Kevin Ian Schmidt

Category: Emergency Action Plan

  • BWC Emergency Action Plan Template

    BWC Emergency Action Plan Template

    free basic template for emergency action planA good business reviews their emergency action plan annually, not just with their employees as OSHA requires, but as a whole to ensure everything is still applicable that it works with your workforce, that it is still the most efficient.

    This Emergency Action Plan is from Ohio’s BWC Office of Industrial Hygiene, it is a basic plan that addresses all applicable subsections of OSHA standard 1910.38.

    This template is best for small businesses, including those that don’t require a written plan, so that they don’t miss a basic subsection.

    If your business requires a more in-depth plan, or your workplace has specialized needs, this plan is not best for you, and instead you should check out some of our other offerings in the membership area.

    Besides having an Emergency Response Plan, every workplace should have a a training on Emergency Response, that explains it to the employees. I have many emergency response plan posts you can check out here.

    How best to utilize this Emergency Action Plan document

    This form will not be 100% applicable to every workplace. So, it is best to rewrite this plan for your company. Simply start with the Scope and Purpose of the plan, as those are completely applicable to any business. Next, adjust the plan to the work performed by your business, and adjust the job titles to those in your workforce.

    EXAMPLE: don’t have or need 40hr trained hazmat representatives in your retail store? Simply omit that portion.

    Doing just a basic rewrite of this plan as outlined above, and using it as a guided template for your personalized plan, then you will be 100% compliant with the OSHA regulations, and more importantly, you will be providing the safest workplace for your employees.

    An emergency action plan is a life saving document, and has many different considerations based upon the workplace, check out what else I have to offer around Emergency Action Plans

    Download & Read the Basic Emergency Response Plan below

    BWC Emergency Response Plan
  • DHS Bomb Threat Checklist

    DHS Bomb Threat Checklist

    Bomb threats or suspicious items must always be taken seriously. How you react to a bomb threat can be the difference of people living or dying. So what should you do?

     

    Whether the bomb threat is made via phone, handwritten note, email, or other means, the DHS Bomb Threat Checklist provides instructions on how to respond to a bomb threat and a comprehensive list of information that will assist law enforcement in a bomb threat investigation.

    Bomb threats are primarily received via phone, but are also made in person, via email, written note, or other means. Most bomb threats are made by individuals wanting to create an atmosphere of anxiety and panic. Every bomb threat is unique and should be handled in the context of the facility or environment in which it occurs. Facility supervisors and law enforcement will be in the best position to determine the credibility of the threat.

    Follow these procedures in the event of a bomb threat :

    • Remain calm.
    • Notify authorities immediately:
      • Notify your facility supervisor, such as a manager, operator, or administrator, or follow your facility’s standard operating procedure. (See below for assistance with developing a plan for your facility or location.)
      • Call 9-1-1 or your local law enforcement if no facility supervisor is available.
    Check Out: Emergency Response Plan Best Practices

    For threats made via phone:

    • Keep the caller on the line as long as possible. Be polite and show interest to keep them talking.
    • DO NOT HANG UP, even if the caller does.
    • If possible, signal or pass a note to other staff to listen and help notify authorities.
    • Write down as much information as possible—caller ID number, exact wording of threat, type of voice or behavior, etc.—that will aid investigators.
    • Record the call, if possible.

     

     

    Download the DHS Bomb Threat Checklist below

    View the DHS Bomb Threat Checklist below

    DHS Bomb threat checklist
  • Emergency Action Plan Special Considerations

    Emergency Action Plan Special Considerations

    An emergency is a chaotic time, as part of a quality emergency response plan, there are specific considerations a workplace may require beyond a basic plan.

    Below I review some of the special considerations you may need to include in your plan.

     

    Persons with Disabilities

    During an evacuation, a workplace may have employees requiring assistance, and should be considered as part of the evacuation section of your emergency action plan. Failure to account for employees or visitors within your facility during an evacuation, can result in unnecessary injuries, or worse death. Below are some of the standard provisions for persons with disabilities that may be included in your facilities emergency evacuation planning.

    Disabled Persons

    Persons using crutches, canes or walkers:

    In emergency evacuations, these individuals should be treated as if they were injured. Have the individual sit on a sturdy chair, preferably a chair with arms, and follow the procedure for non-ambulatory persons discussed below.

    Non-ambulatory persons:

    Evacuation may not be necessary or advisable. Many stairwells are designed to provide temporary protection from fire or other danger. An able bodied volunteer shall stay with a wheelchair user on the stairwell platform while a second person notifies emergency personnel or paramedics of the exact location of the wheelchair user. If immediate evacuation is necessary, be aware of the following considerations:

    1. Wheelchairs have movable parts; some are not designed to withstand stress or lifting.
    2. You may need to remove the chair batteries; life-support equipment may be attached.
    3. In a life-threatening emergency, it may be necessary to remove an individual from their wheelchair. Use caution, as lifting persons with restricted mobility, may cause them bodily harm or injury.
    4. Wheelchairs should not be used to descend stairwells. Use an emergency evacuation chair.
    5. Non-ambulatory persons may have respiratory complications. Take them to a location away from smoke or fumes. Ask them if they have any needs or preferences.
    6. Check the evacuation routes for obstructions before assisting the person to the exit.
    7. Delegate other volunteers to collect the wheelchair.
    8. Return the person to their wheelchair as soon as it is safe to do so.

    Providing Assistance

    Always consult with people in the wheelchairs, asking them how you might assist them; i.e.,

    1. The number of people they require for assistance.
    2. Methods to remove them from the wheelchair.
    3. Taking precautions for pain, catheters, catheter-bags, limb-plasticity, braces, etc.
    4. Whether to carry them face-forward or -backward down a flight of stairs.
    5. Whether a seat cushion or pad shall be brought along, should the wheelchair be left behind?
    6. In lieu of a wheelchair, ask if they prefer a stretcher, cushioned- or padded-chair, or car seat.
    7. Whether paramedic assistance is required.

