severe skin damage and increase the risk of skin cancer over time. Heat strokes, resulting from prolonged exposure to high temperatures, can be life-threatening.

Tips for Managers

1. Provide Adequate Sun Protection Gear: Equip your staff with lightweight, breathable clothing and hats and encourage them to wear sunglasses. Promote the use of high-SPF sunscreen and regular reapplication. Keep sunscreen bottles accessible in the office to remind employees to apply sunscreen before heading outside.
2. Schedule Breaks in Shaded Areas: Ensure that pool technicians and maintenance staff take regular breaks, especially during peak sunlight hours. Encourage access to air-conditioned spaces to cool down. Consider providing neck fans, which can help circulate air and prevent overheating.
3. Promote Hydration: Emphasize the importance of drinking water frequently. Provide cool, freshwater, or sports drinks in office coolers. Implement a buddy system to remind each other to stay hydrated. Consider gifting company-branded water bottles to staff and set up a fun water-drinking competition to encourage fluid intake. Incentivize employees who reach hydration goals.

Being Proactive

1. Conduct Training and Awareness Sessions: Use your monthly safety sessions to educate staff about the signs of heat-related illnesses and the importance of immediate reporting. Use visual aids like infographics to enhance understanding.
2. Create a Heat Safety Policy: Develop and enforce a policy outlining preventive measures, break schedules, and emergency procedures. Post the policy in visible locations and ensure all employees are familiar with it.
3. Establish a Heat Safety Committee: Assign a committee to monitor workplace heat conditions and take necessary action. Designate a Heat Safety Officer responsible for implementing and monitoring the heat safety policy.

The Impactful Stats

Heat-related illnesses have been a significant concern in recent years, with numerous cases of injuries and fatalities reported annually. Furthermore, over 200,000 new cases of melanoma were diagnosed each year from 2020 to 2023, underscoring the importance of sun protection (The Skin Cancer Foundation, American Academy of Dermatology). By prioritizing the health and safety of your staff, you not only comply with safety regulations but also foster a responsible and caring workplace culture.

Stay safe and keep your team protected this summer!

Beach vacations are one of the top five travel destinations. A large majority of STR (Short Term Rentals) are in coastal areas. With the rising cost of home values in these areas, we are starting to see the number of losses and damages reach into the hundreds of millions of dollars when a natural disaster hit. As hurricanes become more frequent and violent, having a solid game plan as a property management company is imperative. You will find an outline of steps that could be used for prep and recovery efforts if a hurricane were to hit your area. Partnering with an emergency response company is imperative to the recovery efforts.  

Administration 

• Creating a phased Hurricane prep and recovery plan. 

• Phase 1- Establishing Committee/Communication/Tracking Storm  

• Phase 2- Work with Operations to get boots on the ground/Communication/Tracking storm.  

• Phase 3- Ensure all properties have been secured/Communication/All company assets are secured/If mandatory, evacuation issued ensure all teams members are safe and out of harm’s way. 

• Phase 4- Recovery efforts/Communication/Boots on the ground. 

• Establish a committee made of various personnel throughout the company to assist with process.  

• Work with local officials regarding evacuation orders and getting a timeframe if a mandatory evacuation will be issued.  

• When enacting the phased plan communicate with Department heads to outline duties and responsibilities.  

Owner Services 

• Work with administration regarding owner communications. Recommended time frame would be 7-10 days before expected impact.  

• Ensure to keep detailed information regarding which owners will be prepping their homes and those that will be done by the management company.  

• Explaining the protocol to our owners if this is a billable charge or a service offered at no cost.  

• Communicate any specific details to the Operations team regarding a property owner’s request for securing their property.  

Guest Service 

Seven days out:  

• Start speaking with homeowners on the event there is landfall.  

• Start speaking with guests and walk them through the next steps. Speak with the guest about obtaining travel insurance.  

Five days out:  

• Start blocking off properties that have no reservations and begin the boarding up process.  

• Speak with guests that may be directly affected by the storm and find workable solutions.  

Three days out:  

• Call guests and suggest they rebook for their safety or having the guest use their travel insurance.  

• Speak with all in-house guests to ensure they are safe and aware of the incoming storm.   

• Assist Operations with prepping of houses and assist CSM speaking with owners.  

One day out:  

• Ensure all guests are checked out per evacuation order.  

Day of Impact:  

• Verify all in-house guests are out and evacuated.  

• Ensure all employees are prepared and evacuated.  

• Check the safety of the office and that all equipment is secured. 

Operations 

• Work with the administration to ensure any items need purchasing is approved and setting up a command center to allow for tracking properties that are getting prepared.  

• Formula a plan rather using subdivision, property complexes, or cities to be able to ensure all properties will be taken care of.  

• Ensure proper staffing for each area. Receive any specific information from CSM/owner service team that the owners are asking.  

• Make sure the process is the same for all properties. This might involve cut off all utilities to properties, place large items in garage areas or inside of the home.  

• Work with administration to ensure all company assets such as linen, inventory items, office equipment, warehouse equipment, fleet vehicles if applicable, etc.