Emergency Planning and Preparation Checklist
Businesses can do much to prepare for the effects of the many threats
they face in today’s world.
Your business needs a comprehensive plan for dealing with unexpected
events. The more you are prepared for them, the better you will be able to act
should an emergency occur.
Here's a checklist to help you put together an emergency plan for your SME.
Checklist
1.
Preparedness programme
It is important to have a preparedness programme but how much
detail, time and effort it entails depends on several factors.
Regulations such as the Occupational Health and Safety Act
establish minimum requirements and beyond these each business
needs to determine how much risk it can tolerate.
Many risks cannot be insured against, so a preparedness
programme may be the only means of managing those risks.
2.
What the programme should contain
A preparedness policy that is consistent with the mission and vision
of the business should be prepared and distributed to staff.
The policy should do the following:
 Define roles and responsibilities
 Authorise selected employees to develop the programme and
keep it current
 Define the goals and objectives of the programme.
Typical goals of the preparedness policy could include:
 Protect the safety of employees, visitors, contractors and
others at risk from hazards at the facility. Plan for persons
with disabilities and functional needs
 Maintain customer service by minimising interruptions or
disruptions of business operations
 Protect facilities, physical assets and electronic information
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
3.
Protect the organisation’s brand, image and reputation.
Allocate responsibilities
Key employees should be organised into a committee that will assist
in the development, implementation and maintenance of the
preparedness programme.
A programme coordinator should be appointed to lead the
committee and guide the development of the programme and
communicate essential aspects of the plan to all employees so they
can participate in the preparedness effort.
4.
Programme administration
The preparedness policy should be reviewed periodically to ensure
it meets the current needs of the business. Keep records on file for
easy access. Lastly, where applicable, make note of any laws,
regulations and other requirements that may have changed.
5.
Identify all potential threats
There are many different threats or hazards to a business. The
probability that a specific threat will impact your business is hard to
determine. That’s why it’s important to consider many different
threats and the likelihood they will occur.
Threats that are classified as probable and those that could cause
injury, property damage, business disruption or environmental
impact should be addressed.
In developing a preparedness plan:
 Potential threats should be identified
 Vulnerabilities must be assessed
 Potential impacts should be analysed.
6.
Implementation
Implementation of the programme includes identifying and
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assessing resources, writing plans, developing a system to manage
incidents and training employees so they can execute plans.
Consider including the following in your preparedness programme:
 Resource management: Resources needed for responding to
emergencies, continuing business operations and
communicating during and after an incident should be
identified and assessed
 Emergency response: Plans to protect people, property and
the environment should be developed. Plans should include
evacuation, sheltering in place and lockdown as well as plans
for other types of threats identified during the risk assessment
 Crisis communication: A plan should be established to
communicate with employees, customers, the news media
and stakeholders
 Business continuity: A business continuity plan that includes
recovery strategies to overcome the disruption of business
should be developed
 Information technology: A plan to recover computer
hardware, connectivity and electronic data to support critical
business processes should be developed
 Employee assistance and support: The business
preparedness plan should encourage employees and their
families to develop family preparedness plans. Plans should
also be developed to support the needs of employees
following an incident
 Incident management: An incident management system is
needed to define responsibilities and coordinate activities
before, during and following an incident
 Training: Persons with a defined role in the preparedness
programme should be trained to do their assigned tasks. All
employees should be trained so they can take appropriate
actions during an emergency.
7.
Testing
You should conduct testing and hold practice sessions to evaluate
the effectiveness of your preparedness programme.
Testing is necessary to determine whether or not the various parts
of the preparedness programme will work, while practice sessions
will improve the ability of team members to perform their roles and
to carry out their responsibilities.
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8.
Programme re-evaluation
You should update your programme regularly to keep pace with best
practice and/or advice proffered by trade associations, professional
societies, newsletters and government websites.
Gaps identified during testing or practice sessions should be
recorded and addressed.
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