When the Snow Hits, Independent Agencies Still Show Up
By: Julie Furst
Winter storms are rolling across New York, bringing heavy snow to places that don’t often see it, and even to areas that used to handle it better than we do today. Roads close. Offices lose power. Travel becomes unsafe.
But insurance doesn’t pause for snow days.
Independent insurance agencies are an essential industry, and even when you can’t physically be in your office, your clients still need you. The good news? Thanks to the way we adapted during COVID, many are more prepared than ever to serve clients remotely and securely.
Here’s how agencies can continue to show up when winter weather makes business as usual impossible.
You Don’t Have to Be in the Office to Be There
Being present doesn’t always mean being at your desk. With today’s technology, agencies can:
- Forward phones so calls are always answered
- Access voicemail remotely — with a clear process for who checks messages and how quickly responses go out
- Log into agency management systems and carrier portals from home
- Keep quotes and claims moving even if the lights are off at the office
The key is having a plan and making sure your entire team knows it.
Set Expectations Before Something Goes Wrong
Snow days are great. Emergency snow days? Not so much. Talk with your team before the storm hits about:
- Who is responsible for answering phones
- How often voicemail is checked
- Expected response times during weather disruptions
- How to communicate internally if systems go down
Clear expectations reduce stress for your team and frustration for your clients.
Tell Clients Exactly What to Do
Snow brings more than cancellations:
- Auto accidents
- Slips and falls
- Roof collapses
- Frozen pipes, then water damage when everything melts
Make it easy for clients to know what to do:
- Post clear instructions on your website
- Share guidance on social media
- Update your voicemail if your office will be closed or operating remotely
When clients know who to call and what happens next, they feel taken care of, even in a crisis.
Don’t Let Convenience Become a Cyber Risk
Working remotely doesn’t mean security takes a snow day. This is the time to be especially mindful:
- Log in through your VPN
- Avoid public Wi-Fi when accessing systems
- Never share personally identifiable information (PII) through unsecured channels
- Follow your agency’s cybersecurity protocols EVERY time
Serving clients and protecting their data go hand in hand.
Independent Agencies Are Built for Moments Like This
Your value proposition has always been showing up when it matters most. Even when you can’t be in the office, you can still:
- Answer the phone
- Guide clients through claims
- Communicate clearly and consistently
- Be the steady presence your customers rely on
Staff Retention Moment
We want to keep our great people. It’s a great time to:
- Ensure your team has access to the right tech
- Communicate clearly and with respect
- Say thanks for the job done well in snowy conditions
At Big I NY, we’re here to help you think through the plan, the technology, and the best practices that keep your agency running– no matter what the weather looks like outside. From Catalyit’s tech guidance to operational consulting about processes and the markets you need to help protect customers, we’ve got your back.
Because when the storm hits, you’re the hero for your clients, and we’re here to guide you every step of the way.
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