Weather is one of the few hazards you can see coming, and one of the easiest to underestimate when there’s a deadline. A written policy takes the judgment call out of the moment: the trigger happens, the crew stops, and nobody has to be the one who “overreacted.” Use the sections below as a template. Replace the bracketed parts with your own details.
General guidance, not legal advice. This template draws on public guidance from the National Weather Service (NWS), OSHA and other agencies listed under Sources. Your industry, equipment manufacturers and local officials may set stricter rules; where they do, follow them.
1. Purpose and scope
Say who and where the policy covers, so there’s no question on the day.
This policy protects everyone who works for [Company] outdoors, in vehicles or in temporary structures, including employees, temporary staff and contractors on our sites. It applies at [list of sites, service areas or routes].
2. The alerts you’ll act on
In the United States, the National Weather Service uses three levels for most hazards. Your policy should say what each one means for your crews.
- Advisory
- Hazardous weather is occurring, imminent or likely, but less serious than a warning. Be careful, and be ready to act.
- Watch
- Conditions are favorable for the hazard to develop. Be prepared: review plans, check shelter locations, keep phones charged and on.
- Warning
- The hazard is happening or about to happen. Take action now.
Some hazards also need your own triggers, because a crew can be in danger without any warning being issued: thunder you can hear, a heat index at a level you choose, air quality above a threshold, or wind above an equipment manufacturer’s limit.
3. Roles: who watches, who decides
- Weather monitor: [role] watches alerts for every site during working hours, including early starts and nights.
- Decision-maker: [role] can stop work at any site. If they can’t be reached, the most senior person on site decides.
- Supervisors: move their crews to shelter, account for everyone and report back.
- Everyone: can stop their own work and seek shelter if they believe conditions are unsafe, without penalty.
4. Triggers and actions for each hazard
Adapt this table to the hazards where you work. Keep the triggers specific enough that two supervisors would make the same call.
| Hazard | Trigger | Action | Resume when |
|---|---|---|---|
| Thunderstorms and lightning | Thunder heard, lightning seen, or a thunderstorm alert for the site | Stop outdoor work. Get into a substantial building or a hard-topped vehicle. Get off lifts, roofs, steel, equipment and water. | 30 minutes after the last thunder |
| Tornado | Watch: review shelter plans. Warning: act now. | Shelter in the lowest floor of a sturdy building, in an interior room away from windows. Vehicles and mobile trailers aren’t safe shelter. | The warning has ended and the site is checked for damage |
| Flash flooding | Flash Flood Warning, or water rising at the site | Move to higher ground. Never walk or drive through flood water: turn around. | The warning has ended and routes are checked |
| Extreme heat | NWS heat advisory or warning, or a heat index at [your threshold] | Water, rest and shade on a set schedule. Ease new and returning workers in. Use a buddy system and watch for signs of heat illness. | Conditions drop below your threshold |
| Wildfire smoke and poor air quality | Air Quality Index at [your threshold], for example 151 (“Unhealthy”) | Limit heavy outdoor work, move work indoors where you can, and provide respirators under your respiratory protection program. | AQI drops below your threshold |
| High wind | Wind advisory or high wind warning, or wind above the manufacturer’s limit for cranes and aerial lifts | Stop crane and lift work, secure loose materials and signage. | Wind stays below limits and equipment is inspected |
| Winter storm and ice | Winter storm or ice storm warning | Limit driving, delay non-essential work, treat walkways and stairs. | Roads and walkways are safe |
| Earthquake | Shaking | Drop, cover and hold on. Afterward, check for injuries and damage, stay out of damaged structures and expect aftershocks. | Structures and equipment are inspected |
| Hurricane or tropical storm | Watch: prepare and secure the site. Warning: finish preparations. | Follow local officials’ evacuation orders. Secure equipment and materials before crews leave. | Officials say it’s safe and the site is inspected |
5. How alerts reach everyone
The alert only protects people who hear it. Plan a primary channel, a backup and a way to confirm people got the message.
- Primary: [how alerts are sent, for example a push-to-talk all-call or an automated broadcast].
- Backup: [a phone tree, a siren or air horn, a text message].
- Confirmation: each supervisor confirms, out loud or on the channel, that their crew has the message and is moving.
- People working alone or away from their crew are called directly.
6. Shelter and headcount
- List the shelter for each hazard at each site: [building, room or vehicles].
- Post it where crews start their day, and cover it in site orientation.
- Supervisors count their people once sheltered and report anyone missing to [role].
- Keep contractors and visitors in the count.
7. Resuming work, drills and review
- Only [decision-maker] gives the all clear, using the “resume when” column above.
- Inspect the site before work resumes: downed lines, flooding, damaged scaffolds, cranes and structures.
- Drill the policy at least once before the storm season you care most about.
- Review after every weather stop: did the alert arrive in time, did everyone hear it, how long did sheltering take?
Sources and further reading
- National Weather Service (NWS): watch, warning and advisory definitions; lightning safety (“When thunder roars, go indoors” and waiting 30 minutes after the last thunder); flood safety (“Turn around, don’t drown”); heat and winter safety. weather.gov
- OSHA: heat illness prevention (“Water. Rest. Shade.”), and guidance on hurricanes, tornadoes, floods and winter weather for workers. osha.gov
- U.S. EPA AirNow: the Air Quality Index and its categories. airnow.gov
- Ready.gov (FEMA): “Drop, cover, and hold on” during earthquakes, and hurricane preparedness. ready.gov
This template is general safety guidance. It isn’t legal advice, and it doesn’t replace instructions from local officials or your equipment manufacturers.