Disaster Plan Template | RTA Resources

When I first started in fleet management, I didn’t anticipate that one of my biggest challenges would come from the forces of nature.  

From hurricanes to tornados to wildfires to ice storms, natural disasters are a part of life for most of the country. And in Florida, hurricanes are part of life, and I learned that lesson firsthand when a major storm hit early in my career.  

There’s an element of uncertainty that comes when you have the weight of yourself plus your fleet, your vehicles, your equipment, and your fuel on your shoulders. It's normal to feel anxious or uncertain and ask yourself, “What do we do next? How do we recover from this?” 

I’m not going to lie to you—from my personal experience, I can tell you that disaster recovery is going to be hard. But you’re not alone in this.  

I remember the stories from my predecessors in Palm Beach County in 2004. Gas stations everywhere were shut down because they didn’t have backup generators, and the port was closed, meaning fuel deliveries weren’t coming in. They had to drive to Atlanta for fuel to keep their vehicles running.  

After that, we knew we needed to revisit our crisis plan for our fuel, vehicles, and equipment. These things are required for after-storm recovery and must continue functioning after a hurricane.  

The community depends on us. 

In fleet management, it’s not a matter if something goes wrong, but when. And when it does, how well you’ve prepared will determine how quickly you recover.  

Let’s talk about how to prepare your fleet for the unexpected and, when disaster strikes, how to rebuild stronger. 

Before the Disaster  

1. Learn From the Past 

The hurricane changed our approach to disaster preparedness.  

We knew we couldn’t rely on external suppliers during a crisis, so we shifted to a strategy focused on self-reliance. The county invested in a 9,000-gallon tanker truck and several tank wagons to make sure we had our fuel supply, no matter what.  

We also updated our emergency protocols, ensuring backup systems were in place if power went out or communication systems failed. 

The big takeaway? 

From that point on, we focused on building a fleet that could function independently, even in the worst conditions. After each event, we assessed what could have been improved and adjusted our plans to strengthen our preparedness. 

How would we track vehicle repairs, parts, or fuel if we didn't have electricity? What would we do if our main fuel suppliers were offline? We ensured we had answers to those questions long before the next storm came. 

I can confidently say that this approach—learning from what we’ve been through and adapting for the future—saved us time and resources. Most importantly, it allowed us to keep critical services running when our community needed them the most. 

2. Plan for Worst-Case Scenarios

One of the most valuable strategies I’ve learned over the years is planning for worst-case scenarios—not just the likely disruptions but the extreme and sometimes unthinkable situations that can catch you off guard. 

These aren’t just exercises in imagining disaster; they’re a practical way to create actionable plans to keep your fleet operational when everything else breaks down. 

In the book Imaginable by Jane McGonigal, this type of forward-thinking is called episodic future thinking (EFT), where you mentally simulate a possible future, walking through what could go wrong and how you might respond.  

McGonigal argues that imagining the most extreme scenarios can make us more creative and flexible in preparing for and reacting to crises. This isn’t about fear—it’s about building mental resilience. 

By confronting worst-case possibilities before they happen, you’re better equipped to handle them if and when they do. 

We regularly conduct worst-case scenario planning exercises for various situations, including power outages, fuel shortages, and offline fleet management systems. These exercises allow us to identify potential gaps in our preparedness and build contingency plans to pivot quickly when disaster strikes. 

How to Run Worst-Case Scenario Thinking Exercises 

1. Identify Key Disaster Scenarios 
   Start by brainstorming the types of disasters or crises that could affect your fleet. Think beyond the obvious. Be willing to consider "ridiculous." Even extreme situations can offer valuable insights into potential weaknesses in your current plan​.  
2. Walk Through Each Scenario Step-by-Step
   For each situation, break down exactly what would happen. Ask your team:
   1. What’s the first thing that would fail?
   2. How would this impact operations?
   3. Which vehicles and services would be most affected? 
   4. What would the ripple effects be on the community or internal departments?
3. Establish Backup Systems and Procedures
   Once the scenario has been thoroughly walked through, develop clear, actionable solutions:
   
