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Making an Evacuation

Plan
Contingency Planning Course
Part 2 of 3
Introduction
 This is an introduction to Writing Non-emergency
and Emergency Building Evacuation Plans
 Mission for writing the Building Evacuation Plans:
 Creating specific plans to manage the safe exit

of people and to protect business property in


the event of an emergency or disaster. Critical
functions are:
 Identify one person to be in charge of the

evacuation
 Establish unobstructed evacuation routes

 Shut down critical business operations

during the evacuation


 Account for all personnel after the

evacuation.

1 of 3
Introduction, cont.
It’s helpful to think of evacuation plans from the point of
view of pre-evacuation planning work and post
evacuation actions. All stages of planning will require
management decisions. The individuals in charge of the
various areas of the business need to provide input.
Some key pre-evacuation decisions are:
 Identifying the person to be in charge of the actual

evacuation.
 Establishing evacuation routes.

 Establishing standard procedures.

 Assigning roles and responsibilities.

Post-evacuation actions must be planned in detail and are


critical to the business and safety of personnel:
 Shutting down business operations.

 Accounting for all personnel.

2 of 3
Introduction, cont.
 This unit on evacuation follows guidelines of
the FEMA Emergency Management Guide for
Business and Industry. (FEMA 141, October
1993)

 Prerequisite: Introduction to Contingency


Planning

The first course guided you through the
basic ideas of Emergency and Contingency
Planning. Understanding the core principles
and how to embark on a set of
comprehensive contingency plans is
essential background for the plan writer.


In this second of three courses, you will write
scenario-based plans for your business. 3 of 3
Scenario One: Non-
Emergency Evacuation
This would be a warning given in advance of an
impending danger such as a flood or damaging
wind warning. The danger could be minutes or
even hours away. The purpose of the warning is
to notify personnel in the building of the
impending danger and give employees time to
leave for shelter or safely go to their homes.

Whatever the reason, Non-Emergency


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

1 of 1
Scenario Two: Emergency
Evacuation
As the name suggests, the situation is urgent
and time is measured in minutes or seconds.
Everyone needs to automatically know what to
do and where to go.

Writing Emergency and Disaster Plans is an


important undertaking. There are many
elements that need to be addressed. These
essential points will be presented in an orderly
way for you to start to work with them, refine
your responses as you go, and then finalize all
aspects in permanent written plans. Each time a
topic is presented it will be in greater detail.

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


then PRESS BACK.
1 of 1
People and Their Role in
the 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 evacuation
will:

Call for the evacuation.

Supervise the actual process of
evacuation.

1 of 2
People and Their Role in
the Evacuation, cont.
In a later section we will explore the option of
forming an Emergency Response Team.

Detailed information on each employee will be


collected 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

Click on the link to print the Evacuation Plan Worksheet 2.doc


then PRESS BACK. 2 of 2
Safe Evacuation Routes

As with all planning there must be a Plan A
and a Plan B:

Plan A will detail primary routes to use
under normal conditions.

Plan B will be an alternate route in the
event 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
1 of 2
Safe Evacuation Routes,
cont.
After you have designed your evacuation routes
you will need to have someone from the fire
department or insurance safety person check
the routes to make sure a knowledgeable
external person finds your evacuation route
design appropriate.

Click on the link to print the Evacuation Plan Worksheet 3.doc


then PRESS BACK.
2 of 2
Emergency Response
Team

 A warning for evacuation usually comes


without advance notice.

 Since different operations of a business are


located in different areas of the building, the
immediate danger may not be the same for
all locations.
1 of 3
Emergency Response
Team, cont.

Individuals assigned post evacuation
procedures such as:

Record removal

Equipment shut down

Closing fire doors

Assisting with the evacuation


These individuals risk being exposed to
additional hazards and must receive special
training for their assignments.


All individuals given post evacuation
assignments must be able to recognize when
to stop the assignments and leave the
building for their safety. 2 of 3
Emergency Response
Team, cont.

Training your response team is as critical as
the duties they will be performing. You will
want your local fire department to provide
this specialized training session.

For example, the emergency response team


will 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.

3 of 3
Records Removal

You need to know specifically which records
to remove, how to move them, and where you
will store them.


Most of the determined pre-evacuation
records should leave the building with the
person in charge of the evacuation.


Security measures should be designed so this
information does not get into the hands of
your competitors.


The person who removes the records should
be held accountable for the records until
Click on the link to print the Evacuation Plan Worksheet 4.doc
management
then PRESS BACK. takes control of them. 1 of 1
Accounting for Personnel
After an Evacuation

 Select a designated assembly area for everyone to go to, such


as 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 in
charge.

1 of 2
Accounting for Personnel
After an Evacuation, cont.