    Visually Impaired

    Most visually impaired persons shall be familiar with their immediate work area. In an emergency situation, describe the nature of the emergency and offer to act as a “sighted guide.” Offer your elbow and escort them to a safe place. As you walk, describe where you are and advise them of any obstacles. When you have reached safety, orient the person as to where you are and ask if any further assistance is needed.

    Hearing Impaired

    Because persons with impaired hearing may not hear emergency alarms, alternative warning techniques are required. Two methods are:

    1. Write a note describing the emergency and nearest evacuation route, “Fire. Go out rear door, to the right, and down. Now!”
    2. Turn the light switch off and on to get their attention, then indicate with gestures what is happening and what to do.

    Fire alarms notify building occupants of an emergency, a quality system will have audible and visual signals to alert building occupants.

    Not all buildings have a fire alarm system, instead using air horns and/or intercoms.

    If your facility has a fire alarm system, ensure you include a section in your emergency action plan, and in the training on evacuations, so it is understood what the system means.

    Fire Alarm

    When the Fire Alarm sounds, act immediately to ensure your safety. The Fire Alarm System is designed and engineered to provide you with an early warning to allow you to safely exit the building during an emergency situation.

    • Never ignore or assume the alarm is false or the result of a test.
    • Everyone must evacuate the building by way of the safest and closest exit and/or stairway.
    • Never use an elevator to exit during a fire alarm activation.
    • Once outside the building, move away from the building. Assemble across the street or along the sidewalk of the adjacent building.
    • The front of the building is where the fire fighters and fire trucks will be operating. Do not obstruct their access to the building.
    • If there is an incident occurring on the upper floors and glass is being blown out of the windows, the area below is the hazard zone where serious personal injuries will happen. Do not remain in or near the hazard zone.
    • Once outside, never re-enter the building until you are told to do so by the fire department or police.

    Emergency Exits

    Emergency exits are something easily overlooked, until an emergency occurs.

    What exactly constitutes an “emergency exit”? Is it different from a regular exit? What does OSHA have to say?

    Exit Route – Definition

    OSHA defines an exit route as “a continuous and unobstructed path of exit travel from any point within a workplace to a place of safety.” An exit route consists of exit access (the space that leads to an exit), the exit itself (which is separated from other areas so it protects people using the exit) and the exit discharge (which leads to the street, open space or a refuge area).

    Exit routes are sometimes referred to as “means of egress” and are covered under OSHA standards 1910.36 (“Design and construction requirements for exit routes”) and 1910.37 (“Maintenance, safeguards, and operational features for exit routes).

    Check Out: Emergency Exits – OSHA Standards

    While employers and safety managers will want to consult the regulations to make sure their facilities are completely compliant, the following lists of general rules of exit routes will help explain the basics. Many workplaces may already follow these requirements, especially those related to construction, but let’s take a brief look at construction requirements for exit routes. Then we’ll take a look at maintenance and safety features of exit routes that are necessary to achieve compliance.

    Construction and Design Requirements for Exit Routes (1910.36)

    First of all, exits must be designed for easy access. Keep the following rules for the construction and design of exit routes in mind:

    • Exit routes must be permanent.
    • There must be enough exit routes. – Usually this means two exits that are far enough from each other that both won’t be blocked by a fire or other hazard. Sometimes one exit is adequate or three or more exits are needed depending on the occupancy of the building.
    • Exits must lead to a street, refuge area, open space or other area with access to the outdoors.
    • Openings to exits must be protected by self-closing fire doors (to ensure those using the exit stay safe).
    • Exit doors must be unlocked so they can be opened from the inside.
    • Any room connected to an exit route must have a side-hinged door that swings outward (if more than 50 people occupy the room).
    • An exit access must be at least 28 inches wide.
    • An exit must be 7.5 feet high.
    • Fire-resistant materials should protect exits – If the exit connects one, two or three stories, these materials should have a one-hour fire-resistance rating. If the exit connects more than three stories, a two-hour resistance rating is required.

    Ensure you understand what OSHA has to say about Emergency exits, both while operating and while building.

    Maintenance and Safety Features of Exit Routes (1910.37)

    Once proper exits are in place, it’s easy to think nothing else needs to be done to stay OSHA compliant. Like most parts of a workplace, however, exit routes require proper maintenance. They also need to have certain safety features. The following rules apply to exit routes:

    • Flammable furnishings and décor should be kept away from exit routes.
    • Exit routes should be unobstructed.
    • Exit routes should be well lit.
    • Door areas should be kept unobstructed.
    • Exit doors shouldn’t be obscured by decorations.
    • Doors that are not exits but are located near exit access points should be labeled “Not an Exit” or labeled with their use (for example, “To Basement” or “Closet”).
    • Signs should be posted directing people to exits.
    • “EXIT” signs must be placed at exits.
    • Routes must be maintained during any construction or repair work that occurs at the workplace.

    OSHA has also published a fact sheet concerning emergency exits, which is available for members to view and download:

    emergency-exit-routes-factsheet

    OSHA has also published a quick card for reference concerning emergency exits, view and download it below:

    osha3183 – exit route quick card

     

    Ensure your emergency response plan includes all specific workplace considerations, to minimize confusion during an emergency.

  • What To Include In A COOP Plan

    What To Include In A COOP Plan

    COOP (Continuity of Operations Planning) is a United States Federal initiative, required by Presidential directive, to ensure that government agencies are able to continue performing essential functions under a broad range of emergency circumstances. However, COOP planning isn’t just for the government. Any organization that must provide for the health and safety of others in an emergency situation should have a COOP plan in place. Read on to learn what to include in a COOP plan.

    A COOP plan addresses emergencies from an all-hazards approach. The COOP plan should develop procedures for alerting, notifying, activating and deploying employees; identify mission essential functions; establish an alternate facility; and, roster personnel with authority and knowledge of functions.

    The following components are what to include in a COOP plan:

    Mission Essential Functions

    Identifying mission essential functions is the foundation from which all other components of the plan are developed. Any function not deemed to be essential should be deferred until additional personnel and/or resources become available.