   Here are some of the solutions for our worst-case scenarios:
   1. Power Outages: We explored what would happen if we lost electricity for days or weeks. Tracking vehicle repairs, fuel usage, and service requests was one part of the challenge, but keeping critical shop components operational—like air compressors, power tools, and vehicle lifts—was essential to maintain full functionality. To prepare, we assessed the need for generator power to support these systems, as well as mobile lifts that could operate independently if needed. We also developed a backup plan to keep fuel sites operational during outages, ensuring we’d have uninterrupted access to fuel even in prolonged power loss.
   2. Fuel Shortages: After seeing our reliance on external fuel suppliers, we developed a fuel plan to maintain reserves that would sustain us through the immediate aftermath of a disaster. To do this, we first calculated our baseline fuel needs, knowing that usage would likely double during a crisis, and then decided how long we needed to remain self-sufficient. The large tanker and tank wagons were vital, but we also established a process for rationing fuel and prioritizing vehicles based on their importance to public safety and recovery efforts. Additionally, we secured a direct contract with a supplier with multiple ports across the state, giving us better access to fuel when we need it most. 
   3. Communication Breakdowns: In a disaster, clear communication is everything. In case cellular networks went down, we established an emergency communication protocol that included radios and backup messaging systems. Every team member knew their role in the communication chain, and we had pre-set reporting structures to ensure critical information flowed, even when normal channels failed. 
   4. Potential Alternative Locations: If our primary shop is compromised due to structural damage or inaccessibility, we’ve identified alternative locations nearby that can handle essential repairs and maintenance. Each site has the tools and infrastructure needed for standard repairs, fueling, and emergency tasks. We also coordinated with partner facilities and local providers to extend capacity if needed, allowing us to quickly pivot operations, minimize downtime, and keep the fleet operational. 
4. Simulate the Scenario in Real-Time 
   After planning to test your systems, conduct a real-time simulation where your team operates as if the disaster has already occurred. Shut down your FMIS, disable fuel access temporarily, or work through a scenario where key team members are unavailable due to an emergency. 
5. Debrief and Improve the Plan 
   After each exercise, hold a debriefing session with your team to discuss what went well and where adjustments are needed. This ongoing feedback loop ensures you’re constantly refining your disaster preparedness strategy. 
6. Update Plans Regularly
   Disasters evolve, and so should your plan. Revisit these exercises regularly—especially after real-life emergencies—to ensure they stay relevant and effective. Adjust your scenarios based on new risks, changing technologies, or updates to infrastructure. 

3. Encourage Flexibility and Teamwork

When disaster strikes, even the best-laid plans can be thrown off course.  

Flexibility means having a team that isn’t tied to one way of doing things. Teams that adapt quickly and creatively are far more resilient and effective during a crisis—this flexibility is essential to keeping us strong and responsive when it matters most. 

Clear communication is the backbone of this flexibility. It’s not enough to just tell your team to pivot—they need to understand exactly what the new plan is and how to execute it. Keeping communication lines open and consistent is essential. During a crisis: 

• Internal communication within the fleet department must be streamlined so everyone knows their roles, operations status, and immediate priorities. 

• Cross-departmental communication is equally important. Fleet teams often work in tandem with public safety, utility, or municipal departments during a disaster. Regular updates with these teams ensure everyone is aligned on what’s happening, what resources are available, what’s needed—and, importantly, to check on each other's welfare. 

The Aftermath 

It’s overwhelming immediately during and after a major crisis. We’ve put together a disaster plan template and sample to help you map out your recovery efforts.  Download the sample below and scroll down to access the disaster plan template. 

DOWNLOAD SAMPLE TEMPLATE

How RTA Is Supporting Fleet Managers Through Crises 

When disaster strikes, fleet managers are often thrust into the role of crisis responders, navigating damage control, operational disruptions, and the immense pressure to keep essential services running. At RTA, we understand how overwhelming this can be because we’ve been there. The challenges you face during a disaster require preparation, flexibility, teamwork, and a robust plan to rebuild afterward. 

If you’re dealing with the aftermath of a disaster or preparing for the next one, RTA is here to help.  

With RTA’s Fleet360, you can get notifications of asset status and availability so you can respond to emergencies quickly and efficiently, and access your data from anywhere with the Fleet360 mobile and web apps in case disaster strikes and you have to evacuate. And never worry about losing your data as Fleet360 backs up information using AWS offsite to keep your data secure.  

You don’t have to navigate recovery alone. Let RTA be part of your preparedness strategy—offering tools, insights, and the expert advice your fleet needs to bounce back faster and stronger.  

Schedule a demo today and see how you can get a full view of your fleet operations so you’re prepared for whatever comes next.  

Not sure if your fleet’s disaster plan is ready? Schedule a consultation with our fleet experts for an audit of your fleet’s disaster preparedness, and get the insights you need to tackle any emergency.