Introduction
Do you remember when you were a kid in school and you used to have those fire alarms where everyone was made to traipse outside so you could have your head counted and then be allowed back in when the firemen said it was ok? Apart from breaking up the day, those drills were your first evacuation plans...whether you knew it or not. Evacuation plans are normally something we attribute to a submarine or cruise ship, but the reality of today’s business place makes it important to not only have an evacuation plan but to practice and utilize it as well.This article will show you the basics of what your plan should include and how to execute it so that when the need arises it will be second nature. Let’s take a look at some of the criteria for a Workplace Evacuation Plan.
Evaluation
Each workplace is different from the last so the specifics will also vary. The first step in a sound plan is evaluation. Remember when you had to invite the boring security guys in to do a risk assessment? Part of that risk assessment would involve emergency planning. You as a business need to be prepared as possible for the unknown. Events such as fire, flood, chemical spills, terrorism, riots and workplace violence are all things that need to be considered. Ultimately the plan is designed to allow a business to carry on business in the light of unforeseen activities. No small feat. Once you have identified the disasters, you need to start discussing personnel assignments. Who will be in charge of which scenario? Who will be the redundant person in case something happens to the primary? Involve management so that they understand the process and can contribute information to scenarios you may not have thought about. Management’s main objective is to ensure continuity of the business (after safety of the staff of course).Drawing Up the Plan
In the Canadian Government, they have what are called Standing Orders (SO). These SO are posted and include information on hazardous materials, first aid and any other pertinent information employees should be aware of. Your plan must be the SO for your organization.1. You will need to develop a reporting mechanism for the emergencies. Having the CEO running around, arms flailing screaming that there is a fire in the kitchen is confusing and wholly ineffective. Decide who reports to whom.
2. Ensure you have an escape route and assignments. Ensure there is a floor marshal that everyone knows. Ensure the floor marshal understands his or her responsibilities and more importantly is capable of executing them.
3. A fan out list. Who works where? Phone numbers and addresses so that in an emergency everyone can get a hold of the people they need to. Include contacts of people outside of the company.
4. Who performs what business task in the event of a disaster? With so much critical information it may be pertinent for certain aspects of the company to remain secure even under situations of duress. There must be a process in place for critical systems to be shutdown properly. Computers should be locked and rooms secured (if required to be secured).
5. The location of offsite storage so that the company can be up and running as quickly as possible with little interruption. This was evident during the World Trade Centre bombings when many organizations ceased to exist in the aftermath as there was no offsite storage.
6. Alarm system. Ensure people understand what alarms mean and how to react to them. A recent survey conducted by the National Research Council stated that almost 45% of those surveyed could not distinguish a fire alarm from other types of alarm. 25% ignore the alarms thinking it was a drill. Educate your staff.
7. Users should be aware exactly what constitutes an emergency. Having users suddenly start shredding documents because Joe from accounting left his toast too long in the toaster is not going to make anyone happy. Communication is the key.
8. Medical staff. Who is licensed to perform first aid at your site? Where is the first aid kits located? Who has the contact numbers for the hospital? All of these should be addressed in your plan.
9. Once it is determined that staff must leave the building you need a process in place for accounting of people, specific and backup routes for evacuation, assistance for people with disabilities. I once was involved in a fire at a youth group. One of the other leaders grabbed his child and left the area. Unfortunately he was the father responsible for counting heads. It was only that another father had seen him leave with his son that we were able to account for everyone and not have to go back inside the burning building to search for him. People react differently in different situations. Build redundancy into your plan.
Lastly, practice the evacuation. Too often management does not see the benefit by conducting such procedures and see them as a waste of time. The more people understand what is to happen during the practices, the more they will react properly in the right situation.
For more information on creating a template for your evacuation plan go to http://www.ready.gov/america/_downloads/sampleplan.pdf
Hopefully, your evacuation plan will never be used. Develop and practice the plan as required. Remember the plan is a living document and will constantly change.
I will close with a little Latin lesson. Semper Paratus. Always prepared.
