THE PEO ROLE IN EMERGENCY PREPAREDNESS: HELPING CLIENTS PLAN FOR A WIDE VARIETY OF CRISES

In June 2025, Aflac identified suspicious activity on its computer network. Shortly afterwards, the entire scope of the problem was revealed: a sophisticated cybercrime group had breached the company’s systems, accessing the personal information of over 22 million customers. Names, addresses, Social Security numbers, dates of birth and medical information were all exposed.

In this case, Aflac, with a current estimated worth of over $60 billion, had the resources and in-house experts that most companies do not. Dedicated security staff rapidly established response protocols, allowing the company to quickly contain the attack while avoiding a costly ransomware situation. Even so, the impact was significant for customers, employees, agents, and beneficiaries alike. Furthermore, as is the case with all publicly announced security breaches, major reputational damage occurred.

Now consider the same scenario within a small or mid-sized business. Many are lucky to have one full time IT professional on staff, let alone an entire IT security team, meaning the likely results are locked-down systems, an inability to access payroll data and plenty of questions about what happens next.

The risks facing employers today are very real, and they are growing. In addition to cyberattacks, companies also need to consider countless other threats including the impacts of major weather events and workplace injuries. And in many cases, smaller organizations are often more vulnerable because they lack the infrastructure and costly resources needed for comprehensive preparedness. This is where PEOs can play a critical role by helping clients identify and plan for disruptions before they become business-altering crises.

PEO-PROVIDED TOOLS AND GUIDANCE

As a PEO general agency that regularly works with brokers to identify the best HR services partner for small and medium-sized businesses, we are fully aware how the right PEO match can help organizations be better prepared when the unexpected happens. A skilled PEO can offer expert guidance and provide scalable tools that many small and mid-sized employers could not realistically create on their own.

The process begins with a risk assessment based primarily on location, industry type, and operations. For example, our company is based in Houston, so we plan for severe rain events and flooding. In comparison, a Chicago-based company may instead focus on severe cold and winter storms. Simply put, a generic, one-size-fits-all plan rarely works.

The right PEO can help clients develop response plans that reflect their real risks and resources. These documents often include standardized templates, customizable frameworks, and clear checklists designed for moments when systems are down and decisions need to happen fast.

PREPARING FOR PHYSICAL EMERGENCIES

Certain PEOs can help clients build workplace emergency action plans tailored to fit their own unique environments. These plans can determine who is responsible for coordinating with first responders, how employees are accounted for during an evacuation and the decision-making procedures to be used if a key leader is unavailable.

Outside of an emergency, PEOs can help ensure OSHA compliance, support safety training programs, and establish incident reporting procedures that are comprehensive, practical and easy to follow.

Crisis communication planning is also important. Many businesses assume email will always be available, even during times of emergency. But that is not always the case, especially during storms or power outages. PEOs help clients proactively identify alternate communication methods to ensure staff receive timely information whether they are in the office, at home or travelling.

Of course, all good emergency plans require training. Safety drills and tabletop exercises help companies identify gaps and clarify roles before a real crisis occurs. The right PEO can assist in these preparations as well.

FORTIFYING AGAINST CYBER EMERGENCIES

While preparations for weather events, earthquakes and other natural disasters is a must, cyber incidents can also be just as disruptive and costly. In many cases, payment and payroll systems, benefits platforms, and HR databases are almost entirely digital. That means, when those systems go offline, business grinds to a halt.

The Aflac breach illustrates the scale of exposure that modern organizations face. If a multi-billion-dollar, well-resourced company can be compromised, smaller, less sophisticated employers are certainly potential targets as well.

PEOs can help clients create backup systems, while ensuring that critical functions like payroll continue to move forward. They can also tell you what, if any regulatory requirements apply and help ensure you remain in compliance with all applicable laws and regulations.

When it comes to cyberattack risks, employee training is paramount. Many breaches start with phishing emails or other attempts to access sensitive password information. That’s why simple, consistent and ongoing education can significantly reduce risks.

A PARTNERSHIP THAT PAYS OFF DURING TIMES OF CRISIS

Emergency preparedness is essential for all businesses. But they don’t have to do it alone. PEOs can play a pivotal role in planning, communications and crisis response while ensuring that critical functions – like timekeeping, payroll and benefits – continue even when an emergency strikes. By combining regulatory expertise, operational support, and practical planning tools, PEOs can help small and mid-sized businesses prepare for both physical and cyber emergencies, value that extends well beyond traditional HR administrative duties.

When something goes wrong, and eventually it will, having a PEO that helps your company remain prepared can make all the difference.