It’s late summer in British Columbia. A nearby wildfire forces an evacuation order with little warning. Staff leave the office quickly, taking only essential items. Payroll is due tomorrow. Vendors are awaiting payment. Council needs to meet urgently, but key records and systems are no longer accessible.
In moments like these, organizations quickly discover which systems are resilient and which rely too heavily on a single person, location or internal controls that are based “in office”.
Emergencies Don’t Just Impact Buildings
Recent wildfire seasons, flooding, atmospheric rivers, and evacuation events across British Columbia have highlighted how quickly normal operations can be disrupted. Communities, particularly those in remote areas, may face road closures, power outages, limited connectivity, and restricted access to essential services.
When we think about emergency preparedness, we often focus on community safety, evacuation plans, emergency supplies, and the protection of infrastructure. These are critical priorities. But emergencies can also disrupt the financial, administrative, governance, and operational systems that communities rely on every day. Business continuity is a key component of emergency strategy.
If key staff cannot access the office, financial records are unavailable, or signing authorities cannot approve payments, even routine operations can quickly become challenging. Emergency preparedness is not only about protecting infrastructure – it is also about ensuring organizations can continue serving their communities when it matters most.
Preparing in advance can help reduce stress, maintain essential services, and support community continuity during difficult times.
At AFOA BC, we have witnessed this firsthand:
“When we think about emergency preparedness, it’s easy to focus on buildings, equipment, and physical safety. Those things are incredibly important. But organizations also need to think about how they’ll continue operating if staff can’t access the office, systems are unavailable, or key decision-makers are displaced. Having clear processes and backup plans in place can make a significant difference during challenging situations.”
– Michelle Garbe, Operations Manager, AFOA BC
Building an Emergency Preparedness Strategy Starts with Asking the Right Questions
Could payroll still be processed if an emergency occurred and staff couldn’t access computers, systems, or cheque stock at the office?
One of the first concerns during an emergency is ensuring employees continue to be paid. Taking time now to review payroll processes can help reduce stress and maintain continuity when it matters most.
Is our payroll process emergency-ready?
- Who will be responsible for ensuring payroll gets done in an emergency?
- Is there a backup person trained to perform this function?
- Can payroll be completed remotely?
- Are digital signing authorities in place to approve payments?
- Are payroll systems cloud-based and accessible outside the office?
Can bills still be paid?
Communities continue to receive invoices and financial obligations during emergencies. Preparing financial systems in advance can help avoid unnecessary disruptions and ensure essential services continue uninterrupted.
- Are there backup signing authorities?
- Are digital signing authorities in place?
- Is emergency cheque stock stored securely off-site?
- Are banking processes documented and accessible?
- Can electronic payments be processed remotely?
- Are internal control procedures in place for performing financial transactions off site?
Moving from Preparedness to Practice
Emergency preparedness can feel overwhelming, particularly when organizations are already managing day-to-day responsibilities, reporting requirements, and community priorities. The good news is that building resilience does not have to happen all at once. Small steps taken today can significantly reduce stress and disruption during an emergency.
For many organizations, resilience begins with identifying where knowledge and responsibilities are concentrated. If only one person knows how to process payroll, approve payments, or access key records, an unexpected disruption can quickly create operational challenges. Building business continuity into everyday processes helps ensure essential services continue even when circumstances change.
Practical steps may include maintaining emergency cheque stock in a secure off-site location, ensuring more than one person is trained on critical financial functions, and documenting procedures so others can step in if needed. Reviewing whether banking systems and records can be accessed remotely can also help organizations continue operating during evacuations or extended office closures and ensuring good internal controls are still in place even if you are not physically together.
Building resilience is not about planning for every possible scenario. It is about putting practical safeguards in place today so organizations can continue serving their communities tomorrow.
Protecting Critical Information
Emergencies can quickly expose gaps in records management. Important information such as banking details, signing authorities, insurance policies, and vendor contacts should not be stored with a single person or at one physical location.
Many organizations are increasingly using secure cloud-based systems and regular backups to ensure records remain accessible when offices are closed or staff are displaced. Maintaining up-to-date emergency contact lists and periodically reviewing access permissions can also help ensure authorized personnel can retrieve critical information when it is needed most.
Planning for Leadership Continuity
Wildfires, floods, and other emergencies can disrupt normal decision-making processes. Having clear protocols in place can help leadership continue supporting the community during uncertain times.
Leadership teams may wish to consider how urgent payments would be approved if signing authorities are unavailable, how Council or management meetings could continue during evacuations, and whether roles and responsibilities are clearly documented. Cross-training staff in critical functions can also help organizations maintain continuity when key personnel are unavailable.
Emergencies test more than infrastructure. They test the systems, processes, and relationships that organizations rely on every day. By planning ahead, Indigenous organizations can strengthen their operational resilience and continue supporting their communities when it matters most.
Emergency Financial Continuity Checklist
Before emergency season, ask:
Are payroll procedures documented? Are signing authorities current? Is cheque stock stored securely off-site? Are financial records backed up? Can key staff work remotely? Are emergency contact lists current? Has your team tested its emergency procedures?
At AFOA BC, we support Indigenous finance, governance, and administration professionals through education, professional development, and practical resources that help organizations navigate both everyday challenges and unexpected events.
To learn more about our in-community workshops and training opportunities, visit: