Emergency Preparedness Guide for All

Humantalents

Emergency Management
Guide For Business &
Industry

By Jayadeva de Silva M.Sc,MBIM,FIPM,FITD
A step-by-step approach to prepare emergency planning, response and
recovery for organizations all sizes

A -------------------------------------- Publication
http://tinyurl.com/6w68n Jayadeva de Silva 1

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This book is dedicated to all those who lost their lives on 26th
December 2004


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Introduction

Developing a detailed emergency preparedness plan in the event of an emergency is crucial to
preventing havoc when a disaster occurs. We need to think realistically, and create a smooth team
effort. Not since the Y2K scare has there been a serious global dialogue about office disaster
preparedness. Yet recent earthquakes and tsunamis again remind us about the importance of
safety and emergency planning.

On one hand, it's irrational to overreact to news reports of disasters. Even when there is not a
major earthquake to report, network news is likely to cover isolated fires, floods, accidents and
random violence that wreak havoc if it bleeds, it leads!

On the other hand, if we merely prepare on the basis of Statistics for top causes of fatalities and
injuries, our emergency planning might be reduced to nothing .This was the situation till recent
tsunami disaster. We would not be prepared for the rare emergency. However unpredictable such
an event may be, what could be more important for all of us than the responsibility of health and
safety of our people

To develop a comprehensive Emergency Plan, you need to consider a "worse case" scenario
based on potential hazards within your environment, realistic security risks, and possible natural
disasters in your locale. Every year emergencies take their toll on business and industry and on the
national economy of the country-- in lives and property. But something can be done. Business and
industry and others concerned can limit injuries and damages and return more quickly to normal
operations if they plan ahead. This guide provides step-by-step advice on how to create and
maintain a comprehensive emergency management program. It can be used by manufacturers,
corporate offices, retailers, utilities or any organization where a sizable number of people work or
gather. Whether you operate from a high-rise building or an industrial complex; whether you own,
rent or lease your property; whether you are a large or small company; the concepts in this guide
will apply. We have also taken notice of the requirements of ISO standards when compiling this
handbook

Jayadeva de Silva
M.sc,MBIM,FIPM,FITD


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Executive Summary
Emergency Preparedness Planning can be broken up into several projects:

1. Emergency Response Team (ERT)
2. First Aid
3.. Safety Equipment
4.. 72-hour Supplies
5.. Facility training
6.. Personnel Issues

Identify key people for an Emergency Response Team. Select them based on their frequent
presence, ability to remain calm during a crisis, special emergency skills they may possess, and
their understanding and acceptance of this important role. Make sure you have a well-stocked
First Aid Kit. . Basics include bandages, sterile gauze, cotton, alcohol, eyewash, antibacterial
cream, scissors, tweezers; aspirin
Conduct an inventory of the existing emergency supplies, equipment and information. Gather the
items to a central storage area or document their locations. Check the dates of any items that are
subject to expiration, including medicine and fire extinguishers. Verify that batteries work and back-
up power supply is operational.

Make sure you have sufficient supplies for emergencies that require confinement to the building for
72 hours.

a.. Have enough water on hand, which is the most frequently overlooked emergency item.
At least 1 gallon per person per day. Food is helpful but water is essential.
b.. Store blankets (for shock or extreme weather).
c.. Make sure staff with daily medicine needs have emergency supplies on hand.
d.. During an emergency, collect battery-operated radios and cell phones.
e.. Keep a camera (loaded with film) handy to document damage.
f.. Distribute flashlights throughout the facility.
g.. Store plastic sheets or large trash bags in desk drawers to be used to protect equipment from
water damage, including from fire sprinklers.

Survey your facility with an eye toward what might cause a problem during an emergency
situation.

a.. Are there heavy objects that may become dislodged and fall?
b.. Are there boxes, equipment or other obstructions to hallways and fire exits?
c.. Are rooms locked for which you do not have keys?
d.. Are breakaway glass windows clearly marked in multiple story buildings?
e.. Are fire extinguishers the correct type for the room and in adequate supply?
f.. Are surge protectors being used?


