Making an Evacuation Plan 3

8/14/2019 Making an Evacuation Plan 3

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Making an EvacuationMaking an EvacuationPlanPlan

Contingency Planning Course

Part 2 of 3


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IntroductionIntroduction

This is an introduction to Writing Non-emergencyand Emergency Building Evacuation Plans

Mission for writing the Building Evacuation Plans:

Creating specific plans to manage the safe exitof people and to protect business property inthe event of an emergency or disaster. Criticalfunctions are:

Identify one person to be in charge of theevacuation

Establish unobstructed evacuation routes

Shut down critical business operationsduring the evacuation

Account for all personnel after theevacuation.

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Introduction, cont.Introduction, cont.

Its helpful to think of evacuation plans from the point ofview of pre-evacuation planning work and postevacuation actions. All stages of planning will requiremanagement decisions. The individuals in charge of thevarious areas of the business need to provide input.

Some key pre-evacuation decisions are: Identifying the person to be in charge of the actualevacuation.

Establishing evacuation routes.

Establishing standard procedures.

Assigning roles and responsibilities.

Post-evacuation actions must be planned in detail and arecritical to the business and safety of personnel:

Shutting down business operations.

Accounting for all personnel.

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Introduction, cont.Introduction, cont.

This unit on evacuation follows guidelines ofthe FEMA Emergency Management Guide forBusiness and Industry. (FEMA 141, October1993)

Prerequisite: Introduction to ContingencyPlanning The first course guided you through the

basic ideas of Emergency and Contingency

Planning. Understanding the core principlesand how to embark on a set ofcomprehensive contingency plans isessential background for the plan writer.

In this second of three courses, you will writescenario-based plans for your business. 3 of 3


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Scenario One: Non-Scenario One: Non-

Emergency EvacuationEmergency Evacuation

This would be a warning given in advance of animpending danger such as a flood or damagingwind warning. The danger could be minutes oreven hours away. The purpose of the warning isto notify personnel in the building of theimpending danger and give employees time toleave for shelter or safely go to their homes.

Whatever the reason, Non-Emergency

Evacuation notice gives an early warning withtime to leave the building in an orderly fashion.

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Scenario Two: EmergencyScenario Two: Emergency

EvacuationEvacuation

As the name suggests, the situation is urgentand time is measured in minutes or seconds.Everyone needs to automatically know what todo and where to go.

Writing Emergency and Disaster Plans is animportant undertaking. There are manyelements that need to be addressed. Theseessential points will be presented in an orderlyway for you to start to work with them, refine

your responses as you go, and then finalize allaspects in permanent written plans. Each time atopic is presented it will be in greater detail.

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Click on the link to print the Evacuation Plan Worksheet 1.doc

then PRESS BACK.
http://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS01.dochttp://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS01.doc


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People and Their Role inPeople and Their Role in

the Evacuationthe Evacuation

This plan writer will: Write the plan. Keep the plans current over time Makes sure training is always current.

The person selected to lead the evacuationwill:

Call for the evacuation.

Supervise the actual process ofevacuation.

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People and Their Role inPeople and Their Role in

the Evacuation, cont.the Evacuation, cont.

In a later section we will explore the option offorming an Emergency Response Team.

Detailed information on each employee will becollected and used in your plan. Additionally,employees will need to be trained in:

The roles of specific people: The details of the evacuation plans What they are to do during the evacuation Their evacuation route Where they are to assemble What happens at the assembly site

2 of 2Click on the link to print the Evacuation Plan Worksheet 2.docthen PRESS BACK.


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Safe Evacuation RoutesSafe Evacuation Routes

As with all planning there must be a Plan Aand a Plan B: Plan A will detail primary routes to use

under normal conditions.

Plan B will be an alternate route in theevent the primary cannot be used.

Evacuation routes must be: Equipped with emergency

lighting

Clearly marked Wide enough to allow for a volume of

people Unobstructed at all times Free of any additional hazards

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Safe Evacuation Routes,Safe Evacuation Routes,

cont.cont.

