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How to respond to a flood alert

The guidance below should be referred to if you receive a site specific flood alert from CPC.

IF YOUR SITE IS ACTUALLY FLOODING – GO TO ‘FLOODING’ SECTION FOR IMMEDIATE ADVICE

Be Aware Alert
  • What it means: Flooding is possible be aware
  • When it’s used: Two hours to two days in advance of a possible flooding
  • What to do:
    1. The alert covers a distance of 100 meters from the perimeter of your site in all directions. Understand the lay out of your site and where you may be at risk to flooding. You may have included these details in your Stay Calm Unit Plan.
    2. Check local weather forecasts and alert systems.
    3. Consider the time frame of the threat and your unit opening hours and key operations. What issues could arise?
    4. Report the situation through to your line manager and discuss possible issues and out of hours contact arrangements.
    5. Brief your people accordingly.
    6. No further action is required unless a further alert is received.
There has been an increase in severity for the following flood warning notification.
Be Prepared Alert

What it means: Flooding is possible be prepared

When it’s used: Half an hour to one day in advance of flooding

What to do:

  1. As per the Be Aware alert you need to understand where the threat is
    1. In the area around your site – could there be access issues for both operational and staff vehicles. Do they need to take a revised route? What is your plan if your building is inaccessible?
    2. In your yard? – you need to think about moving vehicles to higher land , especially if the unit may be closed when the flooding is expected.
    3. Your building? – use your Stay Calm Unit Plan to remind yourself where the gas, electricity and water points are should you need to turn them off. Can this be done on site or remotely? Could simple preventative actions (eg basic sand bags) be effective. Contact the Group Property Helpdesk for advice.
  2. Monitor local weather conditions and talk through possible contingency actions with your line manager.
  3. Brief your people as required – remember that they nay be personally affected by flooding and may need advice and support.
  4. No further action is required unless you receive a further alert.
There has been an increase in severity for the following flood warning notification
Take Action Alert

What it means: Severe flooding has been forecasted with a possibility of Danger to life

When it’s used: When flooding poses a significant threat to life

What to do:

  1. Act on your flood plan you have developed from the Be Prepared level.
  2. Consider turning off gas, electricity and water supplies if safe to do so.
  3. Move vehicles and valuables to a safe place and put flood protection equipment in place if they exist and is safe to do so.
  4. Seek support from line manager, Group Property Help Desk and CPC.
  5. Refer to the ‘Flooding’ section under Incident Specific for guidance should you need to evacuate the building.
  6. Remember that the Safety of yourself, your people and any customers or contractors on site must be the top priority before protecting vehicles or buildings.
  7. Brief your people as required. Remember that flooding in the area may be affecting them in other ways – see next step.
  8. If actual flooding occurs, report to CPC after ensuring the safety of the people involved.
Look after your people

Remember that the Safety of yourself, your people and any customers or contractors on site must be the top priority before protecting vehicles or buildings.

If there is flooding in the area then it will affect deliveries and collections as well. Use the Severe Weather tool for advice on the appropriate operational response.

The flooding in the area may be affecting your people personally; difficulty in getting to/ from work; schools may be closed at short notice; exceptionally homes may be flooded. Use standard HR advice to manage these situations or take advice from your line manager/ local HR Business Partner.

Standing the Alert down

The alerts will be updated which will indicate the offices which are no longer under threat. The PIC should know this as well through monitoring local weather reports.

Once the incident is over the PiC should conduct a  review, and seek to identify improvement opportunities and feed these into the office’s Stay Calm Unit Plan

If in doubt at any stage always call Central Postal Control (CPC)

Central Postal Control deals with issues on a regular basis and will be able to talk you through how to deal with any situation.