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g.. Do you know which equipment operates on the back-up power system and which will become
inoperable if power is down?
h.. Do you know where the most structurally sound and most ventilated area is for people to
gather? Is this area away from glass and heavy loose items?

Consider what training is necessary for key safety personnel and then expand emergency training
to everyone else.

a.. Train key personnel in fire and earthquake response, first aid and CPR.
b.. Make sure key staff can be identified in an emergency (for example, use neon T-shirts or hats)
c.. Have all staff provide emergency contact information to be kept in personnel files (update at
least annually).
d.. Know who may require special assistance to exit the floor during an emergency.
e.. Train all staff in politely escorting unknown guests from secured areas of the floor.

f.. Develop and train on a plan in the event of a dangerous intruder. This can include a map of all
lockable doors and escape routes, as well as an agreed-upon term to broadcast over the paging
system to alert staff to eminent danger.

g.. Know who is the best person in your organization to communicate with an agitated customer
or staff member.
h.. Add the building security number to telephone speed dials.
i.. Consider hiring a security guard where there is a known risk of an intruder.
j.. Require participation at safety meetings and drills.
k.. Make available optional safety training materials and videos ( should be made available in all
libraries).
l.. Invite Community Police to do a presentation on neighborhood and safety.


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Chapter 1
To begin, you need not have in-depth knowledge of emergency management. What you need is
the authority to create a plan and a commitment from the chief executive officer to make
emergency management part of your corporate culture.

If you already have a plan, use this guide as a resource to assess and update your plan.

What Is an Emergency?

An emergency is any unplanned event that can cause deaths or significant injuries to employees,
customers or the public; or that can shut down your business, disrupt operations, cause physical or
environmental damage, or threaten the facility's financial standing or public image. Obviously,
numerous events can be "emergencies," including:

1. Fire
2. Hazardous materials incident
3. Flood or flash flood
4. Hurricane
5. Tornado
6. (Winter) storm
7. Earthquake
8. Communications failure
9. Radiological accident
10. Civil disturbance
11. Loss of key supplier or customer
12. Explosion
13. Landslide

The term "disaster" has been left out of this document because it lends itself to a preconceived
notion of a large-scale event, usually a "natural disaster." In fact, each event must be addressed
within the context of the impact it has on the company and the community. What might constitute a
nuisance to a large industrial facility could be a "disaster" to a small business.

What Is Emergency Management?

Emergency management is the process of preparing for, mitigating, responding to and recovering
from an emergency.

Emergency management is a dynamic process. Planning, though critical, is not the only
component. Training, conducting drills, testing equipment and coordinating activities with the
community are other important functions.


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Making the "Case" for Emergency Management

To be successful, emergency management requires upper management support. The chief
executive sets the tone by authorizing planning to take place and directing senior management to
get involved.

When presenting the "case" for emergency management, avoid dwelling on the negative effects of
an emergency (e.g., deaths, fines, criminal prosecution) and emphasize the positive aspects of
preparedness. For example:

1. It helps companies fulfill their moral responsibility to protect employees, the community
and the environment.
2. It facilitates compliance with regulatory requirements State and local agencies.
3. It enhances a company's ability to recover from financial losses, regulatory fines, loss of
market share, damages to equipment or products or business interruption.
4. It reduces exposure to civil or criminal liability in the event of an incident.
5. It enhances a company's image and credibility with employees, customers, suppliers and
the community.
6. It may reduce your insurance premiums.

Tornado


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Chapter 2
Four STEPS IN THE PLANNING PROCESS
Step 1 -- Establish a Planning Team Step 2 -- Analyze Capabilities and Hazards Step 3 -- Develop
the Plan Step 4 -- Implement the Plan

STEP 1 -- ESTABLISH A PLANNING TEAM.