    Orders of Succession and Delegation of Authority

    Decide who’s in charge in case of an emergency, and identify orders of succession for agency heads and other key leaders. Ensure that those identified are prepared to perform emergency duties.

    Interoperable Communications

    How can you get in touch with agency personnel, clients, and the community? Consideration should be given to the full spectrum of technological advances now available for communication, including landlines, cellular, emergency satellite Internet, wireless, e-mail, radio, rally points, etc.

    Check Out: Emergency Response Plan Best Practices

    Vital Records and Databases

    The Continuity of Operations plan should account for the identification and protection of vital records and databases at primary and alternate facilities. To the extent possible, agencies should provide for off-site storage of duplicate records, off-site back up or electronic records and databases, and pre-positioning of vital records and databases at the alternate facility. A common solution is co-locating your server on a private network.

    Facility Preparation

    Prepare all furniture, appliances and other free-standing objects so that they are adequately secured. Clearly mark gas and water shut-off valves and post legible instructions on how to shut off each one; keep a set of tools handy to facilitate prompt gas shut-off. List clear directions on accessing your emergency communication tools such as mobile satellite Internet service which can go with you anywhere to provide a vital communications link to emergency services and outside information.

    Check Out: Emergency Action Plan Checklist

    Alternate Facilities

    The Continuity of Operations plan should designate an alternate operating facility with sufficient space, equipment, infrastructure systems, and logistical support to maintain operations for up to 30 days. Physical security and personnel access control measures should be taken into account.

    Training, Testing, and COOP Plan Maintenance

    Your Continuity of Operations plan is not any good if your staff is not familiar with it. Be sure to train on your plan and test it out (and implement revisions as necessary). Review your COOP plan at least annually to incorporate new technologies, procedures, contact information, etc.

  • Emergency Response Plan Best Practices

    Emergency Response Plan Best Practices

    An emergency response plan (ERP) or also called an Emergency Action Plan (EAP) is required by OSHA, but to be truly effective it needs to account for site specific hazards.

    OSHA has minimal requirements for what to include in a basic emergency response plan; learn more here. For optimal workplace safety, there are emergency response plan best practices you should consider while drafting your plan.

    Set Specific Evacuation Routes and Exits

    OSHA Publication 3088 “How to Plan for Workplace Emergencies and Evacuations” states that at a minimum, your emergency action plan must include emergency escape procedures and route assignments, such as floor plans, workplace evacuation maps, and safe or refuge areas.

    Most employers create maps from floor diagrams with arrows that designate the exit route assignments. These maps should include locations of exits, assembly points and equipment (such as fire extinguishers, first aid kits, spill kits) that may be needed in an emergency. Exit routes should be clearly marked and well lit, wide enough to accommodate the number of evacuating personnel, unobstructed and clear of debris at all times, and unlikely to expose evacuating personnel to additional hazards.

    OSHA says that when preparing drawings that show evacuation routes and exits, you need to post them prominently for all employees to see.

    Here are some important requirements to consider:

    • Make exit route design permanent.
    • Ensure the number of exit routes is adequate based on the number of employees, the size of the building, its occupancy, and the arrangement of the workplace.
    • Separate an exit route from other workplace areas with materials that have the proper fire resistance-rating for the number of stories the route connects.
    • Ensure exit routes meet width and height requirements. The width of exit routes must be sufficient to accommodate the maximum permitted occupant load of each floor served by the exit route.
    • Ensure doors used to access exit routes have side hinges and swing in the direction of travel (depending on occupancy and hazard areas).
    • Design exit routes which lead to an outside area with enough space for all occupants.
    • An outdoor exit route is permitted, but may have additional site-specific requirements.
    • Maintain the fire-retardant properties of paints and solutions that are used in exit routes.
    • Ensure required exit routes and fire protections are available and maintained, especially during repairs and alterations.
    • Ensure employee alarm systems are installed, operable, and in compliance with 29 CFR 1910.165 (Note: See Section I.A.5.).
    • Direct employees through exit routes using clearly visible signs. These signs must meet the required letter height and illumination specifications.
    • When openings could be mistaken for an exit, post appropriate signs stating “NOT AN EXIT.”
    • Arrange exit routes so employees are not exposed to the dangers of high hazard areas.
    • Exit routes must be free and unobstructed. Prevent obstructions, such as decorations, furnishings, locked doorways, and dead-ends within exit routes.
    Check Out: Emergency Exits – OSHA Standards

    General Training Responsibilities for an Emergency Response Plan

    Educate your employees about the types of emergencies that may occur and train them in the proper course of action. The size of your workplace and workforce, processes used, materials handled, and the availability of onsite or outside resources will determine your training requirements.

    • Make sure all employees understand the function and elements of your emergency action plan, including types of potential emergencies, reporting procedures, alarm systems, and evacuation plans.
    • For those employees that are assigned to perform the task, make sure they are trained on emergency shutdown procedures.
    • Discuss any special hazards you may have onsite such as flammable materials, toxic chemicals, radioactive sources, or water-reactive substances.
    • Inform employees of the fire hazards to which they are exposed to and review with each employee those parts of the fire prevention plan necessary for self-protection.

    When drafting your emergency action plan, you may wish to select a responsible individual, or more depending upon size, to lead and coordinate your emergency plan and evacuation. It is critical that employees know who the coordinator is and understand that person has the authority to make decisions during emergencies.

    Go to this post to learn How to Develop an Emergency Action Plan

    Designate Evacuation Coordinator(s)

    Emergency response coordinators are responsible for making decisions during emergencies. To do this well, they need to be properly trained and supported by management. Inherent leadership skills help in this position, but even the best leaders may still need to be taught skills such as coordinating response efforts with outside agencies and performing risk assessments.

     

    The coordinator(s) should be responsible for the following:

    • Assessing the situation to determine whether an emergency exists requiring activation of your emergency procedures;
    • Supervising all efforts in the area, including evacuating personnel;
    • Coordinating outside emergency services, such as medical aid and local fire departments, and ensuring that they are available and notified when necessary; and
    • Directing the shutdown of plant operations when required.