After you have designed your evacuation routesyou will need to have someone from the firedepartment or insurance safety person checkthe routes to make sure a knowledgeableexternal person finds your evacuation routedesign appropriate.

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then PRESS BACK.


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Emergency ResponseEmergency Response

TeamTeam

A warning for evacuation usually comes

without advance notice.

Since different operations of a business arelocated in different areas of the building, theimmediate danger may not be the same for

all locations. 1 of 3


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Team, cont.Team, cont.

Individuals assigned post evacuationprocedures such as: Record removal Equipment shut down

Closing fire doors Assisting with the evacuation

These individuals risk being exposed toadditional hazards and must receive special

training for their assignments.

All individuals given post evacuationassignments must be able to recognize whento stop the assignments and leave the

building for their safety. 2 of 3


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Team, cont.Team, cont.

Training your response team is as critical asthe duties they will be performing. You willwant your local fire department to providethis specialized training session.

For example, the emergency response teamwill need: Fire suppression training The proper use of a fire extinguisher

The dangers involved in fighting a fire How to know when to stop fighting a fire.

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Records RemovalRecords Removal

You need to know specifically which recordsto remove, how to move them, and where youwill store them.

Most of the determined pre-evacuationrecords should leave the building with theperson in charge of the evacuation.

Security measures should be designed so this

information does not get into the hands ofyour competitors.

The person who removes the records shouldbe held accountable for the records until

management takes control of them. 1 of 1


then PRESS BACK.
http://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS04.dochttp://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS04.dochttp://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS04.doc


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Accounting for PersonnelAccounting for Personnel

After an EvacuationAfter an Evacuation

Select a designated assembly area for everyone to go to, suchas a parking lot.

Must be reviewed and approved by the fire department. Plan specific routes to reach the assembly area.

Train personnel on their particular route to reach the area.

Instruct people to remain there until released by the person incharge.

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Accounting for PersonnelAccounting for Personnel

After an Evacuation, cont.After an Evacuation, cont.

The purpose of all personnel meeting at theassembly area is to: Account for everyone Assure there are no injuries

Make any additional assignments that maybe needed

Make important announcements, such as: How long to remain out of the building. If and/or when employees should go

home.

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then PRESS BACK.


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Training PersonnelTraining Personnel

The most important part of the evacuationplan is the training ofpersonnel.

The plan writer must include provisions fortraining allpersonnel. Details should include:

Who is in charge? What they should do? When to do it? Why they are doing it? How they are to do it?

Training methods that will be used: Review of written procedures

Tabletop scenarios Practice 1 of 2


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Training Personnel, cont.Training Personnel, cont.

Two or three training sessions should be held within the first four tosix weeks of introduction of the plan for anyone that may beinvolved in executing the evacuation plans.

Training, practice runs, and assigning tasks to those involved will bethe primary keys to a successful building evacuation.

Through training sessions and practice you may find changes thatneed to be made to your plan.

Make the changes both on paper and in the training program assoon as possible. If everyone knows the plan and knows how itwill work your building evacuation will be an easy matter.

Remember that the safety of personnel is the mission of your plan.

Training and practice evacuations are the key components to thesuccess of an evacuation should the need ever arise.


then PRESS BACK. 2 of 2


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Completing Your WrittenCompleting Your Written

PlanPlan

Ensure the compiled information (from allprevious worksheets) is complete, easy forothers to read, and understandable.

Fill in all spaces, check for spelling errors, andprint the page for insertion into theEvacuation Plan Manual.

Upon completion of the Evacuation Plan, it

would be good to place it in a 3-ring binder tomake it easier to update individual changes.

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Completing the EvacuationCompleting the Evacuation

Plan Cover SheetPlan Cover Sheet

Parts of your evacuation plan will bedistributed to managers, fire department,police, rescue and insurance personnel aswell as many others. The cover sheet will bethe identifier for each plan.