There must be an individual or group in charge of developing the emergency management plan.
The following is guidance for making the appointment.

1. Form the Team. The size of the planning team will depend on the facility's operations,
requirements and resources. Usually involving a group of people is best because:
a. It encourages participation and gets more people invested in the process.
b. It increases the amount of time and energy participants are able to give.
c. It enhances the visibility and stature of the planning process.
d. It provides for a broad perspective on the issues.

Determine who can be an active member and who can serve in an advisory capacity. In
most cases, one or two people will be doing the bulk of the work. At the very least, you
should obtain input from all functional areas.

Remember:

1 Upper management

2 Line management

3 Labor

4 Human Resources

5 Engineering and maintenance

6 Safety, health and environmental affairs

7 Public information officer

8 Security


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9 Community relations

10 Sales and marketing

11 Legal

12 Finance and purchasing

Have participants appointed in writing by upper management. Their job descriptions could
also reflect this assignment.

2. Establish Authority -.Demonstrate management's commitment and promote an
atmosphere of cooperation by "authorizing" the planning group to take the steps necessary
to develop a plan. The group should be led by the chief executive or the plant manager.
Establish a clear line of authority between group members and the group leader, though
not so rigid as to prevent the free flow of ideas.

3. Issue a Mission /Policy Statement -Have the chief executive or plant manager issue a
mission statement to demonstrate the company's commitment to emergency management.
The statement should:

Define the purpose of the plan and indicate that it will involve the entire organization

Define the authority and structure of the planning group

4. Establish a Schedule and Budget -Establish a work schedule and planning deadlines.
Timelines can be modified as priorities become more clearly defined.

Develop an initial budget for such things as research, printing, seminars, consulting
services and other expenses that may be necessary during the development process.


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Chapter 3
STEP 2 -- ANALYZE CAPABILITIES AND HAZARDS.

This step entails gathering information about current capabilities and about possible hazards and
emergencies, and then conducting a vulnerability analysis to determine the facility's capabilities for
handling emergencies.

Where Do You Stand Right Now?

Review Internal Plans and Policies

Documents to look for include:

a. Evacuation plan
b. Fire protection plan
c. Safety and health program
d. Environmental policies
e. Security procedures
f. Insurance programs
g. Finance and purchasing procedures
h. Plant closing policy
i. Employee manuals
j. Hazardous materials plan
k. Process safety assessment
l. Risk management plan
m. Capital improvement program
n. Mutual aid agreements

Meet with Outside Groups

Meet with government agencies, community organizations and utilities. Ask about potential
emergencies and about plans and available resources for responding to them. Sources of
information include:

a. Community emergency management office
b. Mayor or Community Administrator's office
c. Local Emergency Planning Committee (LEPC) if any
d. Fire Department
e. Police Department
f. Emergency Medical Services organizations
g. Red Cross
h. Department of Meteorology


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i. Urban Development Authority
j. Planning Commission
k. Telephone companies
l. Electric utilities
m. Neighboring businesses

While researching potential emergencies, one facility discovered that a dam -- 50 miles away --
posed a threat to its community. The facility was able to plan accordingly.

Identify Codes and Regulations

Identify applicable, State and local regulations such as:

a. Occupational safety and health regulations
b. Environmental regulations
c. Fire codes
d. Safety codes
e. Transportation regulations
f. Zoning regulations
g. Corporate policies

Identify Critical Products, Services and Operations

You'll need this information to assess the impact of potential emergencies and to determine the
need for backup systems. Areas to review include:

a. Company products and services and the facilities and equipment needed to produce them

b. Products and services provided by suppliers, especially sole source vendors

c. Lifeline services such as electrical power, water, sewer, gas, telecommunications and
transportation

d. Operations, equipment and personnel vital to the continued functioning of the facility

