Although these two terms are often used interchangeably, an emergency preparedness plan and an emergency response plan are actually two different things and should not be conflated. While an emergency preparedness plan focuses on ensuring that your organisation is adequately prepared to deal with possible emergencies, an emergency response plan focuses on spelling out the actions team members need to take should an emergency take place.
In this article, we’ll unpack these two terms in more detail.
What is an emergency preparedness plan?
An emergency preparedness plan refers to the measures and practices an organisation puts in place to ensure that it is well-prepared to manage any emergencies that may occur. Emergencies could take many forms, including fires, floods, bomb threats, medical emergencies, violence, civil disturbances, chemical spills, explosions, earthquakes, or war.
What should an emergency preparedness plan include?
An emergency preparedness plan should include the following measures and actions:
- Hazard identification and risk assessment: Conducting regular risk assessments allows organisations to remove workplace hazards and control risks, making incidents and accidents less likely to occur, and less severe should they occur.
- Fire and evacuation drills: Regularly conducting evacuation drills so that all personnel understand their roles is a critical aspect of your emergency preparedness plan. Reviewing drill reports in pre- and post-drill meetings also allows Health and Safety Team members to continually improve their evacuation performance.
- Occupational health and safety training: Providing accredited training for Health and Safety Team members (First Aiders, Fire Wardens, Evacuation Marshals, Health and Safety Representatives, and Health and Safety Supervisors, etc.) is the best way to equip them to effectively carry out their functions.
- Emergency preparedness equipment: Ensuring that personnel have access to correct and sufficient emergency preparedness equipment (first aid boxes, firefighting equipment, fire alarms, loud-and-clear devices, etc.) is a key aspect of equipping your team to handle an emergency.
OHS Act compliance: The Occupational Health and Safety Act 85 of 1993 is the law that seeks to ensure the safety and wellbeing of everyone at work. Taking steps to comply with the requirements laid out by the Act and its regulations will result in a healthy, safe, and prepared workplace.
What is an emergency response plan?
An emergency response plan (also known as an emergency response procedure) is a critical set of steps that acts as an action plan to guide you in managing any emergency situation. An emergency response plan kicks in as soon as an emergency situation arises.
What should an emergency response plan include?
An emergency response procedure should outline the following information and procedures in very clear terms:
- Means of raising the alarm: Everyone should know how to raise the alarm when a fire or emergency is discovered (e.g.: trigger the fire alarm, use a loud-and-clear device, etc.)
- Means of summoning the emergency services: Who is responsible for summoning the emergency services, and how will they do so?
- Escape routes: Ensure that the correct escape routes available for use within the buildings and premises are located and used.
- Assembly point locations: Ensure that personnel are aware of the locations of Assembly Point A and Assembly Point B.
- Provision of access for the emergency services: Ensure that the emergency services are able to access the premises.
- Provision of emergency equipment: Ensure that first aid kits, evacuation chairs, etc. are on hand and ready to be used.
- Health and Safety Team and staff responsibilities: All personnel must understand their roles and responsibilities during an emergency (as outlined in their Health and Safety Team Appointment Letters).
- Roll call method: Detail the method to be used for accounting for all personnel (staff and visitors) by assembly area roll call.
- Liaison with emergency services: Who is responsible for liaising with the fire department, paramedics, or police force upon their arrival?
- Liaison with neighbouring businesses: Who is responsible for communicating with nearby businesses that could be affected by the emergency? Have the names and numbers of the neighbouring businesses on file.
- Firefighting arrangements: Ensure that fire extinguishers, hose reels, and other equipment are in good working order, easy to locate, and ready to be used.
- Provision for those who need assistance: Assist the elderly, disabled, very young, or pregnant people to evacuate.
- Drill reports and meeting minutes: Ensure that all evacuation drill reports, including the minutes of pre- and post-meetings, are kept on file.
Are businesses legally required to have an emergency preparedness plan in place?
Yes, there are legal statutory requirements specifically aimed at enforcing evacuation planning or emergency preparedness planning, laid down and enforced by the Department of Employment and Labour (DoEL), municipal and City by-laws, and the South African National Standards (SANS) and Building Regulations.
Occupational Health and Safety Act 85 of 1993
Section 9 of the Environmental Regulations for Workplaces outlines the legal requirements for fire escapes, escape doors, escape routes, and firefighting equipment.
SANS 10400 Part T:2011 Fire Protection
Section 13 stipulates the requirements for emergency exits, escape doors, and feeder routes. Section 18 outlines the duties of the owner or occupier of a designated premises with regards to evacuation planning, including establishing a fire protection programme, regularly reviewing the emergency evacuation plan, conducting regular evacuation drills, and designating assembly points.
SANS 23601
SANS 23601 outlines the vital role evacuation floor plans play in helping personnel to locate escape routes and emergency exits in an emergency. Evacuation floor plans must be clearly displayed in all workplaces.
Emergency Services By-Laws, 2003
The Emergency Services by-laws provide guidelines for the minimum requirements of an emergency evacuation plan, including emergency contact numbers, occupancy details, evacuation floor plans, emergency response procedures, evacuation drills, required training, etc.
Accredited occupational health and safety training is a vital aspect of emergency preparedness.
Developing and implementing an effective emergency preparedness plan requires the combined, sustained efforts of a well-trained Health and Safety Team. High-quality, accredited occupational health and safety training equips Health and Safety Team appointees with the knowledge, skills, and confidence needed to perform their functions.
Essential emergency preparedness training includes:
- First Aid NQF Level 1 (two days)
- Firefighting (one day)
- Evacuation Planning (one day)
- Health and Safety Representative (one day)
- Health and Safety Supervisor (one day)
- Hazard Identification and Risk Assessment (one day)
Contact us for assistance – we’re happy to discuss your unique needs.