An emergency can interrupt an ordinary working day without warning. A fire, chemical spill, medical emergency, or flood can threaten people’s safety and disrupt business operations. Clear workplace emergency procedures help everyone understand what to do when immediate action is needed.
For employers, preparation means developing a plan, assigning responsibilities, training employees, and practising the response. Here are the essentials for preparing your workplace.
Start with a plan that fits your workplace
An evacuation plan aims to prevent fatalities, reduce damage to buildings and equipment, protect the surrounding community and environment, and help normal operations resume.
Start by considering the people and risks on your premises. How many employees and visitors may be present? Who might need help getting out? How long could evacuation take, and where are the main hazards?
Your plan should include evacuation floor plans, emergency response procedures, staff responsibilities, and arrangements for drills. It should also explain how to respond to different emergencies.
Involve employees in the planning process. Their suggestions about potential hazards and possible emergency situations can help shape the plan. Once it is ready, review it with them so they understand what to do before, during and after an emergency.
Make emergency procedures clear and practical
People need clear instructions they can follow under pressure. Your emergency procedures should explain:
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How to raise the alarm
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Who calls the emergency services and how
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Which escape routes people should use
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Where the assembly points are
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Who helps people who need assistance
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How employees, visitors, and contractors will be accounted for
Include the location of emergency equipment, such as first aid kits, fire extinguishers, and evacuation chairs. Make arrangements for emergency vehicles to enter the premises and for someone to meet and communicate with responders.
The plan should also identify neighbouring businesses that could be affected and explain how to contact them.
Give your health and safety team clear responsibilities
Everyone should know who is responsible for directing the response.
The Evacuation Coordinator manages the emergency and coordinates the workplace response until operational authority transfers to the emergency services. This person also keeps the plan updated and checks that training, equipment and drills receive attention.
Evacuation Marshals guide people from their assigned areas and conduct roll calls. The Communications Controller relays information between the emergency team and outside services. In smaller organisations, the Evacuation Coordinator can fulfil this communication role.
Fire Wardens and First Aiders have specific responsibilities supported by appropriate training. Security personnel help control access and keep entrances available for emergency vehicles.
Make escape routes easy to find and use
Display evacuation floor plans throughout the workplace so employees and visitors can identify their routes and assembly areas.
Each plan should show the viewer’s position, primary and secondary escape routes, emergency exits, assembly points, and relevant emergency equipment. It should also include brief evacuation instructions and emergency contact numbers.
Check the routes themselves. They should be clearly marked, well lit, and free from obstructions. Escape doors must be easy to open from inside, and routes must accommodate the people using them.
Employees should know to use the designated stairs during evacuation and avoid lifts. If the primary exit is blocked, they need to know the alternative route.
Plan for assembly points and roll calls
You should have two Assembly Points for first- and second-stage evacuations. Assembly Point A is the usual gathering place. Assembly Point B is generally further away and is used when the situation makes it necessary to move people further from danger.
Choose safe locations and keep roads clear for emergency vehicles. The health and safety team should know exactly where both assembly points are.
Once people arrive at the Assembly Point, Evacuation Marshals conduct roll calls. Accurate staff attendance records and visitor and contractor registers help identify anyone who is missing.
Employees should report to their designated area and remain at the assembly point until the all-clear is given. Missing people must be reported.
Include people who may need assistance
Emergency procedures should account for people who cannot evacuate without help. This may include someone with a permanent disability, a temporary injury, or a condition that is not immediately visible.
Ask individuals whether they would need assistance during an emergency. The Evacuation Coordinator should maintain an updated list of those requiring help, including their location and any equipment needed.
Where evacuation chairs are provided, operators need regular training in their use. Visitors and contractors also need consideration, as they may be unfamiliar with the building and its procedures.
Practise the plan and learn from each drill
In South Africa, all businesses are legally required to conduct two evacuation drills each year. These exercises help people practise their responsibilities, identify areas for improvement, and check whether emergency devices work as intended.
Use drills to assess whether alarms can be heard throughout the premises, evacuation routes work effectively, and roll calls account for everyone.
After each drill, the Evacuation Coordinator should complete a report. Record evacuation times, communication problems, and areas needing improvement. Keep the reports and use the findings to improve the plan.
Keep everyone informed and ready
Introduce new employees to the emergency procedures and communicate changes to existing staff. Keep emergency equipment in good working order and ensure team members receive appropriate training.
When reporting an incident, provide the exact address, the nature of the emergency, your contact details and any known injuries or missing people. Speak clearly and stay on the line until the call taker ends the call or says you can go.
A prepared workplace gives people clear responsibilities, familiar escape routes and a practised response when an emergency happens.
First Aid, Fire and Safety Training offers accredited emergency preparedness training
Clear emergency procedures work best when your team knows how to put them into practice. First Aid, Fire and Safety Training offers accredited first aid, evacuation planning, and firefighting courses for South African workplaces. Contact us to find the right training for your team.