What's your strategy for handling emergencies in FM asset management?

1 Assess your risks

The first step in planning for emergencies is to identify and evaluate the potential hazards and threats that could affect your facility and your assets. You can use a risk matrix or a similar tool to rank the likelihood and severity of each scenario, and to prioritize the areas that need the most attention. You should also consider the legal, regulatory, and contractual obligations that you have to comply with in case of an emergency.

2 Define your roles and responsibilities

The second step is to establish a clear and consistent chain of command and communication for emergency response. You should assign roles and responsibilities to your FM team, your contractors, your suppliers, and your stakeholders, and make sure they are trained and aware of what to do in different situations. You should also create and maintain an emergency contact list that includes internal and external parties, such as fire, police, ambulance, insurance, and media.

3 Prepare your resources and equipment

The third step is to ensure that you have the necessary resources and equipment to deal with emergencies. This includes having backup systems, spare parts, tools, and supplies, as well as emergency kits, signage, and documentation. You should also test and inspect your assets regularly, and keep track of their condition and performance using a computerized maintenance management system (CMMS) or a similar software. You should also review and update your inventory and asset records frequently.

4 Develop your procedures and protocols

The fourth step is to develop and document your procedures and protocols for emergency response. These should cover the steps and actions that you and your team need to take before, during, and after an emergency, such as evacuation, lockdown, isolation, restoration, and recovery. You should also include the criteria and triggers for activating and deactivating your emergency plan, as well as the reporting and feedback mechanisms that you need to follow.

5 Train your staff and stakeholders

The fifth step is to train your staff and stakeholders on how to execute your emergency plan. You should conduct regular drills and simulations to test your preparedness and performance, and to identify any gaps or weaknesses that need improvement. You should also provide ongoing education and awareness programs to keep your staff and stakeholders informed and engaged. You should also solicit and incorporate their feedback and suggestions into your plan.

6 Review and improve your plan

The sixth and final step is to review and improve your plan periodically. You should monitor and evaluate your emergency response activities and outcomes, and use the data and information to measure your effectiveness and efficiency. You should also benchmark your performance against best practices and industry standards, and look for opportunities to enhance your plan. You should also update your plan whenever there are changes in your facility, your assets, your risks, or your regulations.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?