Each plan must identify each building bylocation, usually the street address. This address must be detailed and include

the city or village where the building islocated.

Each location must have evacuation routesclearly understood by all personnel.

Note: Often a companys city address is the nearestlarge post office where they receive mail, but thecompany may actually be located in a small villagenext to the larger city. If this is your situation,remember, the local fire department will respond ifyou have an emergency. 1 of 2


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Completing the EvacuationCompleting the Evacuation

Plan Cover Sheet, cont.Plan Cover Sheet, cont.

Each address listed should include adescription of the building, such as: Large, white, one story warehouse with red

stripe across front, located at rear of theparking lot.

Used as storage for metal parts awaitingshipment, and also used for storage ofsteel manufacturing supplies.


then PRESS BACK.

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Completing the ContentsCompleting the Contents

SheetSheet

Contents Sheet

Follows the cover sheet and will list (in order) the plans,check off sheets, and information sheets needed during theevacuation and training exercises.

The plan writer should rearrange the order of the contents onthis page to accompany their written plan.

Writing the Contents Sheet Begin by inserting the name of the company and the address

the evacuation plan is being made for.

Place the same description for the building as you placed onthe cover sheet.

There are pages the plan writer will need to develop on theirown, such as evacuation route maps and assembly area

map(s). Other contents will be post evacuation procedures such as

equipment shut down and utilities shut off.

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Completing the ContentsCompleting the Contents

Sheet, cont.Sheet, cont.

Evacuation Route Map A,Main evacuation route

Evacuation Route Map B,Secondary evacuationroute

Assembly Area map Non-Emergency Scenario

#1, Alarm Sounds, no signof smoke or fire

Non-EmergencyEvacuation Plan

Non-EmergencyEvacuation

Emergency ResponseTeam, Post EvacuationProcedures

Assemble Area Check

Sheet

Emergency Scenario #2, Fire Alarm,signs of smoke and fire

Emergency Evacuation Plan

Emergency Evacuation Check-Sheet

Post Evacuation Procedures

Assemble Area Check Sheet

Pre-Evacuation InformationCheck-Sheet

Emergency ManagementNotification Phone List

Employee Emergency NotificationInformation

Training Exercise Records

Click on the link to print the Evacuation Plan Worksheet 8.docthen PRESS BACK.

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Completing the EmergencyCompleting the Emergency

Management Call-Up SheetManagement Call-Up Sheet

Management must be notified when an emergencyoccurs. The Emergency Management Call-up Sheetwill:

Provide phone and pager numbers used tocontact management.

Determine the order of priority for managers tobe called.

Place the contact information in order of importance.

Inform each manager that once called, they mustcall the next manager on the list.

This list should be included in all copies of theplan including the copy to the fire department.

Each member of the management team should beissued two (2) copies of the EmergencyManagement Call-up Sheet: One for home and onefor work.

Click on the link to print the Evacuation Plan Worksheet 9.docthen PRESS BACK. 1 of 1


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Completing the RecordsCompleting the Records

Evacuation ChecklistEvacuation Checklist

The Records Evacuation Checklist is included in theevacuation plans manual to identify where vital recordsare located and those that are to be removed from thebuilding.

This list should be kept only in the office evacuationmanual held by the office manager.

The records check list will consist of two (2) parts:

Records already removed from the company, orrecords stored at an off-site location

Records at the company that need to be removed

Pre-evacuation preparedness is the key to simplifying therecord evacuation procedure and assuring the vitalrecords are protected in the event of a disaster.

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Completing the RecordsCompleting the Records

Evacuation Checklist, cont.Evacuation Checklist, cont.

Pre-evacuation preparedness is the process of vitalrecord review and making arrangements to removesome of the records from the office to off-site storage,before an evacuation is needed.

Off-site storage means storing business records off-site as either printed records (paper) or one of severalcomputer media used to save and hold computer files.