Identify Internal Resources and Capabilities

Resources and capabilities that could be needed in an emergency include:

a. Personnel -- fire brigade, hazardous materials response team, emergency medical
services, security, emergency management group, evacuation team, public information
officer


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b. Equipment -- fire protection and suppression equipment, communications equipment, first
aid supplies, emergency supplies, warning systems, emergency power equipment,
decontamination equipment

c. Facilities -- emergency operating center, media briefing area, shelter areas, first-aid
stations, sanitation facilities

d. Organizational capabilities -- training, evacuation plan, employee support system

e. Backup systems -- arrangements with other facilities to provide for:

1. Payroll
2. Communications
3. Production
4. Customer services
5. Shipping and receiving
6. Information systems support
7. Emergency power
8. Recovery support

One way to increase response capabilities is to identify employee skills (medical, engineering,
communications, foreign language) that might be needed in an emergency.

Identify External Resources

There are many external resources that could be needed in an emergency. In some cases, formal
agreements may be necessary to define the facility's relationship with the following:

a. Local emergency management office
b. Fire Department
c. Hazardous materials response organization
d. Emergency medical services
e. Hospitals
f. Local and State police
g. Community service organizations
h. Utilities
i. Contractors
j. Suppliers of emergency equipment
k. Insurance carriers


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Do Insurance Review

Meet with insurance carriers to review all policies. (See Section 2: Recovery and Restoration.)

Conduct A Vulnerability Analysis

The next step is to assess the vulnerability of your facility -- the probability and potential impact of
each emergency. Use the Vulnerability Analysis Chart in the appendix section to guide the
process, which entails assigning probabilities, estimating impact and assessing resources, using a
numerical system. The lower the score the better.

List Potential Emergencies

In the first column of the chart, list all emergencies that could affect your facility, including those
identified by your local emergency management office. Consider both:

a. Emergencies that could occur within your facility
b. Emergencies that could occur in your community

Below are some other factors to consider:

Historical -- What types of emergencies have occurred in the community, at this facility and at other
facilities in the area?

a. Fires
b. Severe weather
c. Hazardous material spills
d. Transportation accidents
e. Earthquakes
f. Hurricanes
g. Tornadoes
h. Terrorism
i. Utility outages

Geographic -- What can happen as a result of the facility's location? Keep in mind:

a. Proximity to flood plains, and dams
b. Proximity to companies that produce, store, use or transport hazardous materials
c. Proximity to major transportation routes and airports
d. Proximity to nuclear power plants

Technological -- What could result from a process or system failure? Possibilities include:

a. Fire, explosion, hazardous materials incident


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b. Safety system failure
c. Telecommunications failure
d. Computer system failure
e. Power failure
f. Heating/cooling system failure
g. Emergency notification system failure

Human Error -- What emergencies can be caused by employee error? Are employees trained to
work safely? Do they know what to do in an emergency? Human error is the single largest cause of
workplace emergencies and can result from:

a. Poor training
b. Poor maintenance
c. Carelessness
d. Misconduct
e. Substance abuse
f. Fatigue

Physical -- What types of emergencies could result from the design or construction of the facility?
Does the physical facility enhance safety? Consider:

a. The physical construction of the facility
b. Hazardous processes or byproducts
c. Facilities for storing combustibles
d. Layout of equipment
e. Lighting
f. Evacuation routes and exits
g. Proximity of shelter areas

Regulatory -- What emergencies or hazards are you regulated to deal with?

Analyze each potential emergency from beginning to end. Consider what could happen as a result
of:

a. Prohibited access to the facility
b. Loss of electric power
c. Communication lines down
d. Ruptured gas mains
e. Water damage
f. Smoke damage
g. Structural damage
h. Air or water contamination
i. Explosion
j. Building collapse


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k. Trapped persons
l. Chemical release

Estimate Probability

In the Probability column, rate the likelihood of each emergency's occurrence. This is a subjective
consideration, but useful nonetheless.