    You also may find it beneficial to coordinate the action plan with other employers when several employers share the worksite, although OSHA standards do not specifically require this.

    Emergency evacuation coordinators also need opportunities to practice these skills during response drills and exercises.

    Check Out: Are Emergency Action Plans Really Necessary?

    Assisting People During Evacuations

    Employees designated to assist in emergencies should be made aware of employees with special needs (who may require extra assistance during an evacuation), how to use the buddy system, and any hazardous areas to avoid during an emergency evacuation. If there are any employees with special needs at your worksite it will be important to be aware of their needs once evacuated. You may want to consider evacuating all special needs employees to the same location if possible. At the very least consider whether the designated evacuation area is suitable to meet the needs of any special needs employees while an emergency is being addressed.

    Accounting for all Employees

    Accounting for all employees following an evacuation is critical. Confusion in the assembly areas can lead to delays in rescuing anyone trapped in the building, or unnecessary and dangerous search-and-rescue operations. To ensure the fastest, most accurate accounting of your employees, consider taking a head count after the evacuation. The names and last known locations of anyone not accounted for should be passed on to the official in charge.

    Accounting for Visitors

    Some employers have all visitors and contractors sign in when entering the workplace. The hosts and/or area wardens, if established, are often tasked with assisting these individuals evacuate safely.

    Check Out: Emergency Action Plan Checklist

    Update the EAP Regularly

    Operations and personnel change frequently, and an outdated plan will be of little value or use in an emergency. You should review and evaluate the effectiveness the contents of your plan regularly. Update the EAP whenever:

    • employee emergency actions or responsibilities change,
    • when there is a change in the layout or design of the facility, new equipment, hazardous materials,
    • processes are introduced that affect evacuation routes
    • new types of hazards are introduced that require special actions
  • Emergency Action Plan Basics

    Emergency Action Plan Basics

    The actions taken in the initial minutes of an emergency are critical.

    The Emergency Action Plan (EAP) or Emergency Response Plan (ERP) is an “action plan” to organize employer and employee actions during workplace emergencies.

    Well developed emergency plans and proper employee training will result in fewer injuries and less structural damage to the facility during emergencies. On the other hand, a poorly prepared plan may lead to a disorganized evacuation or emergency response, resulting in confusion, injury, and property damage.

    Almost every business is required by OSHA to have an emergency action plan (EAP). OSHA may require you to have an EAP if:

    1. fire extinguishers are required or provided in your workplace, and
    2. anyone will be evacuating during a fire or other emergency.

    The only exemption to this is if you have an in-house fire brigade in which every employee is trained and equipped to fight fires, and consequently, no one evacuates.

    In most circumstances, immediate evacuation is the best policy, especially if professional firefighting services are available to respond quickly. There may be situations where employee firefighting is warranted to give other workers time to escape, or to prevent danger to others by spread of a fire. In this case, the employer is still required to have an EAP.

     

    Check Out: Is Your Company Prepared for an Emergency

    Minimum Requirements of an Emergency Action Plan(EAP)

    Producing a thorough emergency action plan that addresses factors specific to your worksite is straightforward. The first step when developing an emergency response plan is to conduct a risk assessment to identify potential emergency scenarios.

    An understanding of what can happen will enable you to determine resource requirements and to develop plans and procedures to prepare your business.

    Emergency Response Plan includes using what was identified and learned from the risk assessment and describing the way employees should respond to various kinds of emergencies, taking into consideration your unique worksite layout, structural features, and emergency systems.

    The commitment and support of all employees is essential to the plan’s success in case of an emergency; request their assistance in creating and employing your emergency action plan. For smaller organizations, the plan does not need to be written and may be communicated orally if there are 10 or fewer employees. [29 CFR 1910.38(b)]

    Evaluating Your Workplace

    The best way to protect yourself and others is to prepare for an emergency before it happens by doing a thorough assessment of the workplace. Think about possible emergency situations and evaluate your workplace to see if it is sufficiently prepared using the following OSHA standards:

    • Design and construction requirements for exit routes– 29 CFR 1910.36. This standard contains requirements for the design and construction of exit routes. It includes a requirement that exit routes be permanent, addresses fire resistance-ratings of construction materials used in exit stairways (exits), describes openings into exits, defines the minimum number of exit routes in workplaces, addresses exit discharges, and discusses locked exit route doors, and exit route doors. It also addresses the capacity, height and width of exit routes, and finally, it sets forth requirements for exit routes that are outside a building.
    • Maintenance, safeguards, and operational features for exit routes – 29 CFR 1910.37. This standard includes requirements for the safe use of exit routes during an emergency, lighting and marking exit routes, fire retardant paints, exit routes during construction, repairs, or alterations, and employee alarm systems.
    Learn more about Emergency Exits
    • Emergency action plans (EAP) – 29 CFR 1910.38. Again, the EAP facilitates and organizes employer and employee actions during workplace emergencies.
    • Fire prevention plans (FPP) – 29 CFR 1910.39. The purpose of the fire prevention plan is to prevent a fire from occurring in a workplace. It describes the fuel sources (hazardous or other materials) on site that could initiate or contribute both to the spread of a fire, as well as the building systems, such as fixed fire extinguishing systems and alarm systems, in place to control the ignition or spread of a fire.
    Learn more about Fire Prevention Plans
    • Portable fire extinguishers – 29 CFR 1910.157. Workplace fires and explosions kill hundreds and injure thousands of workers each year. One way to limit the amount of damage due to such fires is to make portable fire extinguishers an important part of your fire prevention program. When used properly, fire extinguishers can save lives and property by putting out a small fire or controlling a fire until additional help arrives.
    Learn more about OSHA standards for Fire Extinguishers
    • Fixed extinguishing systems – 29 CFR 1910.160. Fixed fire extinguishing/suppression systems are commonly used to protect areas containing valuable or critical equipment such as data processing rooms, telecommunication switches, and process control rooms. Its main function is to quickly extinguish a developing fire and alert occupants before extensive damage occurs by filling the protected area with a gas or chemical extinguishing agent.
    • Fire detection systems – 29 CFR 1910.164. Automatic fire detection systems, when combined with other elements of an emergency response and evacuation plan, can significantly reduce property damage, personal injuries, and loss of life from fire in the workplace. Its main function is to quickly identify a developing fire and alert building occupants and emergency response personnel before extensive damage occurs. Automatic fire detection systems do this by using electronic sensors to detect the smoke, heat, or flames from a fire and providing an early warning.
    • Employee alarm systems – 29 CFR 1910.165. The purpose of the employee alarm systems standard is to reduce the severity of workplace accidents and injuries by ensuring that alarm systems operate properly and procedures are in place to alert employees to workplace emergencies.
    Learn more about Sheltering in place