Keeping off-site storage current means updating yourstored records often enough to be sure that what youneed to save - has been saved.

This may include copying the computer records

daily and taking them off-site, or downloading themdaily over the web to an off-site server.

Click here for a Real Life Scenario.

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Real Life ScenarioReal Life Scenario

Recently I worked with asmall business owner of20 years, who had adisagreement with theIRS, and the IRS (acting

on a Court Order) seizedthe business and told theowners to leave. Theowners were not allowedto take anything withthem including personal

items such as purses orthe keys to their cars.

After 10 weeks and $6000 in attorneys fees, theowners were allowed to reenter the building. Theywent to a file cabinet and pulled out the copies ofbusiness checks sent as payment to the IRS. Theinformation was checked with IRS records and it wasfound that the business payments had been applied to

the wrong account and there were no tax violations. 1 of 3


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Real Life Scenario, cont.Real Life Scenario, cont.

The owners felt that storing all of their businessrecords on-site at the business location maderesolving their problem less time consuming anddifficult.

After 30 days of not being able to conduct business,this business of 20 years, employing 11 people andlocated in a 20,000-sq. ft. building was unable toreopen due to the lost revenue.

60 days later the business reopened in a 2-car garage

using 1 employee.

From this: To this:

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Real Life Scenario, cont.Real Life Scenario, cont.

The lesson learned was always store a copy ofbusiness records at an off-site location. Had theIRS payment records been stored off-site thismatter could have been resolved in hours.

The records evacuation check sheet will containonly the records to be removed in anemergency.

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Off-Site StorageOff-Site Storage

Off-site storage provides protection for vital records.

An evaluation of records determines records needed forbusiness on a regular basis and those seldom used.

Important records seldom used, should be stored off site.

An off site storage list can be attached to simplify recordlocation should they be needed while the business is in a

recovery mode. Some suggested records to be removed in an emergency:

Management call-up list, in order to be called

Company personnel to be contacted by phone or E-mail

All personnel, home phone and next of kin information

Daily billing

Production figures

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Off-Site Storage, cont.Off-Site Storage, cont.

Some suggested records for off-site storage: All client, phone, E-mail, and mailing

addresses Proprietary information

Product lists and specifications Formulas and trade secrets Financial and insurance information Equipment and materials lists Inventory of supplies normally on hand


Completing Scenario #1:Completing Scenario #1:


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The building Fire Alarm system sounds, the officemanager checks the hallways and finds noevidence of fire or smoke.

The office manager goes to the lobby desk andchecks with the desk person.

Lobby desk person states, All areas have beenchecked and no sign of fire or smoke. Alarmsystem must have a problem.

The fire department will respond, check thebuilding and shut off the alarm.


(Non-Emergency Building(Non-Emergency Building

Evacuation)Evacuation)

Scenario #1

Building fire alarm sounds,no smoke or fire observed.

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Completing Scenario #1: Non-Completing Scenario #1: Non-


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Completing Scenario #1: Non-Completing Scenario #1: Non

Emergency BuildingEmergency Building

Evacuation), cont.Evacuation), cont.

Mission for Scenario #1 Non-Emergency Evacuation

To provide workers and visitors at the companya plan for a safe evacuation in the event of anemergency and provide for removal of vitalrecords, shut down of vital equipment, and

accounting for all persons after the evacuation. Non-Emergency Evacuation is defined as the

evacuation of buildings and offices for anexpected emergency such as high winds,flooding, ice storms, etc.

The non-emergency plan will provideapproximately 15 minutes or more to removerecords, shut down and protect equipmentbefore leaving.

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Completing Scenario #1: Non-Completing Scenario #1: Non-


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Completing Scenario #1: NonCompleting Scenario #1: NonEmergency BuildingEmergency Building

Evacuation), cont.Evacuation), cont.