Use a simple scale of 1 to 5 with 1 as the lowest probability and 5 as the highest.

Assess the Potential Human Impact

Analyze the potential human impact of each emergency -- the possibility of death or injury.

Assign a rating in the Human Impact column of the Vulnerability Analysis Chart. Use a 1 to 5 scale
with 1 as the lowest impact and 5 as the highest.

Assess the Potential Property Impact

Consider the potential property for losses and damages. Again, assign a rating in the Property
Impact column, 1 being the lowest impact and 5 being the highest. Consider:

a. Cost to replace
b. Cost to set up temporary replacement
c. Cost to repair

A bank's vulnerability analysis concluded that a "small" fire could be as catastrophic to the
business as a computer system failure. The planning group discovered that bank employees did
not know how to use fire extinguishers, and that the bank lacked any kind of evacuation or
emergency response system.

Assess the Potential Business Impact

Consider the potential loss of market share. Assign a rating in the Business Impact column. Again,
1 is the lowest impact and 5 is the highest. Assess the impact of:

1. Business interruption
2. Employees unable to report to work
3. Customers unable to reach facility
4. Company in violation of contractual agreements
5. Imposition of fines and penalties or legal costs
6. Interruption of critical supplies
7. Interruption of product distribution


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Assess Internal and External Resources

Next assess your resources and ability to respond. Assign a score to your Internal Resources and
External Resources. The lower the score the better.

To help you do this, consider each potential emergency from beginning to end and each resource
that would be needed to respond. For each emergency ask these questions:

Do we have the needed resources and capabilities to respond?

Will external resources be able to respond to us for this emergency as quickly as we may need
them, or will they have other priority areas to serve?

If the answers are yes, move on to the next assessment. If the answers are no, identify what can
be done to correct the problem. For example, you may need to:

a. Develop additional emergency procedures
b. Conduct additional training
c. Acquire additional equipment
d. Establish mutual aid agreements
e. Establish agreements with specialized contractors

Add the Columns

Total the scores for each emergency. The lower the score the better. While this is a subjective
rating, the comparisons will help determine planning and resource priorities -- the subject of the
pages to follow .When assessing resources, remember that community emergency workers --
police, paramedics, firefighters -- will focus their response where the need is greatest. Or they may
be victims themselves and be unable to respond immediately. That means response to your facility
may be delayed.


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Chapter 4
STEP 3 -- DEVELOP THE PLAN

You are now ready to develop an emergency management plan. This section describes how.

PLAN COMPONENTS

Your plan should include the following basic components.

Executive Summary

The executive summary gives management a brief overview of: the purpose of the plan; the
facility's emergency management policy; authorities and responsibilities of key personnel; the types
of emergencies that could occur; and where response operations will be managed.

Emergency Management Elements

This section of the plan briefly describes the facility's approach to the core elements of emergency
management, which are:

a. Direction and control
b. Communications
c. Life safety
d. Property protection
e. Community outreach
f. Recovery and restoration
g. Administration and logistics.

These elements, which are described in detail in Section 2, are the foundation for the emergency
procedures that your facility will follow to protect personnel and equipment and resume operations.

Emergency Response Procedures

The procedures spell out how the facility will respond to emergencies. Whenever possible, develop
them as a series of checklists that can be quickly accessed by senior management, department
heads, response personnel and employees.

Determine what actions would be necessary to:

a. Assess the situation
b. Protect employees, customers, visitors, equipment, vital records and other assets,
particularly during the first three days


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c. Get the business back up and running.

