Many companies believe their facility’s contingency plans are state-of-the-art. Yet, often these plans are dangerously flawed, sometimes even failing to meet regulatory standards and proving difficult to execute from a human perspective. Enhancing corporate security through the development of organizational culture also involves clearly identifying and avoiding critical emergency planning mistakes. 

Effective evacuation systems require a meticulous planning and control process. This should include safe routes for all, sufficient emergency exits, and well-maintained safety doors and emergency devices. Regular reviews and updates are essential, since sudden changes, unsuitable environments, overly complex or untested plans, and malfunctioning devices can lead to severe consequences.

What are the most common mistakes in evacuation planning that can put both a company and its employees at risk?

1. Lack of employee training on how to react and behave in an emergency

A common oversight is assuming employees inherently know how to respond in emergencies. Expecting instinctive and immediate correct reactions is unrealistic. Effective emergency response requires assigning specific roles and tasks that are simple and memorable, even with non-frequent practice. 

Training should be rigorous, conducted annually, and face-to-face in a dedicated classroom setting. It must be mandatory for all employees, especially new hires, and include updates on special tools and equipment.

2. Failure to update the emergency response plan

Emergency response plans require regular updates to remain effective and compliant with regulations, which also helps avoid potentially severe penalties. Essential elements to review annually include: 

• Emergency reporting systems 
• Escapes routes and emergency exit systems 
• Procedures for evacuations 
• Methods for accounting for employees post-evacuation 
• Selection and training of emergency response teams 
• Emergency contact lists 
• Panic exit systems, which must be unobstructed, easy to open quickly, and compliant with current regulations

3. Expecting too much from emergency services

Under guidelines from the European Agency for Safety and Health at Work, employers must train employees in first aid and CPR if they cannot ensure a medical response in less than 4 minutes.

Given that emergency services typically cannot guarantee this response time, it’s vital for companies to also train staff in using defibrillators and performing first aid. Additionally, it’s important to keep certifications current and instruct employees not to transport injured colleagues themselves. 

Consulting with emergency professionals can further strengthen an emergency plan by identifying its strengths and pinpointing areas for improvement. 

4. Ignoring visitors and employees who work overtime

Evacuation plans frequently overlook visitors, who are often unfamiliar with the workplace layout and emergency exits. This group is particularly vulnerable, and legal actions against the company for failing to take care of them in an emergency are to be expected.

Similarly, plans often fail to consider employees working overtime, who may face emergencies when fewer resources are available. 

To address these gaps, it’s crucial to develop comprehensive emergency protocols that account for all individuals on premises, including visitors and overtime workers, despite the challenge of anticipating every scenario. 

5. Who will be responsible for emergency response plans?

Determining responsibility for emergency response plans is crucial. Questions such as whether HR is responsible for training, the role of the security department, and the responsibilities of managers during emergencies must be clearly answered. 

It is essential to have designated personnel for specific tasks within the plan—managing evacuation routes, overseeing panic buttons, maintaining first aid kits, conducting training, and administering first aid. 

Assigning clear responsibilities across various departments favors thorough planning and faster execution during emergencies.

6. Over-relaxation

Complacency in safety measures is a significant risk. Companies and managers must avoid falling into the trap of believing that their workplace is immune to serious incidents. Inevitably, unforeseen events will occur, and the level of preparedness and the frequency of updates to the emergency plan will critically determine the severity of the outcomes. 

Constant vigilance and regular updates to emergency protocols are essential to mitigate risks effectively.