From Reactive to Proactive: How to Create a Preparedness Mindset

When an unexpected event affects an organization, the response usually comes down to one question: How prepared were we before it happened?

You can’t predict every challenge your organization may face. But you can take steps now to be better prepared when those challenges arise. That starts with developing a preparedness mindset.

What is a preparedness mindset?

A preparedness mindset means taking a proactive approach to potential challenges and emergencies. It involves anticipating what could happen, making a plan, preparing your people and resources, and being ready to adapt when circumstances change.

According to the U.S. Chamber of Commerce Foundation, 94% of small and medium-sized business leaders believe their business would recover if affected by a disaster. But only 31% have an actual disaster plan in place.

And the stakes of being unprepared can be significant. During the first half of 2026, weather and climate disasters  caused $31.9 billion in damages across the U.S.

For community-focused organizations, preparedness is especially important. Your employees and volunteers need to know what to do, your leadership team needs to know how to make informed decisions, and your organization needs to be able to keep moving forward when the unexpected happens.

Understand Your Organization’s Risks

Before you can prepare for a disruption, you need to understand what could impact your team in the first place. Every organization has different risks based on its location, operations, and the community it serves.

Take some time to think about the situations that could have the biggest impact. Ask questions such as:

• What could happen that would make it difficult for us to continue operating?
• What services or responsibilities would our community need us to keep providing?
• Are there any parts of our current plans that we haven’t fully addressed?
• If an important facility, resource, or system became unavailable, what would we do?

These conversations can help your leadership team identify potential gaps and focus on the areas that may need the most attention before a disruption occurs.

Make Preparedness Part of Everyday Operations

Being prepared shouldn’t be something you only think about when a storm is approaching or an emergency has already occurred.

Instead, look for ways to make it part of your day-to-day operations. That could mean regularly reviewing your emergency plan, making sure your property and equipment are maintained, and providing ongoing training to your employees and volunteers.

It could also be helpful to talk through different scenarios with your team. You don’t need to have all the answers right away—but simply having conversations can make a difference when the unexpected happens.

Prepare Your People, Not Just Your Plans

A written plan is an important starting point, but people put that plan into action.

Employees should understand what’s expected of them during an emergency and where to find the information they need. Regular training and exercises can help employees become familiar with their responsibilities while giving leaders an opportunity to identify areas that may need more attention.

Communicate Before, During, and After an Incident

When something unexpected happens, people want to know what’s going on and what they should do. You should consider how you’ll keep employees and the community informed before, during, and after an incident.

It’s also helpful to establish communication responsibilities ahead of time—such as who will share these updates, and which communication channels will be used. Having answers to these questions before an incident occurs can make it easier to get the right information to the right people when normal operations are disrupted.

Learn From Every Event

Even the best preparedness plans can’t account for everything. That’s why it’s important to look back after an incident and ask what worked, what didn’t, and what could be done differently next time.

After an emergency or disruption, take time with your team to review the response. Were there communication gaps? Did employees know what to do? Were there resources you wished you had available?

These conversations are an opportunity to turn experience into preparation and strengthen your plans moving forward.

Keep Preparedness Moving Forward

Preparedness isn’t something you can check off a list and forget about. Risks change. Employees change. Your organization changes.

Set aside time to revisit your plans, review responsibilities, and talk with your team about potential scenarios. Small steps throughout the year can make a big difference when your organization faces an unexpected challenge.

For community-focused organizations, being prepared means more than protecting your ability to function. It means being ready to continue serving the people who depend on you.

Thank you for everything you do. For specific risks, check out the resource libraries on Glatfelter Insurance Group to help organizations like yours stay informed and prepare for the challenges it may face.