Specific procedures might be needed for any number of situations such as bomb threats or
tornadoes, and for such functions as:

a. Warning employees and customers
b. Communicating with personnel and community responders
c. Conducting an evacuation and accounting for all persons in the facility
d. Managing response activities
e. Activating and operating an emergency operations center
f. Fighting fires
g. Shutting down operations
h. Protecting vital records
i. Restoring operations

Support Documents

Documents that could be needed in an emergency include:

Emergency call lists -- lists (wallet size if possible) of all persons on and off site who would be
involved in responding to an emergency, their responsibilities and their 24-hour telephone numbers

Building and site maps that indicate:

a. Utility shutoffs
b. Water hydrants
c. Water main valves
d. Water lines
e. Gas main valves
f. Gas lines
g. Electrical cutoffs
h. Electrical substations
i. Storm drains
j. Sewer lines
k. Location of each building (include name of building, street name and number)
l. Floor plans
m. Alarm and enunciators
n. Fire extinguishers
o. Fire suppression systems
p. Exits
q. Stairways
r. Designated escape routes
s. Restricted areas
t. Hazardous materials (including cleaning supplies and chemicals)


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u. High-value items

Resource lists -- lists of major resources (equipment, supplies, services) that could be needed in
an emergency; mutual aid agreements with other companies and government agencies.

In an emergency, all personnel should know:

a. 1. What is my role?
b. 2. Where should I go?

Some facilities are required to develop:

1. Emergency escape procedures and routes
2. Procedures for employees who perform or shut down critical operations before an
evacuation
3. Procedures to account for all employees, visitors and contractors after an evacuation is
completed
4. Rescue and medical duties for assigned employees
5. Procedures for reporting emergencies
6. Names of persons or departments to be contacted for information regarding the plan

THE DEVELOPMENT PROCESS
The following is guidance for developing the plan.

1. Identify Challenges and Prioritize Activities
Determine specific goals and milestones. Make a list of tasks to be performed, by whom
and when. Determine how you will address the problem areas and resource shortfalls that
were identified in the vulnerability analysis.

2. Write the Plan

Assign each member of the planning group a section to write. Determine the most
appropriate format for each section. Establish an aggressive timeline with specific goals.
Provide enough time for completion of work, but not so much as to allow assignments to
linger. Establish a schedule for:

a. First draft
b. Review
c. Second draft
d. Tabletop exercise
e. Final draft
f. Printing
g. Distribution


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3. Establish a Training Schedule

Have one person or department responsible for developing a training schedule for your
facility. For specific ideas about training, refer to Step 4.

4. Coordinate with Outside Organizations

Meet periodically with local government agencies and community organizations. Inform
appropriate government agencies that you are creating an emergency management plan.
While their official approval may not be required, they will likely have valuable insights and
information to offer. Determine State and local requirements for reporting emergencies,
and incorporate them into your procedures. Determine protocols for turning control of a
response over to outside agencies. Some details that may need to be worked out are:

a. Which gate or entrance will responding units use?
b. Where and to whom will they report?
c. How will they be identified?
d. How will facility personnel communicate with outside responders?
e. Who will be in charge of response activities?

Determine what kind of identification authorities will require to allow your key personnel
into your facility during an emergency.
Determine the needs of disabled persons and non-English/Sinhala-speaking personnel.
For example, a blind employee could be assigned a partner in case an evacuation is
necessary.

A disabled person is anyone who has a physical or mental impairment that substantially
limits one or more major life activities, such as seeing, hearing, walking, breathing, and
performing manual tasks, learning, caring for oneself or working.

Your emergency planning priorities may be influenced by government regulation. To
remain in compliance you may be required to address specific emergency management
functions that might otherwise be a lower priority activity for that given year.

5. Maintain Contact with Other Corporate Offices

Communicate with other offices and divisions in your company to learn:

a. Their emergency notification requirements

b. The conditions where mutual assistance would be necessary

c. How offices will support each other in an emergency

d. Names, telephone numbers and pager numbers of key personnel


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Incorporate this information into your procedures.

6. Review, Conduct Training and Revise

Distribute the first draft to group members for review. Revise as needed.