    How to Develop an Emergency Response Plan

    Knowing the OSHA regulations, and best practices for emergency response, is the best way to build an ERP. Below I list out the different components you should consider when developing an emergency response plan:

    Elements the Emergency Response Plan Must Include

    but is not limited to the following elements [29 CFR 1910.38(c)]:

    • emergency action planMeans of reporting fires and other emergencies: Procedures for reporting a fire or other emergency. There are preferred procedures for reporting emergencies such as dialing 911, or an internal emergency number, or pulling a manual fire alarm but there are many other possibilities. [29 CFR 1910.38(c)(1)]
    • Evacuation procedures and emergency escape route assignments: Evacuation policies, procedures, and escape route assignments are put into place so that employees understand who is authorized to order an evacuation, under what conditions an evacuation would be necessary, how to evacuate, and what routes to take. Exit diagrams are typically used to identify the escape routes to be followed by employees from each specific facility location. [29 CFR 1910.38(c)(2)]
    • Procedures for employees who remain to operate critical plant operations before they evacuate: Employees may be required to operate fire extinguishers or shut down gas and/or electrical systems and other special equipment that could be damaged if left operating or create additional hazards to emergency responders (such as releasing hazardous materials). [29 CFR 1910.38(c)(3)]
    • Accounting for all employees after an emergency evacuation has been completed: Procedures to account for employees after the evacuation to ensure that everyone got out may include designating employees to sweep areas, checking offices and rest rooms before being the last to leave a workplace or conducting a roll call in the assembly area. Many employers designate an “evacuation warden” to assist others in an evacuation and to account for personnel. [29 CFR 1910.38(c)(4)]
    • Rescue and Medical Duties for Employees Performing Them: Most small organizations rely on local public resources such as the local fire department or hospital to provide these services. [29 CFR 1910.38(c)(5)]
    • Names or job titles of persons who can be contacted: Names, titles, departments, and telephone numbers of employees who can be contacted for additional information and/or explanation of their duties under the plan. [29 CFR 1910.38(c)(6)]

    When writing an emergency response plan these additional elements may be helpful to consider:

    • A description of the alarm system to be used to notify employees (including disabled employees) to evacuate and/or take other actions. The alarms used for different actions should be distinctive and might include horn blasts, sirens, or even public address systems.
    • The site of an alternative communications center to be used in the event of a fire or explosion.
    • A secure on- or offsite location to store originals or duplicate copies of accounting records, legal documents, your employees’ emergency contact lists, and other essential records.
    Check out: Emergency Response Plan Checklist

    How and When to Train Employees on Emergency Action Plan Components

    Training should be offered employees when you develop your initial plan and when new employees are hired. Employees should be trained or retrained as required when your plan changes due to a change in the layout or design of the facility, when new equipment, hazardous materials, or processes are introduced that affect evacuation routes, or when new types of hazards are introduced that require special actions.

    General training for your employees should address the following:

    • Individual roles and responsibilities;
    • Threats, hazards, and protective actions;
    • Notification, warning, and communications procedures;
    • Emergency response procedures;
    • Evacuation, shelter, and accountability procedures;
    • Location and use of common emergency equipment; and
    • Emergency shutdown procedures.

    You may also need to provide additional training to your employees (i.e. first-aid procedures, portable fire extinguisher use, etc.) depending on the responsibilities allocated to employees in your plan.

    Conducting Drills and Retraining

    If training is not reinforced, it will be forgotten. Consider retraining employees annually.

    Once you have reviewed your emergency action plan with your employees and everyone has had the proper training, it is a good idea to hold practice drills as often as necessary to keep employees prepared. Include outside resources such as fire and police departments when possible. After each drill, gather management and employees to evaluate the effectiveness of the drill. Identify the strengths and weaknesses of your plan and work to improve it.

  • Strategies Behind Crisis Management

    Strategies Behind Crisis Management

    Ever pondered the connection between crisis management and Humpty Dumpty? Picture Humpty Dumpty as that groundbreaking project, idea, or solution poised to catapult your organization ahead, leaving competitors scrambling to catch up. It could be a global game-changer, enhancing everything in its wake or a revolutionary product/service skyrocketing your stock value.

    Humpty Dumpty sat on a wall
    Humpty Dumpty had a great fall
    All the king’s horses and All the king’s men
    Couldn’t put Humpty Dumpty together again

    Imagine Humpty Dumpty on the wall, symbolizing unparalleled greatness, until an unforeseen event causes a grand-scale fall. The crucial question arises: Did you assemble the best minds beforehand (strategic) or scramble to address the aftermath (tactical)? Few business leaders delve into comprehensive crisis management for their ventures. Yet, history shows that lacking a disaster recovery plan can echo negative repercussions for your business and the global economy for generations.