While completing the Non-EmergencyEvacuation Instructions, be sure to make anyneeded changes to the Non-EmergencyEvacuation Procedures to fit your plan.

The evacuation instructions on Worksheet 11are to be used at the time of an evacuation.

Keep your instructions simple and follow theoutline as closely as possible.

Until the fire department arrives

and makes a building check, it mustbe assumed there is a danger andyou should prepare for anevacuation.



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Check-Sheet for ScenarioCheck-Sheet for Scenario

#1#1

This sheet is designed for quick reference and to keeptrack of the evacuation procedure progress.

A sheet with assigned duties can be attached to thecheck-sheet for reference and personnel assignments.

Make a check-sheet for each area of the building andattach it to the evacuation check-sheet.

Arrange your evacuation plans to be included asattachments to the evacuation check-sheet. The management call-up sheet, Personnel emergency

information, and other lists of vital information

The choice of arrangement should reflect your companysneeds. If you choose to move sections around in the plans to

customize to your needs, make the same corrections on yourcontents sheet.

http://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS12.dochttp://downloads2/Evac_Plan_Worksheet_12.dochttp://downloads2/Evac_Plan_Worksheet_11.dochttp://downloads2/Evac_Plan_Worksheet_11.dochttp://downloads2/Evac_Plan_Worksheet_12.dochttp://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS12.doc


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Emergency Evacuation PlanEmergency Evacuation Plan

Scenario #2: Building Fire Alarm sounds - there is

Smoke or Smell of Smoke. When the alarm sounds, the Office Manager

checks the hallway and smells smoke. It isevident the building needs to be evacuated. The Office manager must determine the

amount of time to allow for leaving. Instruct all personnel to perform emergency

procedures and evacuate the building. Emergency Evacuation is defined as an

evacuation of a building for an unexpectedreason such as fire, pending buildingcollapse, or hazardous conditions.

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Plan, cont.Plan, cont.

Definition of Emergency Plan This plan differs from the Non-Emergency

evacuation plan because the conditionsindicate a potentially life threateningsituation and a danger to all involved.

Action and decisions are called for by theperson in charge of the evacuation.

A decision must be made to eitherleave without post evacuation

procedures, or perform limited shutdown of operation. Established company policy determines

the actions to take.

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Plan, cont.Plan, cont.

Completing the Emergency Evacuation PlanInstructions by populating the informationrequested; then customize your plan to fit yourcompany policy.

The Emergency Evacuation Plan follows the same

format as the Non-Emergency plan. The difference is the various time elements

involved. Fewer records will be removed, less

equipment will be shut down, and quicker

actions must be taken. MISSION: To provide workers and visitors at the

company a plan for a safe evacuation in theevent of an emergency and provide for theremoval of vital records, shut down of vital

equipment, and accounting for all persons afterthe evacuation.Click on the link to print the Evacuation Plan Worksheet 13.docthen PRESS BACK. 3 of 3


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Check-Sheet for ScenarioCheck-Sheet for Scenario

#2#2

This sheet is designed for quick reference and to keeptrack of the evacuation procedure progress.

A sheet with assigned duties can be attached to thecheck-sheet for reference and personnel assignments.

Make a check-sheet for each area of the building andattach it to the evacuation check-sheet.

Arrange your evacuation plans to be included asattachments to the evacuation check-sheet. The management call-up sheet, Personnel emergency

information, and other lists of vital information

The arrangement should reflect your companys needs. If you choose to move sections around in the plans to

customize to your needs, make the same corrections on yourcontents sheet.


then PRESS BACK. 1 of 1


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Completing EvacuationCompleting Evacuation

Plan AttachmentsPlan Attachments

Attachments to the evacuation plan should bemade to maintain a record of instructions, andto document the procedures assigned topersonnel.

Here are a few of the suggested attachmentsthat we suggest you make for yourevacuation plan. Employee Emergency Notification

Information Employee Check-Off List Emergency Response Team Members List of Equipment

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Plan Attachments, cont.Plan Attachments, cont.