For a second review, conduct a tabletop exercise with management and personnel who
have a key emergency management responsibility. In a conference room setting, describe
an emergency scenario and have participants discuss their responsibilities and how they
would react to the situation. Based on this discussion, identify areas of confusion and
overlap, and modify the plan accordingly.

7. Seek Final Approval

Arrange a briefing for the chief executive officer and senior management and obtain written
approval.

8. Distribute the Plan

Place the final plan in three-ring binders and number all copies and pages. Each individual
who receives a copy should be required to sign for it and be responsible for posting
subsequent changes. Determine which sections of the plan would be appropriate to show
to government agencies (some sections may refer to corporate secrets or include private
listings of names, telephone numbers or radio frequencies). Distribute the final plan to:

a. Chief executive and senior managers

b. Key members of the company's emergency response organization

c. Company headquarters

d. Community emergency response agencies (appropriate sections)

Have key personnel keep a copy of the plan in their homes. Inform employees about the
plan and training schedule. Consolidate emergency plans for better coordination. fire
protection plan or safety and health plan, should be incorporated into one comprehensive
plan.


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Implementation

Implementation means more than simply exercising the plan during an emergency. It means acting
on recommendations made during the vulnerability analysis, integrating the plan into company
operations, training employees and evaluating the plan.

*Act on Recommendations made during the
vulnerability analysis
*Integrate the plan into operations of the
organization
*Train Employees

*Evaluate the plan


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Chapter 5
Step 4

INTEGRATE THE PLAN INTO COMPANY OPERATIONS

Emergency planning must become part of the corporate culture.

Look for opportunities to build awareness; to educate and train personnel; to test procedures; to
involve all levels of management, all departments and the community in the planning process; and
to make emergency management part of what personnel do on a day-to-day basis.

Test How Completely The Plan Has Been Integrated By Asking:

a. How well does senior management support the responsibilities outlined in the plan?
b. Have emergency planning concepts been fully incorporated into the facility's accounting,
personnel and financial procedures?
c. How can the facility's processes for evaluating employees and defining job classifications
better address emergency management responsibilities?
d. Are there opportunities for distributing emergency preparedness information through
corporate newsletters, employee manuals or employee mailings?
e. What kinds of safety posters or other visible reminders would be helpful?
f. Do personnel know what they should do in an emergency?
g. How can all levels of the organization be involved in evaluating and updating the plan?

CONDUCT TRAINING, DRILLS AND EXERCISES

Everyone who works at or visits the facility requires some form of training. This could include
periodic employee discussion sessions to review procedures, technical training in equipment use
for emergency responders, evacuation drills and full-scale exercises. Below are basic
considerations for developing a training plan.

1. Planning Considerations

Assign responsibility for developing a training plan. Consider the training and information
needs for employees, contractors, visitors, managers and those with an emergency
response role identified in the plan.

Determine for a 12 month period:


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a. Who will be trained?
b. Who will do the training?
c. What training activities will be used?
d. When and where each session will take place?
e. How the session will be evaluated and documented?

Use the Training Drills and Exercises Chart in the appendix section to schedule training
activities or create one of your own.

Consider how to involve community responders in training activities.

Conduct reviews after each training activity. Involve both personnel and community
responders in the evaluation process.

2. Training Activities

Training can take many forms:

a. Orientation and Education Sessions -- These are regularly scheduled
discussion sessions to provide information, answer questions and identify
needs and concerns.

b. Tabletop Exercise -- Members of the emergency management group meet in a
conference room setting to discuss their responsibilities and how they would
react to emergency scenarios. This is a cost-effective and efficient way to
identify areas of overlap and confusion before conducting more demanding
training activities.

c. Walk-through Drill -- The emergency management group and response teams
actually perform their emergency response functions. This activity generally
involves more people and is more thorough than a tabletop exercise.

d. Functional Drills -- These drills test specific functions such as medical
response, emergency notifications, warning and communications procedures
and equipment, though not necessarily at the same time. Personnel are asked
to evaluate the systems and identify problem areas.

e. Evacuation Drill -- Personnel walk the evacuation route to a designated area
where procedures for accounting for all personnel are tested. Participants are
asked to make notes as they go along of what might become a hazard during
an emergency, e.g., stairways cluttered with debris, smoke in the hallways.
Plans are modified accordingly.

f. Full-scale Exercise -- A real-life emergency situation is simulated as closely as
possible. This exercise involves company emergency response personnel,
employees, and management and community response organizations.


