By now, you've probably seen BBM's Disaster Preparation & Response Guide. And if you haven't, I encourage you to check it out. 

One thing you'll notice going through this guide is that there is a multitude of areas fleets need to be on top of when it comes to being prepared for the unexpected. Fleet leaders not only have to ensure there is a short-term plan for immediate emergencies but also create plans that span years in addition to post-incident response. 

But to ensure those plans come together smoothly means looking beyond the vehicles and equipment and focusing on the people behind the response.

Communication: Who Picks Up the Keys?

Even the most detailed disaster response plan won't matter if no one on the team knows who's in charge, who has the keys to the fuel depot, or who's responsible for calling in backup. During a crisis, your operations are only as strong as your communication.

And in many fleets, that communication breaks down fast. Shift changes, vacations, retirements, and new hires all quietly chip away at institutional knowledge. If you haven't done a recent walkthrough of your plan with your current team, you may be basing it on assumptions that no longer hold.

Having a plan written down is the first step. Step two is making sure every person involved knows their role without having to flip through a binder. Ask yourself: if your fleet division manager is out of town, who steps in? If your lead technician is unreachable, who handles fleet triage?

These aren't hypothetical gaps, they're common, and they often surface at the worst times.

Training Without the Fire

Fleets shouldn't need a hurricane to run a drill. And you shouldn't wait for a wildfire to test your fuel supply protocols. In short, no-notice tabletop exercises with your team can reveal who's ready and where assumptions live.

Try this: pick a scenario, give your staff 15 minutes to respond as if it's happening now, then walk through what worked and what didn't. Keep that plan fresh in everyone's mind so that if and when something arises, each person knows not only their role but everyone else's. 

Disaster response is often framed as a systems problem revolving around data, assets, and routing, but it's also a people problem. How your team reacts, communicates, and adapts will determine whether your plan holds or falls apart under pressure.

So, if it's been a while since your last drill, or if you're not sure who would answer the call at 2 a.m., now's a good time to ask.