Office Manager’s Guide to Surviving a Polar Vortex: How to Keep Your Office Dry and Disaster-Free

Feb 3

When a polar vortex hits, it’s not just your Netflix binge schedule that’s at risk—your office could be in for some serious trouble. Burst pipes, flooding, and other cold-weather disasters can turn your peaceful workplace into a soggy, chaotic mess. If you’re an office manager and don’t know a pipe wrench from a monkey wrench, don’t sweat it. This guide is here to make sure your office weathers the storm (literally) without a hitch.

1. Maintain Temperatures - Keep Things Toasty (Even When You’re Not There)

Set that thermostat: Don’t let it drop below 55°F, even if the office is empty for the holidays. Sure, the heating bill might make you groan, but it’s way cheaper than fixing a burst pipe.
Draft patrol: Hunt down any sneaky drafts around doors and windows. A little weather stripping or a cozy draft stopper can save your pipes from an icy fate.

2. Wrap Up the Pipes

Insulate, don’t hesitate: Foam pipe insulation or heat tape is your BFF for any exposed pipes, especially in unheated areas like basements or crawl spaces.
Know your weak spots: Make a checklist of pipes most likely to freeze and give them extra TLC.

3. Turn Off the Tap Water, the Right Way

Drain outdoor pipes: If your office has hoses or sprinkler systems, make sure they’re disconnected and drained. Frozen water can be a disaster waiting to happen.
Consider shutting it all down: If no one’s around during the cold snap, shut off the main water supply and drain the pipes. It’s like putting your plumbing on vacation mode.
Leave faucets dripping: If there’s a risk of power loss, leave a faucet dripping slightly to keep water moving through the pipes. Running water is less likely to freeze, even in extreme cold. Be sure the water is draining in the sink before leaving it to drip.

4. Pay Attention to Problem Outside Walls

Where’s the plumbing?: Focus on exterior walls or walls adjacent to unheated spaces where pipes may be hiding. These areas are most susceptible to freezing.
Signs of trouble: If you hear gurgling, notice reduced water flow, or see frost on walls, pipes might already be freezing.
If you can’t see the pipes: Use an infrared thermometer to check wall temperatures. Anything below freezing is a red flag. If pipes are suspected to be in danger, consider opening cabinet doors or adding space heaters to keep the area warm.

5. Double-Check Your Backup Plan

Sump pump check: Got a sump pump? Test it by pouring water into the pit and making sure it kicks in. If it doesn’t, call in the pros.
Power up: A backup generator can keep your heating systems running if the power goes out. Bonus points if it’s one of those fancy ones that’ll make your neighbors jealous.

6. Prepare for Power Loss in Cold Weather

Heating system shutdown: Without power, heating systems can stop working, leading to freezing temperatures indoors and increasing the risk of frozen pipes. Ensure you have a backup generator to keep the heat running.
Security concerns: Power outages might disable security systems and alarms. Consider battery backups for critical security equipment.
Protect technology: Use surge protectors for computers and servers to avoid damage during sudden outages. Keep important files backed up to the cloud or external drives.
Lighting solutions: Stock battery-powered or rechargeable lights to maintain visibility and safety during outages.
Sump pump failure: If your sump pump relies on electricity, a power outage could cause flooding. Consider a battery-operated backup sump pump to avoid water damage.

7. Extra Cold Weather Prep You Probably Haven't Thought Of Yet

Water heater check: Your water heater is the unsung hero of winter. Make sure it’s in tip-top shape so it doesn’t tap out when you need it most.
Keep exits clear: Snow and ice love to block emergency exits. Make sure these stay accessible so no one gets stuck in a winter wonderland.
Vehicle TLC: If your office has company cars, now’s the time to check antifreeze, tires, and batteries. Nobody wants to deal with a frozen engine at 7 a.m.
Communicate like a boss: Set up a plan for closures, delays, or emergencies. Whether it’s a quick email or an office group chat, keep everyone in the loop.
Emergency stash: Stock up on blankets, snacks, bottled water, and a first-aid kit—because winter storms don’t care about your lunch plans.
Fire safety check: Cold weather can mess with sprinkler systems. Double-check everything is working so you’re not caught off guard.
Outdoor upkeep: Salt those walkways and clear those HVAC units. It’s not glamorous, but it’ll keep things running smoothly.
Backup workspace: If the office turns into an icebox, have a Plan B. Whether it’s remote work or a temporary space, don’t let the cold snap your productivity.
Humidity matters: Too dry? Expect static shocks and cranky furniture. Invest in a humidifier to keep everyone comfortable and your office happy.
Utility detective: Keep an eye on water and energy usage. A sudden spike might mean trouble—and catching it early is always better than cleaning it up later.

8. Embrace the Wonders of Smart Tech

Install water leak detectors and smart thermostats that’ll send an alert straight to your phone if things go south. It’s like having a digital disaster watchdog.

9. Build Your Emergency Kit

Your cold-weather survival kit should include:

Flashlights (batteries included—learn from the Boy Scouts)
An “uh-oh” list of emergency contacts, like your favorite plumber and Adams Complete Cleaning and Restoration (we’re just saying).

10. Floor Care Matters

Combat salt and moisture: Winter weather often brings in salt and moisture from boots, which can create slip hazards and damage flooring. Place sturdy floor mats at all entrances to trap debris and moisture before it spreads.
Regular mopping: Set up a cleaning schedule to ensure that floors are mopped frequently to remove salt residue and water, keeping surfaces safe and extending the life of your office floors.
Protective coatings: Consider applying a protective floor coating to shield surfaces from salt damage and make cleaning easier.

11. Signs of a Frozen Pipe

No water or weak flow: If you turn on a tap and get a trickle (or nothing at all), a pipe might be frozen.
Frosty exterior: Visible frost on pipes or walls could indicate freezing.
Odd sounds: Listen for whistling or banging noises in the pipes—it’s a clue that something isn’t right.

12. Don’t Forget the People Part

Share the plan: Let your team know what’s up. Email them tips for keeping their workspaces warm and safe.
Buddy system: Delegate prep responsibilities to a trusted team member in case you’re out of the office.

What If Pipes Freeze?

Act fast: Turn off the main water supply to minimize damage.
Thaw with care: Use a hairdryer or heating pad to gently thaw frozen pipes. Never use an open flame.
Call in the experts: If you can’t identify the issue or it seems serious, don’t hesitate to call a plumber or restoration professional.

Plan for Reopening After the Storm

Parking lot: Is the lot set to be cleared prior to opening up after a winter storm?
Walkways and stairs: will customers and vendors have a clear path to the front door?

Minimize risk to your patrons and staff by handling the details that will keep your job safe and sound!

Taking these steps now can save you a world of headaches later. No floods, no burst pipes, and no “what in the world just happened” moments when you return to the office. And if winter decides to throw its worst at you, Adams Complete Cleaning and Restoration has your back. We’ll help you restore it right, no matter what Mother Nature dishes out.

So grab your scarf, crank up the heat, and take a victory lap. You’ve got this!

Michelle Adams