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3. Employee Training

General training for all employees should address:

a. Individual roles and responsibilities
b. Information about threats, hazards and protective actions
c. Notification, warning and communications procedures
d. Means for locating family members in an emergency
e. Emergency response procedures
f. Evacuation, shelter and accountability procedures
g. Location and use of common emergency equipment
h. Emergency shutdown procedures

The scenarios developed during the vulnerability analysis can serve as the basis for
training events.

Evaluate and Modify the Plan

Conduct a formal audit of the entire plan at least once a year. Among the issues to
consider are:

* How can you involve all levels of management in evaluating and updating the
plan?

* Are the problem areas and resource shortfalls identified in the vulnerability
analysis being sufficiently addressed?

*Does the plan reflect lessons learned from drills and actual events?

* Do members of the emergency management group and emergency response
team understand their respective responsibilities? Have new members been
trained?

* Does the plan reflect changes in the physical layout of the facility? Does it reflect
new facility processes?

*Are photographs and other records of facility assets up to date?

* Is the facility attaining its training objectives?

*. Have the hazards in the facility changed?

* Are the names, titles and telephone numbers in the plan current?


Humantalents

* Are steps being taken to incorporate emergency management into other facility
processes?

* Have community agencies and organizations been briefed on the plan? Are they
involved in evaluating the plan?

In addition to a yearly audit, evaluate and modify the plan at these times:

*After each training drill or exercise

*After each emergency

*When personnel or their responsibilities change

*When the layout or design of the facility changes

* When policies or procedures change

* Remember to brief personnel on changes to the plan.

Your Notes


Humantalents

About the author
Mr. Jayadeva de Silva obtained master’s degree in Science from Russian Friendship University
Moscow and diploma in Personnel management from National Institute of Business Management.
He is a fellow of both the Institute of Personnel Management and Institute of Training &
development. . He is also professionally qualified in training systems & curriculum design with an
ILO fellowship.

Mr. Jayadeva de Silva was Group Manager (Human Resources Development) of Hayleys Group of
Companies a multi-billion-rupee public listed Group and later Group Director–Human Resources
with a large public listed company.

A strong advocate of Human Talents Development, Mr. Jayadeva de Silva is the principal
Consultant of humantalents unlimited, established in 1988 – a small professional practice that
provides holistic professional services under the following service marks: the “Consultancy Unit”,
and a Training Unit. Training unit specializes in the conceptualization, design, development &
delivery of training on organization development, strategic planning & change management.
Consultancy unit deals with the “Personnel Assessment Centers for identification of managerial
potential and engages in the full spectrum of human resource measurement (HR Metrics) service
for employee selections & promotions, organizes & promotes workshops, conferences & public
seminars

Mr. .de Silva has carried out consultancy projects and conducted numerous Programs/workshops,
and has been trained in many modern management and leadership concepts. He has contributed
many articles and authored the trend setting book ‘Human Talents Management’. He is a member
of the teaching faculties of Institute of Personnel Management, Institute of management of
SriLanka, SriLanka Foundation Institute, Institute of Chartered Accountants/University of Southern
Queensland. Post Graduate Institute of Agriculture (University of Peradeniya) He founded
humantalents International and HRSriLanka e Learning Groups.

Mr. Jayadeva de Silva can be contacted at:
Tel: 94-11-2696802 Mobile 077 7272295
E-mail: djayadeva@hotmail.com
Website http://www.geocities.com/jayadeva_de_silva/


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