What are some best practices for conducting FM emergency drills and exercises?

1 Define the objectives and scope

Before conducting any emergency drill or exercise, FM professionals should clearly define the objectives and scope of the activity. What are the specific goals and outcomes of the drill or exercise? What are the scenarios, assumptions and variables that will be used? What are the roles and responsibilities of the participants, observers and evaluators? How will the drill or exercise be monitored, controlled and communicated? These questions should be answered in a written plan that outlines the purpose, scope, format, duration, location, participants, resources and evaluation criteria of the drill or exercise.

2 Choose the appropriate format and level

Emergency drills and exercises can vary in their format and level of complexity, depending on the objectives and scope of the activity. The most common formats are tabletop exercises, functional exercises and full-scale exercises. Tabletop exercises are discussion-based activities that simulate a hypothetical emergency situation and test the decision-making and coordination skills of the participants. Functional exercises are more realistic and dynamic activities that test the operational and technical capabilities of the participants in a simulated environment. Full-scale exercises are the most complex and challenging activities that involve multiple agencies, locations and resources in a live scenario. FM professionals should choose the format and level that best suits their needs and resources, and that provides the most value and learning opportunities for the participants.

3 Involve relevant stakeholders and partners

Emergency drills and exercises are not only for FM professionals, but also for other stakeholders and partners who may be involved or affected by a crisis. These may include building occupants, tenants, contractors, suppliers, emergency services, authorities, media and community groups. FM professionals should involve these stakeholders and partners in the planning, execution and evaluation of the drill or exercise, as appropriate. This can help build trust, collaboration and coordination among the different parties, and enhance the overall effectiveness and realism of the drill or exercise.

4 Conduct regular and realistic drills and exercises

Emergency drills and exercises should not be one-off or sporadic activities, but rather part of a regular and systematic program of FM emergency and crisis management. FM professionals should conduct drills and exercises at least annually, or more frequently if required by regulations, standards or best practices. They should also update and adapt their drills and exercises to reflect the changing risks, threats and scenarios that may affect their facilities and operations. Moreover, they should strive to make their drills and exercises as realistic and challenging as possible, without compromising the safety, security and continuity of their facilities and operations.

5 Evaluate and improve the outcomes and performance

The final and most important step of conducting emergency drills and exercises is to evaluate and improve the outcomes and performance of the activity. FM professionals should collect and analyze feedback, data and evidence from the participants, observers and evaluators, and identify the strengths, weaknesses, opportunities and threats of the drill or exercise. They should also document and communicate the findings, recommendations and action plans to the relevant stakeholders and partners, and follow up on the implementation and improvement of the FM emergency plan, procedures and resources. By doing so, they can ensure that their emergency drills and exercises are not just a compliance exercise, but a continuous improvement process that enhances their FM emergency and crisis management capabilities.

6 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?