Six tips for effective emergency communication
When an emergency occurs in your company, such as a fire or bomb threat, the building must be evacuated as quickly as possible. Effective emergency communication is then of great importance. If this communication does not go well, it can lead to major damage or even cost human lives. That is why this article contains six tips for effective emergency communication.
Tip 1. Make sure there are always enough emergency response officers present
If all goes well, every company employs people who act as emergency response officers in emergency situations. There is no fixed number of emergency response officers, but you must ensure that there are always enough emergency response officers present in your company. You determine how many EROs you need on the basis of one risk assessment and evaluation (RI&E). This includes looking at the number of employees and visitors/customers in your building.
Tip 2. Have an emergency plan
Although a written emergency plan (also known as an emergency response plan, company emergency plan or calamity plan) is not always required by law, it is certainly advisable to have this in order. In this plan you formulate what you will do in the event of a disaster. It's not nice if you first have to figure out what to do in an emergency; so it helps if this has been thought about in advance. You note the risk scenarios that your organization may face and formulate the policy to deal with these risks.
Tip 3. Practice evacuations regularly
Even if you have a solid emergency plan, which you have thought about carefully and your emergency response officers are well trained, unexpected things can still happen in practice. That is why it is good to do evacuation drills regularly. Make these exercises as real as possible, so that you know how your people and any customers/visitors actually react in an emergency situation. Don't forget to properly evaluate the exercise afterwards. How did the communication go and what can you do to ensure the safety of your employees, customers or visitors even better?
Tip 4. Communicate internally via walkie-talkies
A walkie-talkie may seem a bit old-fashioned in the days when everyone has a mobile phone, but in many cases it is faster and more effective. You don't always have your mobile at hand (for example, it can also be on your desk, in a bag, or in a locker). And even if you have a phone in your pocket, you still have to unlock it, type a message or call a number of people. And then the people in question still have to pick up their phone or read the message.
In short: it takes quite some time before the report is made and received. This is more efficient with a walkie-talkie: you only have to press the button and record your message. The other hears the message immediately. You can also purchase walkie-talkies in a set, so that you are immediately connected to several colleagues.
Tip 5. Do not only broadcast instructions in Dutch
Does the building need to be evacuated? Then, as soon as the danger is known and emergency response officers and any security guards are aware, all other colleagues and any visitors or customers must be informed as soon as possible. This is often done by means of an intercom message with instructions. This also needs to be thought about in advance: formulate a message in advance that makes the seriousness of the situation clear, but does not cause panic.
Do you work with colleagues who do not all speak Dutch? Or are there visitors and customers who may not speak Dutch in your building? Don't forget to translate the message into English as well.
Tip 6. Do not forget about communication afterwards
After an emergency has ended, a report must be drawn up. This must include a report on the efforts of the EROs. This is important for the management of the company, the government, the labor inspection, the judiciary and insurance companies.
In some situations you may also have to deal with the press. For example, in the event of a major fire or a robbery. It is therefore important to include in your emergency plan who is the spokesperson in such cases. In addition, careful consideration should also be given to how people involved are informed after an emergency has ended. This may concern, for example, colleagues, customers, visitors, students and local residents. This prevents the spread of incorrect information about the incident.
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