    Leaders must anticipate crises—events posing threats to life, finances, and company closure. Though crises may seem improbable, recent events like terrorism, natural disasters, cyber-attacks, and corporate fraud debunk this notion. Businesses must adopt a proactive stance, recognizing that crises are inevitable. Adopting a robust risk management strategy involves advanced planning through various stages:

    1. Prevention and Mitigation:
      • Take steps to prevent and minimize potential disaster damage before any risks materialize.
    2. Prepared Response:
      • Develop a robust response strategy, preparing your organization to face unforeseen challenges effectively.
    3. Building Recovery Infrastructure:
      • Establish infrastructure for recovery, ensuring your organization can rebound swiftly after a crisis.
    4. Addressing Damages:
      • Offer an effective response, taking responsibility for any damages incurred during the crisis.
    5. Proper Recovery:
      • Rebuild infrastructures to restore the overall well-being of your organization and its stakeholders.
    6. Learning and Adjustment:
      • Analyze the crisis aftermath, identifying lessons learned and adjusting strategies to prevent recurrence.

    In today’s dynamic business landscape, crises are not a matter of “if” but “when.” Comprehensive crisis management, spanning prevention, preparation, recovery, and ongoing learning, positions your organization to navigate crises with resilience and adaptability.

    Check Out: How to Complete A Risk Assessment

    Below you will find Before the Fall Strategies and After the Fall Strategies your organizations can implement to ensure you are able to put Humpty Dumpty back together again.

    Strategies for Crisis Management before the Fall

    1. Risk forecasting – The field requires more precise prediction techniques.
    2. Communicating risk information – Most people assume that low-probability disasters will not affect them. Enlarging the time horizon for disasters helps your employees better assess how they could be harmed. To help the owners of a production facility with a 25-year life span understand their flood risk, show them data indicating that the chance of a “one-in-100-year flood” happening during that 25 years is greater than “one-in-five”. Presenting the possibility as a “one-in-100 chance” in a single year is not as compelling.
    3. Economic incentives – Cash can motivate people to protect themselves from disaster, for example, cutting the insurance premiums of Mississippians who buy flood protection.
    4. Private-public partnerships – Disasters affect public and private organizations, so they should unite in advance to create mutual emergency strategies and defense plans.
    5. Resiliency and sustainability – Organizations must determine if they will be able to continue to function after a sudden disaster. This question also pertains to nations, notably developing countries burdened with “low-quality structures, poor land use, inadequate emergency response,” and so on.

    Following the Spinning Wheel of Crises exercise with their leadership/project teams before releasing a new product or service: The physical prop for this exercise is a large wheel which spins until it hits a flexible needle, which slows and then stops the wheel’s motion. Once it stops, discuss the possible crises which could occur and what actions need to be in place to prevent such a crises and/or what actions should be taken after such a crises occurs. This tool should be part of every project manager’s toolkit for success. Each segment of the wheel lists a major area in which crises occur:

    1. Economic – This crisis affects the economy
    2. Informational – Information gets lost, by break-in or computer error (for example, Y2K, the millennium bug)
    3. Physical – A crisis affects your buildings, equipment or products
    4. Human resources – Labor issues, fraud or criminal acts generate a crisis
    5. Reputational – Rumors and defamation hurt your organization
    6. Psychopathic acts – Violence, product tampering or criminal behavior strike
    7. Natural disasters – Hurricanes, fires, floods or mudslides breed crises

    To ensure your organization covers all of its bases, combine elements (for example combine items #4 and #7); what plans need to be in place to ensure a quick and maximum recovery?

    Check Out: Tips for Developing A Successful Emergency/Crisis Management Program

    Strategies for Crisis Management After the Fall

    Risk-related decision making involves weighing probabilities and benefits versus losses, creating an accurate statistical analysis and considering alternative actions. Follow these principles for perceiving, assessing and managing the risk of extreme events:

    1. Appreciate the importance of estimating crises – While such calculations are filled with uncertainties, organizations need good information to deal with risk
    2. Recognize the interdependencies associated with the crises – Every risk is connected to outside circumstances. Such linked dependencies create dynamic and evolving uncertainties which can mutate depending on events. Keep your risk forecasts up-to-date
    3. Understand people’s behavioral biases when developing crises management strategies – People must acknowledge their prejudices to make mitigating them possible. For instance, leaders may put off dealing with possible catastrophes due to a stubborn form of denial called not in my term of office (NIMTOF)
    4. Recognize the long-term impact of the crises/disaster – A catastrophe can create enduring change
    5. Recognize transboundary risks by developing global strategies – In disasters, national boundaries are moot. The 2004 tsunami killed people in 11 countries
    6. Overcome inequalities in the distribution and effects of catastrophes -Be ready to assist others in need
    7. Build leadership for averting and responding to disasters before it is needed – Planning and preparing for disasters is far better than waiting until emergencies strike

    Your post-crisis push is to get back to business following Pillars of Business Continuity:

    1. When disaster strikes, you cannot possibly over-communicate with victims.
    2. Be in 24/7 contact with shareholders, employees, customers, contractors and vendors.
    3. Get your off-site IT recovery operations and emergency operations center up and running as soon as possible.
    4. Make sure the staff receives full salaries and benefits. Give the incident commander authority to pay for “equipment, hotel rooms and consulting services” as needed.
    5. Document everything, including damages. Plug in your insurance carrier ASAP.
    6. One and only one spokesperson communicates. Employees should refer all questions to that spokesperson. Avoid policy infractions. Control rumors.
    7. Designate psychological counselors and make them available for anyone affected.
    8. Update stakeholders three times daily concerning all activities and progress.
    9. Stay on top of all suppliers. Make sure they aid in the recovery in a timely manner.
    10. Make sure the disaster is over before you declare it done. Consider “scenario testing” to ensure that things are again as they should be. Plan a “multi-tiered return to normalcy.
    11. Assess event fallout. Establish accountability. Reward anyone who deserves it.

    Now, what about “putting all the pieces together again” – we are living in a time where there is more information available to us in one day than our predecessors had to wait for years to receive. When your organization has trouble identifying solutions to a crises, do not hesitate to put the best brains together (inside and outside of your company and industry) to come up with the solution.

