Workplaces can be hectic environments. Workers will move from one department to another, contractors will come into work as per their designated task, and visitors can be unfamiliar with the office building. Routine activities will normally proceed according to schedule most of the time, but an emergency situation demands action from everyone involved.
An effective emergency response plan allows for proper actions to be taken in such situations. It doesn’t have to be very detailed or elaborate. The only requirement is that it should be easy to understand and follow.
Understanding the Role of an Emergency Assembly Point
Evacuation does not simply consist of the process of moving individuals from a building. There needs to be a secure location where evacuees can congregate while appropriate personnel verify that all have been evacuated from the particular site.
An emergency assembly point serves this purpose. It should be easy to identify, away from likely hazards, and accessible by the designated evacuation routes.
This information must be conveyed to the workers when they are being inducted into their jobs. Signs can aid in the identification of the zone, but signs are not sufficient. The workers need to know the path that they have to follow.
Making Safety Instructions Easy to Follow
It is most effective when the emergency instructions are straightforward. It would be challenging to retain long and complex documents loaded with jargon.
The following measures can help companies streamline their procedures:
- Displaying simple signs around exit points and evacuation paths.
- Providing evacuation instruction during induction sessions.
- Providing guidance on the use of evacuation procedures to contractors prior to the commencement of work.
- Ensuring that the emergency exits are not blocked.
- Displaying emergency contact information at appropriate places.
- Providing guidance on the reporting point for evacuation.
These may appear very basic. However, these help prevent confusion. People should be aware of who will guide the evacuation process.
Preparing Employees Through Regular Safety Training
One-time reading of a safety document cannot ensure retention of the content after a few months. Training helps employees familiarize themselves with processes and pose their queries about them prior to any emergency.
A safety training kiosk can support this process by providing access to safety information and training materials, depending on its features. Such tools may be useful in workplaces where employees need to review instructions at different times or locations.
However, computer-based training should complement, not supplant, practical training. Fire drills, supervisor instructions, and proper evacuation procedures enable individuals to learn about procedures in practice.
The training program should also take into account the nature of the workplace. Different places, such as warehouses, offices, construction sites, and factories, can have different dangers.
Keeping Visitor and Contractor Safety in Mind
Employees are not the only people who might require assistance in times of crisis. For instance, visitors will not be aware of where the closest exit route is, whereas contractors may be performing work in locations that they do not usually access.
The receptionists can inform visitors on what safety measures they need to observe upon entering. The contractors, on the other hand, should have been provided with pertinent instructions from the site before beginning their work.
In situations where it is necessary, an organization must also ensure that there is a system for accounting for any individuals who are present in the building. Roles should be clearly defined for everyone involved in the process.
Reviewing the Plan Instead of Assuming It Works
This document may be rendered obsolete by changes in the workplace. The introduction of new machinery or other changes may influence evacuation procedures.
Reviewing the drill on an ongoing basis can reveal such deficiencies. Some questions can be asked after the completion of the drill: Did the employees comprehend the instructions? Were the exit points easily accessible? Could the gathering point be clearly located? Did the employees know how to sign the attendance list?
Such feedback can be used in order to refine the drill. Even a minor modification of communication process could improve it.
Making Emergency Preparedness a Daily Responsibility
Safety in the workplace cannot be left to just one individual such as the safety officer or even one department. It is upon the management to ensure that there are proper procedures, upon the supervisor to enforce these procedures and finally upon the employee to implement the procedures as instructed.
It should always be easy for everyone to know what is expected of them at any time an incident arises. Having good evacuation routes, a good assembly point and training goes a long way to prepare individuals.
Preparation makes it easy to manage a difficult situation. Through the review, discussion and practice, it becomes possible to implement the procedure.