The purpose of all personnel meeting at the
assembly area is to:

Account for everyone

Assure there are no injuries

Make any additional assignments that may
be needed

Make important announcements, such as:

How long to remain out of the building.

If and/or when employees should go
home.

Click on the link to print the Evacuation Plan Worksheet 5.doc


then PRESS BACK.
2 of 2
Training Personnel

The most important part of the evacuation
plan is the training of
personnel.

 The plan writer must include provisions for


training all
personnel.
 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
Training Personnel, cont.
 Two or three training sessions should be held within the first four to
six weeks of introduction of the plan for anyone that may be
involved in executing the evacuation plans.
 Training, practice runs, and assigning tasks to those involved will be
the primary keys to a successful building evacuation.
 Through training sessions and practice you may find changes that
need to be made to your plan.
 Make the changes both on paper and in the training program as
soon as possible. If everyone knows the plan and knows how it
will 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 the
success of an evacuation should the need ever arise.

Click on the link to print the Evacuation Plan Worksheet 6.doc


then PRESS BACK. 2 of 2
Completing Your Written
Plan

Ensure the compiled information (from all
previous worksheets) is complete, easy for
others to read, and understandable.


Fill in all spaces, check for spelling errors, and
print the page for insertion into the
Evacuation Plan Manual.


Upon completion of the Evacuation Plan, it
would be good to place it in a 3-ring binder to
make it easier to update individual changes.

1 of 1
Completing the Evacuation
Plan Cover Sheet

Parts of your evacuation plan will be
distributed to managers, fire department,
police, rescue and insurance personnel as
well as many others. The cover sheet will be
the identifier for each plan.

Each plan must identify each building by
location, usually the street address.

This address must be detailed and include
the city or village where the building is
located.
 Each location must have evacuation routes
Note: Often a company’s city address is the nearest
clearly understood by all personnel.
large post office where they receive mail, but the
company may actually be located in a small village
next to the larger city. If this is your situation,
remember, the local fire department will respond if
you have an emergency. 1 of 2
Completing the Evacuation
Plan Cover Sheet, cont.

Each address listed should include a
description of the building, such as:

Large, white, one story warehouse with red
stripe across front, located at rear of the
parking lot.

Used as storage for metal parts awaiting
shipment, and also used for storage of
steel manufacturing supplies.

Click on the link to print the Evacuation Plan Worksheet 7.doc


then PRESS BACK.
2 of 2
Completing the Contents
Sheet
 Contents Sheet
 Follows the cover sheet and will list (in order) the plans,
check off sheets, and information sheets needed during the
evacuation and training exercises.
 The plan writer should rearrange the order of the contents on
this 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 on
the cover sheet.
 There are pages the plan writer will need to develop on their
own, 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.

1 of 2
Completing the Contents
Sheet, cont.
 Evacuation Route Map A,  Emergency Scenario #2, Fire Alarm,
signs of smoke and fire
Main evacuation route
 Emergency Evacuation Plan
 Evacuation Route Map B,  Emergency Evacuation Check-
Secondary evacuation Sheet
route  Post Evacuation Procedures
 Assembly Area map  Assemble Area Check Sheet
 Pre-Evacuation Information
 Non-Emergency Scenario Check-Sheet
#1, Alarm Sounds, no sign  Emergency Management
of smoke or fire Notification Phone List
 Non-Emergency  Employee Emergency Notification
Information
Evacuation Plan  Training Exercise Records
 Non-Emergency
Evacuation
 Emergency Response
Team, Post Evacuation
Procedures
 Assemble Area Check
Sheet
Click on the link to print the Evacuation Plan Worksheet 8.doc
2 of 2
then PRESS BACK.
Completing the Emergency
Management Call-Up Sheet
 Management must be notified when an emergency
occurs. The Emergency Management Call-up Sheet
will:
 Provide phone and pager numbers used to

contact management.
 Determine the order of priority for managers to

be called.
 Place the contact information in order of importance.
 Inform each manager that once called, they must
call the next manager on the list.
 This list should be included in all copies of the

plan including the copy to the fire department.


 Each member of the management team should be
issued two (2) copies of the Emergency
Management Call-up Sheet: One for home and one
for work.
Click on the link to print the Evacuation Plan Worksheet 9.doc
then PRESS BACK. 1 of 1
Completing the Records
Evacuation Checklist
 The Records Evacuation Checklist is included in the
evacuation plans manual to identify where vital records
are located and those that are to be removed from the
building.
 This list should be kept only in the office evacuation
manual held by the office manager.
 The records check list will consist of two (2) parts:
 Records already removed from the company, or

records stored at an off-site location


 Records at the company that need to be removed

 Pre-evacuation preparedness is the key to simplifying the


record evacuation procedure and assuring the vital
records are protected in the event of a disaster.