    As an organization, your responsibilities include putting as many Humpty Dumpty’s together through creativity and innovation. And at the same time be proactive in your planning and have a through crises management strategy in place just in case he does fall – being proactive in your planning allows you and your organization to survive through unplanned catastrophes/crises. Wisdom would say that your best creative and innovative ideas will come out of how you handle the crises and what you learned through resolving the issue which caused the crises/disaster.

  • Emergency Action Plan Checklist

    Emergency Action Plan Checklist

    It is essential that the emergency action plan developed be site specific with respect to emergency conditions evaluated, evacuation policies and procedures, emergency reporting mechanisms, and alarm systems. To assist you in your planning, a checklist is provided that identifies issues that must be considered when drafting a comprehensive emergency action plan. An explanation of each issue and/or examples of how each issue might be addressed in typical workplaces is provided.

    Download the checklist here

    Download the checklist here for FREE

     

     

     

     

    General Issues
    1. Does the plan consider all potential natural or man-made emergencies that could disrupt your workplace? Common sources of emergencies identified in emergency action plans include – fires, explosions, floods, hurricanes, tornadoes, toxic material releases, radiological and biological accidents, civil disturbances and workplace violence.
    2. Does the plan consider all potential internal sources of emergencies that could disrupt your workplace? Conduct a hazard assessment of the workplace to identify any physical or chemical hazards that may exist and could cause an emergency.
    3. Does the plan consider the impact of these internal and external emergencies on the workplace’s operations and is the response tailored to the workplace? Brainstorm worst case scenarios asking yourself what you would do and what would be the likely impact on your operation and device appropriate responses.
    4. Does the plan contain a list of key personnel with contact information as well as contact information for local emergency responders, agencies and contractors? Keep your list of key contacts current and make provisions for an emergency communications system such as a cellular phone, a portable radio unit, or other means so that contact with local law enforcement, the fire department, and others can be swift.
    5. Does the plan contain the names, titles, departments, and telephone numbers of individuals to contact for additional information or an explanation of duties and responsibilities under the plan? List names and contact information for individuals responsible for implementation of the plan.
    6. Does the plan address how rescue operations will be performed? Unless you are a large employer handling hazardous materials and processes or have employees regularly working in hazardous situations, you will probably choose to rely on local public resources, such as the fire department, who are trained, equipped, and certified to conduct rescues. Make sure any external department or agency identified in your plan is prepared to respond as outlined in your plan. Untrained individuals may endanger themselves and those they are trying to rescue.
    7. Does the plan address how medical assistance will be provided? Most small employers do not have a formal internal medical program and make arrangements with medical clinics or facilities close by to handle emergency cases and provide medical and first-aid services to their employees. If an infirmary, clinic, or hospital is not close to your workplace, ensure that onsite person(s) have adequate training in first aid. The American Red Cross, some insurance providers, local safety councils, fire departments, or other resources may be able to provide this training. Treatment of a serious injury should begin within 3 to 4 minutes of the accident. Consult with a physician to order appropriate first-aid supplies for emergencies. Establish a relationship with a local ambulance service so transportation is readily available for emergencies.
    8. Does the plan identify how or where personal information on employees can be obtained in an emergency? In the event of an emergency, it could be important to have ready access to important personal information about your employees. This includes their home telephone numbers, the names and telephone numbers of their next of kin, and medical information.
    Evacuation Policy and Procedures
    1. Does the plan identify the conditions under which an evacuation would be necessary? The plan should identify the different types of situations that will require an evacuation of the workplace. This might include a fire, earthquake, or chemical spill. The extent of evacuation may be different for different types of hazards.
    2. Does the plan identify a clear chain of command and designate a person authorized to order an evacuation or shutdown of operations? It is common practice to select a responsible individual to lead and coordinate your emergency plan and evacuation. It is critical that employees know who the coordinator is and understand that this person has the authority to make decisions during emergencies. The coordinator should be responsible for assessing the situation to determine whether an emergency exists requiring activation of the emergency procedures, overseeing emergency procedures, notifying and coordinating with outside emergency services, and directing shutdown of utilities or plant operations if necessary.
    3. Does the plan address the types of actions expected of different employees for the various types of potential emergencies? The plan may specify different actions for employees depending on the emergency. For example, employers may want to have employees assemble in one area of the workplace if it is threatened by a tornado or earthquake but evacuate to an exterior location during a fire.
    4. Does the plan designate who, if anyone, will stay to shut down critical operations during an evacuation? You may want to include in your plan locations where utilities (such as electrical and gas utilities) can be shut down for all or part of the facility. All individuals remaining behind to shut down critical systems or utilities must be capable of recognizing when to abandon the operation or task and evacuate themselves.
    5. Does the plan outline specific evacuation routes and exits and are these posted in the workplace where they are easily accessible to all employees? Most employers create maps from floor diagrams with arrows that designate the exit route assignments. These maps should include locations of exits, assembly points and equipment (such as fire extinguishers, first aid kits, spill kits) that may be needed in an emergency. Exit routes should be clearly marked and well lit, wide enough to accommodate the number of evacuating personnel, unobstructed and clear of debris at all times, and unlikely to expose evacuating personnel to additional hazards.
    6. Does the plan address procedures for assisting people during evacuations, particularly those with disabilities or who do not speak English? Many employers designate individuals as evacuation wardens to help move employees from danger to safe areas during an emergency. Generally, one warden for every 20 employees should be adequate, and the appropriate number of wardens should be available at all times during working hours. Wardens may be responsible for checking offices and bathrooms before being the last person to exit an area as well as ensuring that fire doors are closed when exiting. Employees designated to assist in emergency evacuation procedures should be trained in the complete workplace layout and various alternative escape routes. Employees designated to assist in emergencies should be made aware of employees with special needs (who may require extra assistance during an evacuation), how to use the buddy system, and any hazardous areas to avoid during an emergency evacuation.
    7. Does the plan identify one or more assembly areas (as necessary for different types of emergencies) where employees will gather and a method for accounting for all employees? Accounting for all employees following an evacuation is critical. Confusion in the assembly areas can lead to delays in rescuing anyone trapped in the building, or unnecessary and dangerous search-and-rescue operations. To ensure the fastest, most accurate accounting of your employees, consider taking a head count after the evacuation. The names and last known locations of anyone not accounted for should be passed on to the official in charge.
    8. Does the plan address how visitors will be assisted in evacuation and accounted for? Some employers have all visitors and contractors sign in when entering the workplace. The hosts and/or area wardens, if established, are often tasked with assisting these individuals evacuate safely.
    Reporting Emergencies and Alerting Employees in an Emergency
    1. Does the plan identify a preferred method for reporting fires and other emergencies? Dialing 911 is a common method for reporting emergencies if external responders are utilized. Internal numbers may be used. Internal numbers are sometimes connected to intercom systems so that coded announcements may be made. In some cases employees are requested to activate manual pull stations or other alarm systems.
    2. Does the plan describe the method to be used to alert employees, including disabled workers, to evacuate or take other action? Make sure alarms are distinctive and recognized by all employees as a signal to evacuate the work area or perform other actions identified in your plan. Sequences of horn blows or different types of alarms (bells, horns, etc.) can be used to signal different responses or actions from employees. Consider making available an emergency communications system, such as a public address system, for broadcasting emergency information to employees. Ideally alarms will be able to be heard, seen, or otherwise perceived by everyone in the workplace including those that may be blind or deaf. Otherwise floor wardens or others must be tasked with ensuring all employees are notified. You might want to consider providing an auxiliary power supply in the event of an electrical failure.
    Employee Training and Drills
    1. Does the plan identify how and when employees will be trained so that they understand the types of emergencies that may occur, their responsibilities and actions as outlined in the plan? Training should be offered employees when you develop your initial plan and when new employees are hired. Employees should be retrained when your plan changes due to a change in the layout or design of the facility, when new equipment, hazardous materials, or processes are introduced that affect evacuation routes, or when new types of hazards are introduced that require special actions. General training for your employees should address the following:
    Individual roles and responsibilities.
    Threats, hazards, and protective actions.
    Notification, warning, and communications procedures.
    Emergency response procedures.
    Evacuation, shelter, and accountability procedures.
    Location and use of common emergency equipment.
    Emergency shutdown procedures.
    You may also need to provide additional training to your employees (i.e. first-aid procedures, portable fire extinguisher use, etc.) depending on the responsibilities allocated employees in your plan.
    2. Does the plan address how and when retraining will be conducted? If training is not reinforced it will be forgotten. Consider retaining employees annually.
    3. Does the plan address if and how often drills will be conducted? Once you have reviewed your emergency action plan with your employees and everyone has had the proper training, it is a good idea to hold practice drills as often as necessary to keep employees prepared. Include outside resources such as fire and police departments when possible. After each drill, gather management and employees to evaluate the effectiveness of the drill. Identify the strengths and weaknesses of your plan and work to improve it.

