Facing a major facility incident, how can you effectively coordinate with external emergency services?

Ensure clear lines of communication are established between your organization and external emergency services. Designate individuals within your organization to be responsible for communicating with emergency responders. Share critical information about the situation, such as the nature of the emergency, the number of people involved, any hazardous materials present, and the location of the incident.

If the Project has a well-developed Safety Management Plan, conducts emergency safety drills (includes external emergency services) as outlined in the plan, has an EOC established, HSE staff are knowledgeable about current construction activities and high-risk activities (including low-risk high consequences) are identified, project site routes are clearly marked, and ambulance access is provided throughout the site, the first action should be adhering to the plan.

In the wake of an incident, immediate action is crucial. Follow your facility’s emergency procedures and raise the alarm without delay. Contact external emergency services, providing them with clear and concise information about the incident. Specify the nature of the emergency, the exact location within the facility, and any specific hazards they should be aware of. Ensure that access routes for emergency vehicles are clear and have a designated liaison ready to meet responders upon arrival. This person will offer detailed insights and facilitate their operations. Swift, organized responses save lives and protect assets. ??

A robust communication plan is non-negotiable in FM. Your plan must ensure continuous contact with emergency services and prompt updates. Use multiple communication platforms—radios, phones, mobile apps—to guarantee redundancy. Assign a central point of contact for all communications. This individual will relay instructions between emergency personnel and your staff, preventing miscommunication and mitigating potential risks. Effective communication can make all the difference in crisis management, safeguarding both people and assets. ????

Your facility’s safety protocols are your first line of defense. Every staff member must be familiar with these procedures and capable of executing them under pressure. This includes knowing evacuation routes, assembly points, and headcount procedures. When emergency services arrive, they’ll need to integrate with your safety protocols seamlessly. Having a well-informed staff member guide them through your facility’s specific procedures is invaluable. Preparedness isn’t just about having a plan—it’s about ensuring everyone knows their role and can act swiftly and effectively. ?????

Resource allocation during an incident is crucial. Ensure that emergency services have immediate access to your facility’s resources—site maps, hazardous material information, and safety equipment. Preparing these resources in advance and making them readily accessible can significantly expedite the response process. Identify staff members with specialized knowledge or training to assist emergency responders. Their expertise can be invaluable in a crisis. Efficient resource allocation isn’t just about preparedness; it’s about empowering your team and responders to act swiftly and effectively. ????

Understanding the Incident Command System (ICS) is crucial for effective coordination in emergency response. ICS provides a standardized approach for command, control, and coordination, creating a common hierarchy where personnel from multiple agencies can work effectively together. Familiarize yourself with the ICS structure and integrate your facility management team within it, ensuring everyone is aligned with the common goal and avoiding duplication of efforts. This knowledge not only enhances your preparedness but also strengthens your facility’s resilience and responsiveness in critical situations. ?????

After managing an incident, and depending on its severity, limited operations are resumed until an incident investigation team performs a Tap Root for contributing factors and root cause(s). Actions are taken accordingly to mitigate any potential incidents. Based on the progress of actions, the leadership team will decide when normal operations can resume. An after-action report of lessons learned on the emergency response is shared to strengthen the ERP.