1 of 2
Completing the Records
Evacuation Checklist, cont.
 Pre-evacuation preparedness is the process of vital
record review and making arrangements to remove
some 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 several
computer media used to save and hold computer files.
 Keeping off-site storage current means updating your
stored records often enough to be sure that what you
need to save - has been saved.
 This may include copying the computer records
daily and taking them off-site, or downloading them
daily over the web to an off-site server.

 Click here for a Real Life Scenario.

2 of 2
Real Life Scenario
Recently I worked with a
small business owner of
20 years, who had a
disagreement with the
IRS, and the IRS (acting
on a Court Order) seized
the business and told the
owners to leave. The
owners were not allowed
to take anything with
them including personal
items
After such as purses
10 weeks or
and $6000 in attorney’s fees, the
the keyswere
owners to their cars. to reenter the building. They
allowed
went to a file cabinet and pulled out the copies of
business checks sent as payment to the IRS. The
information was checked with IRS records and it was
found that the business payments had been applied to
the wrong account and there were no tax violations. 1 of 3
Real Life Scenario, cont.
The owners felt that storing all of their business
records on-site at the business location made
resolving their problem less time consuming and
difficult.

After 30 days of not being able to conduct business,


this business of 20 years, employing 11 people and
located in a 20,000-sq. ft. building was unable to
reopen due to the lost revenue.

60 days
From this:later the business reopened
To this: in a 2-car garage
using 1 employee.

2 of 3
Real Life Scenario, cont.
The lesson learned was always store a copy of
business records at an off-site location.   Had the
IRS payment records been stored off-site this
matter could have been resolved in hours.

The records evacuation check sheet will contain


only the records to be removed in an
emergency.

3 of 3
Off-Site Storage
 Off-site storage provides protection for vital records.
 An evaluation of records determines records needed for
business 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 record


location 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

1 of 2
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

Click on the link to print the Evacuation Plan Worksheet 10.doc


then PRESS BACK. 2 of 2
Completing Scenario #1:
(Non-Emergency Building
Evacuation)

Scenario #1

 Building fire alarm sounds,


no smoke or fire observed.

 The building Fire Alarm system sounds, the office


manager checks the hallways and finds no
evidence of fire or smoke.
 The office manager goes to the lobby desk and
checks with the desk person.

Lobby desk person states, “All areas have been
checked and no sign of fire or smoke. Alarm
system must have a problem”.
 The fire department will respond, check the
building and shut off the alarm.

1 of 3
Completing Scenario #1: Non-
Emergency Building
Evacuation), cont.
 Mission for Scenario #1 Non-Emergency Evacuation
 To provide workers and visitors at the company

a plan for a safe evacuation in the event of an


emergency and provide for removal of vital
records, 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 an


expected emergency such as high winds,
flooding, ice storms, etc.
 The non-emergency plan will provide

approximately 15 minutes or more to remove


records, shut down and protect equipment
before leaving.

2 of 3
Completing Scenario #1: Non-
Emergency Building
Evacuation), cont.

While completing the Non-Emergency
Evacuation Instructions, be sure to make any
needed changes to the Non-Emergency
Evacuation Procedures to fit your plan.

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

Keep your instructions simple and follow the
outline as closely as possible.

Until the fire department arrives


and makes a building check, it must
be assumed there is a danger and
you should prepare for an
evacuation.

Click on the link to print the Evacuation Plan Worksheet 11.doc


then PRESS BACK. 3 of 3
Completing the Evacuation
Check-Sheet for Scenario
#1
 This sheet is designed for quick reference and to keep
track of the evacuation procedure progress.
 A sheet with assigned duties can be attached to the
check-sheet for reference and personnel assignments.
 Make a check-sheet for each area of the building and
attach it to the evacuation check-sheet.
 Arrange your evacuation plans to be included as
attachments 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 company’s
needs.
 If you choose to move sections around in the plans to
customize to your needs, make the same corrections on your
contents sheet.

Click on the link to print the Evacuation Plan Worksheet 12.doc


then PRESS BACK. 1 of 1
Completing Scenario #2:
Emergency 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 is
evident 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 unexpected
reason such as fire, pending building
collapse, or hazardous conditions.
1 of 3
Completing Scenario #2:
Emergency Evacuation
Plan, cont.

Definition of Emergency Plan

This plan differs from the Non-Emergency
evacuation plan because the conditions
indicate a potentially life threatening
situation and a danger to all involved.

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

A decision must be made to either
leave without post evacuation
procedures, or perform limited shut
down of operation.
 Established company policy determines

the actions to take.