Employee Emergency Notification Information A list of employees and their contact

information in the event ofemergency, which includes:

Home phone Work phone Home address.

Click on the link to print the Evacuation Plan Worksheet 15.xlsthen

PRESS BACK. 2 of 5
http://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS15.xlshttp://www.selltoairforce.org/sell2af_sblc/ReferenceLibrary/EvacPlanWS15.xls


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Employee Check-Off List This form should be distributed to the

person in charge of the Assembly Area. As employees gather, the person in charge

should write down employee names, workarea, and the time of arrival.

After this information is gathered, allpersonnel should stay at the Assembly Areauntil released.

Create a field for the name of the person incharge of the Assembly Area, to know whopopulated the form.

Design a sheet for each Assembly Area. Once you create this form, ensure blank

copies are made and placed into each folderof information for each Assembly Area.Click on the link to print the Evacuation Plan Worksheet 16.docthen PRESS BACK. 3 of 5


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Emergency Response Team This form should be distributed to each

member of the Emergency ResponseTeam.

The form is designed to illustrate theduties of the team member. In times of emergency, each member can

document the equipment, machinery, gas,and power supplies they are to shut downas part of the contingency plan.



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List of Equipment This section contains two forms:

1. The first form is a detailed description ofequipment needed to set up a"Communication Area in a new location.

This form also includes why theequipment is needed, and who isresponsible for obtaining it.

Examples could be: table, chairs,computers, water, restroom facilities

etc.2. The second form identifies supporting

items needed in time of evacuation,where they are stored now, and who isresponsible for obtaining and deliveringthem in time ofevacuation.



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Tracking Your TrainingTracking Your Training

This form is designed to enable you to "track"your evacuation and preparedness training.

It goes without saying that having a plan isgood, but practicing and knowing how toimplement the plan is better! Without practice, you can not expect your

staff to be proficient in time of need. You must be organized and prepared.

Practicing evacuation procedures helps:

Identify areas where your peoplecoordination is weak.

Confirm that all of your records are inorder.



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Final InstructionsFinal Instructions

You have completed writing your buildingevacuation plan! You are now ready toassemble your manual and begin implementingyour plan by taking action.

Assemble the material and place the

information in the order you feel would bebest suited for your companys use.

If changes are made, make a new contentsheet and place it in the manual.

Make a second copy for your permanent

record. Meet with management and get approval

for the plan.

Make any suggested changes needed. Copy the manual for placement in the areas

needed. 1 of 3


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Final Instructions, cont.Final Instructions, cont.

Training is the key to assuring the evacuation plan willwork. Every member of the company is a part of theteam and all must know what is expected of them.

Meet with managers to review their role in the plan.

Begin training using table top meetings withmanagers, then with Emergency Response Teammembers, and lastly with other personnel regardingevacuation to the Assembly Area.

Make necessary revisions to the plan and conduct adry run evacuation allowing all to understand whatthey are doing and why.

Conduct a real time training exercise to see how itworks.

Place all training exercises on the training recordsheet in your manual.

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Final Instructions, cont.Final Instructions, cont.

Setup a training schedule. Managers should be tested quarterly. Emergency Response Team members

should review the post-evacuationprocedure monthly and revisions to theprocedure should be made as needed.

Personnel who evacuate only should haveunannounced tests 3 or 4 times per year.

Keeping the evacuation plan manual up-to-date is important. After each training exercise, if changes are

needed, make them and update all copiesof the evacuation manual.

As equipment, manufacturing processes,and buildings change revise yourevacuation and post-evacuation procedures. 3 of 3


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ConclusionConclusion

This ends the Making and Evacuation Plansection.

To assist you in developing your plan, print outeach worksheet (provided as a hyperlink) andadd them to your written plan.

This course represents the second of threesections for your Contingency Planning.

Making an Evacuation Plan 3

Documents