A written emergency response plan only proves its worth in an actual emergency. By then, it’s too late to fix the gaps. An outdated plan, unclear responsibilities, employees who don’t know where to go, or procedures that don’t account for everyone in the building can turn an emergency into a more dangerous situation.
OSHA puts it like this: Drafting an emergency action plan (EAP) isn’t enough. A plan is useful only when it’s current and employees have the education and training they need before an emergency occurs.
So, how do you move from having a plan on paper to having one that works? Start with these frequently asked questions.
What are the OSHA-required elements of an emergency action plan?
Under OSHA standard 29 CFR 1910.38, an EAP must include, at minimum:
- Procedures for reporting a fire or other emergency
- Emergency evacuation procedures, including exit-route assignments
- Procedures for employees who remain behind to operate critical operations before evacuating
- A method for accounting for employees after evacuation
- Procedures for employees performing rescue or medical duties
- The name or job title of employees people should contact for more information about the plan or their responsibilities
Employers must also maintain an employee alarm system and designate and train employees to assist with safe, orderly evacuations. Employers with more than 10 employees must have a written EAP when an OSHA standard requires one.
What’s the difference between an emergency action plan and an emergency response plan?
The terms are sometimes used interchangeably, but they don’t always mean the same thing.
An EAP typically refers to the plan governed by OSHA requirements, including reporting, evacuation, accountability, and other employee procedures. “Emergency response plan” is often used more broadly to describe how an organization prepares for, responds to, and recovers from emergencies.
Should every emergency result in an evacuation?
No. Your plan should address the types of emergencies that could occur at your workplace and the appropriate response to each.
A fire, for example, might require evacuation. A chemical release outside the building might require employees to shelter in place. Other scenarios could include severe weather, hazardous material incidents, workplace violence, or medical emergencies.
OSHA recommends evaluating possible emergency situations and making your EAP specific to your workplace, including its hazards, evacuation procedures, reporting methods, and alarm systems.
Who should be responsible for maintaining the plan?
Give specific people responsibility for maintaining and carrying out the plan. Avoid assigning actions to “management.”
OSHA describes selecting an emergency coordinator as a common practice. This person might assess emergencies, oversee procedures, coordinate with outside responders, and direct shutdowns when necessary.
Consider assigning backups for critical roles. Floor wardens or team leads can also have defined responsibilities, so employees know who’s in charge if an emergency occurs.
How should your plan account for everyone at the workplace?
Consider employees who need evacuation assistance, people who do not speak English fluently, contractors, and visitors. Establish how you’ll account for people after an evacuation and make sure employees responsible for assisting others understand their roles.
How often should you test and update your plan?
OSHA requires employers to review their EAP with employees when the plan is developed or they’re initially assigned to a job, when their responsibilities change, and when the plan changes.
Beyond those requirements, OSHA recommends regular reviews, annual retraining as a consideration, and practice drills as often as needed to keep employees prepared. After drills, employers should evaluate what worked, identify weaknesses, and improve the plan.
You should review your plan if your facility layout changes, new equipment or hazardous materials are introduced, responsibilities change, or new hazards emerge. Check contact information regularly, too. OSHA identifies outdated facility and agency contact information as a common problem.
Should you involve local emergency responders?
If your workplace relies on local fire departments, police, HAZMAT teams, or other outside responders, OSHA recommends coordinating your plan with them. This helps you understand their capabilities and helps responders understand your workplace and expectations. Including outside responders in drills can strengthen your preparation.
A plan needs to work when people need it
Don’t wait for an emergency to expose weaknesses in your plan. Develop it around the hazards and people in your workplace. Assign clear responsibilities. Train employees. Practice your procedures. Learn from each exercise. Update the plan as your workplace changes.
A strong emergency plan depends on employees knowing what to do when something goes wrong. Training helps give them the knowledge and skills to respond when it matters.
ACNSC members save up to 30% on training, including:
Explore these training opportunities and help prepare your employees to respond when an emergency happens.
Sources: OSHA, “Develop & Implement an Emergency Action Plan” and OSHA Standard 29 CFR 1910.38.