2 of 3
Completing Scenario #2:
Emergency Evacuation
Plan, cont.
 Completing the Emergency Evacuation Plan
Instructions by populating the information
requested; then customize your plan to fit your
company 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 the
event of an emergency and provide for the
removal of vital records, shut down of vital
equipment,
Click on the and
link to accounting for Plan
print the Evacuation all persons after
Worksheet 13.doc
the then
evacuation.
PRESS BACK. 3 of 3
Completing the Evacuation
Check-Sheet for Scenario
#2
 This sheet is designed for quick reference and to keep
track of the evacuation procedure progress.
 A sheet with assigned duties can be attached to the
check-sheet for reference and personnel assignments.
 Make a check-sheet for each area of the building and
attach it to the evacuation check-sheet.
 Arrange your evacuation plans to be included as
attachments to the evacuation check-sheet.
 The management call-up sheet, Personnel emergency
information, and other lists of vital information
 The arrangement should reflect your company’s needs.
 If you choose to move sections around in the plans to
customize to your needs, make the same corrections on your
contents sheet.

Click on the link to print the Evacuation Plan Worksheet 14.doc


then PRESS BACK. 1 of 1
Completing Evacuation
Plan Attachments

Attachments to the evacuation plan should be
made to maintain a record of instructions, and
to document the procedures assigned to
personnel.

Here are a few of the suggested attachments
that we suggest you make for your
evacuation plan.

Employee Emergency Notification
Information

Employee Check-Off List

Emergency Response Team Members

List of Equipment

1 of 5
Completing Evacuation
Plan Attachments, cont.

Employee Emergency Notification Information

A list of employees and their contact
information in the event of
emergency, which includes:

Home phone

Work phone

Home address.

Click on the link to print the Evacuation Plan Worksheet 15.xls then
PRESS BACK.
2 of 5
Completing Evacuation
Plan Attachments, cont.
 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, work


area, and the time of arrival.
 After this information is gathered, all

personnel should stay at the Assembly Area


until released.
 Create a field for the name of the person in

charge of the Assembly Area, to know who


populated the form.
 Design a sheet for each Assembly Area.

 Once you create this form, ensure blank

copies are
Click on the linkmade and
to print the placedPlan
Evacuation into each 16.doc
Worksheet folder
of
theninformation
PRESS BACK. for each Assembly Area. 3 of 5
Completing Evacuation
Plan Attachments, cont.

Emergency Response Team

This form should be distributed to each
member of the Emergency Response
Team.

The form is designed to illustrate the
duties of the team member.

In times of emergency, each member can
document the equipment, machinery, gas,
and power supplies they are to shut down
as part of the contingency plan.

Click on the link to print the Evacuation Plan Worksheet 17.doc


then PRESS BACK. 4 of 5
Completing Evacuation
Plan Attachments, cont.
 List of Equipment
 This section contains two forms:
1. The first form is a detailed description of
equipment needed to set up a
"Communication Area” in a new location.
This form also includes why the
equipment is needed, and who is
responsible 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 is
responsible for obtaining and delivering
them
Click on intotime
the link of Evacuation
print the evacuation.Plan Worksheet 18.doc
then PRESS BACK. 5 of 5
Tracking Your Training

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

It goes without saying that having a plan is
good, but practicing and knowing how to
implement 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 people
coordination is weak.

Confirm that all of your records are in
order.

Click on the link to print the Evacuation Plan Worksheet 19.doc


then PRESS BACK. 1 of 1
Final Instructions
 You have completed writing your building
evacuation plan! You are now ready to
assemble your manual and begin implementing
your plan by taking action.
 Assemble the material and place the

information in the order you feel would be


best suited for your company’s use.
 If changes are made, make a new content

sheet 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
Final Instructions, cont.
 Training is the key to assuring the evacuation plan will
work. Every member of the company is a part of the
team 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 with

managers, then with Emergency Response Team


members, and lastly with other personnel regarding
evacuation to the Assembly Area.
 Make necessary revisions to the plan and conduct a

dry run evacuation allowing all to understand what


they are doing and why.
 Conduct a “real time” training exercise to see how it

works.
 Place all training exercises on the training record

sheet in your manual.

2 of 3
Final Instructions, cont.
 Setup a training schedule.
 Managers should be tested quarterly.

 Emergency Response Team members

should review the post-evacuation


procedure monthly and revisions to the
procedure should be made as needed.
 Personnel who evacuate only should have

unannounced 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 copies


of the evacuation manual.
 As equipment, manufacturing processes,

and buildings change revise your


evacuation and post-evacuation procedures. 3 of 3
Conclusion
This ends the “Making and Evacuation Plan”
section.

To assist you in developing your plan, print out


each worksheet (provided as a hyperlink) and
add them to your written plan.

This course represents the second of three


sections for your Contingency Planning.

1 of 1