Test your emergency response plan now

In the face of an emergency, a well-crafted and thoroughly tested emergency response plan is not just a regulatory requirement—it’s a crucial component of workplace safety.

Here’s why and how you should test your emergency response plan.

The cost of procrastination

Procrastination can be costly in emergency management. By delaying the testing of your emergency response plan, you risk being unprepared when a real crisis hits. Immediate testing and regular updates to your plan, as per standards and codes of practice, can dramatically reduce this risk, ensuring that your organisation can ensure a swift, effective response when every second counts.

Legal requirements for emergency response plans – leveraging standards and codes of practice

The Model Work Health and Safety (WHS) Act requires businesses to have an emergency response plan as part of their duty to ensure health and safety mandating that a person conducting a business or undertaking (PCBU) must ensure, so far as is reasonably practicable, the provision and maintenance of a safe working environment. This includes having an emergency plan in place to manage potential risks effectively. Additionally, the Model Code of Practice: Managing the Work Environment and Facilities specifies that an emergency plan must be prepared and maintained so it remains effective and current. This includes reviewing the plan and conducting regular testing of emergency procedures to ensure they are effective and understood by all workers.

Standards such as ISO 22320:2018 for emergency management and Standards Australia A3745-2010 Planning for Emergencies in Facilities also offer structured, recognised best practices for emergency response planning.

1. Risk assessment

• Identify potential emergency scenarios specific to your location and operations.
• Evaluate the likelihood and impact of different types of emergencies.

2. Design of escape routes and exits

• Ensure multiple escape routes are available and clearly marked.
• Check that exits are easily accessible, well-lit, and unobstructed.
• Include routes accessible to people with disabilities.

3. Assembly points

• Designate safe assembly points outside the building.
• Ensure these areas are accessible and have enough space to accommodate all employees and visitors.

4. Communication plan

• Develop a system to alert everyone (alarms, public address systems, etc.).
• Establish protocols for communicating with emergency services.
• Include procedures for informing families of employees if necessary.

5. Roles and responsibilities

• Assign specific roles to staff members (e.g., floor wardens, first aid responders) and ensure you have contingency plans for absences.
• Ensure responsibilities are clear and understood by all involved and people have practiced what they need to do to fulfil their roles effectively.

6. Special needs considerations

• Plan for the safe evacuation of individuals who have mobility, sensory impairments, disabilities, or need extra assistance during an emergency. Develop individual Personal Emergency Evacuation Plans (PEEPs) for each person with special needs.

7. Equipment and resources

• Provide necessary safety equipment like fire extinguishers, first aid kits, and emergency supplies.
• Regularly check and maintain all safety equipment, engage professionals when required.

8. Training and drills

• Conduct training sessions to familiarise employees with the emergency plan.
• Organise regular drills to practice the evacuation procedure.
• Use the feedback and data from drills to improve the plan.

9. Plan accessibility and literacy /multilingual support

• Make sure the evacuation plan is easily accessible to all employees and visitors and forms part of their site induction/sign-in procedures.
• Display evacuation maps prominently throughout the facility, where occupants and visitors are able to easily view them.
• Ensure maps and diagrams have the correct orientation when displayed for the direction of emergency exits and the location of the ‘YOU ARE HERE’ point.
• Enhance comprehension by using visual aids such as diagrams, icons, and symbols. Provide translations of key information for non-English speakers to ensure everyone can understand the procedures.

10. Review and update

• Regularly review and update the plan to reflect any changes in the building layout, personnel, or other critical factors.
• Reassess the plan following any incident to incorporate lessons learned.

11. Coordination with local emergency services

• Coordinate plans with local emergency services to ensure they are aware of your procedures and can provide support when needed.
• In addition to regular drills, consider involving local emergency services in your exercises to provide valuable insights and foster better coordination in actual emergencies.
• Include contact details for all relevant emergency services in the plan.

12. Documentation and reporting

• Document all procedures and keep records of all drills and training sessions.
• Prepare reports on incidents and drills for future reference and improvement.