     

     

     

     

     

  • Shelter in Place – Emergency Action Plan

    Shelter in Place – Emergency Action Plan

    Sometimes an emergency is best handled by doing a shelter in place, a good emergency action plan should take this into account and have the appropriate responses included in it.

    Specific procedures for shelter in place at a worksite may include the following:

    • shelter in placeClose the business.
    • If there are customers, clients, or visitors in the building, provide for their safety by asking them to stay – not leave. When authorities provide directions to shelter-in-place, they want everyone to take those steps immediately. Do not drive or walk outdoors.
    • Unless there is an imminent threat, ask employees, customers, clients, and visitors to call their emergency contact to let them know where they are and that they are safe.
    • Turn on call-forwarding or alternative telephone answering systems or services. If the business has voice mail or an automated attendant, change the recording to indicate that the business is closed, and that staff and visitors are remaining in the building until authorities advise it is safe to leave.
    • Quickly lock exterior doors and close windows, air vents, and fireplace dampers. Have employees familiar with your building’s mechanical systems turn off all fans, heating and air conditioning systems, and clothes dryers. Some systems automatically provide for exchange of inside air with outside air. These systems, in particular, need to be turned off, sealed, or disabled.
    Check Out: Emergency Response Plan Best Practices
    • If you are told there is danger of explosion, close the window shades, blinds, or curtains.
    • Gather essential disaster supplies, such as nonperishable food, bottled water, battery-powered radios, first-aid supplies, flashlights, batteries, duct tape, plastic sheeting, and plastic garbage bags.
    • Select interior room(s) above the ground floor, with the fewest windows or vents. The room(s) should have adequate space for everyone to be able to sit. Avoid overcrowding by selecting several rooms if necessary. Large storage closets, utility rooms, pantries, copy and conference rooms without exterior windows will work well. Avoid selecting a room with mechanical equipment like ventilation blowers or pipes, because this equipment may not be able to be sealed from the outdoors.
    • It is ideal to have a hard-wired telephone in the room(s) you select. Call emergency contacts and have the phone available if you need to report a life-threatening condition. Cellular telephone equipment may be overwhelmed or damaged during an emergency.
    my blog has extensive resources on Emergency Action Plans
    • Take your emergency supplies and go into the room you have designated. Seal all windows, doors, and vents with plastic sheeting and duct tape or anything else you have on hand.
    • Consider precutting plastic sheeting (heavier than food wrap) to seal windows, doors, and air vents. Each piece should be several inches larger than the space you want to cover so that it lies flat against the wall. Label each piece with the location of where it fits. [See image at right]
    • Write down the names of everyone in the room, and call your business’ designated emergency contact to report who is in the room with you, and their affiliation with your business (employee, visitor, client, customer).
    • Listen to the radio, watch television, or use the Internet for further instructions until you are told all is safe or to evacuate. Local officials may call for evacuation in specific areas at greatest risk in your community.
    Have some questions on how to properly figure which emergencies should be addressed by a shelter in place response and which should be handled with an evacuation? Check out this white paper by Oak Ridge National Laboratory (ORNL), (2002, June).

     

    You do not need to include every process to shelter in place in your Emergency Action Plan, but you should address the relevant ones for the conditions in your area.