KF/FMS/TM/008

Emergency Response Procedure

Training Guidelines:

How to deliver : Gather entire FM team for this training

Target Audiences : Entire FM Team

Key Accountability : Facility Manager / Facility In-charge

Responsibility : Facility Manager (AFM or Facility In-charge in absence of the FM)

Frequency : To be reviewed on a Monthly basis

Importance : High

Instructions:

While conducting onsite Training for staff, please ensure:

 Impart this training by gathering all concerned staff at your site

 You may take help from your Key Account Manager and / or Regional Trainer
 Environment for this training should be quiet and confined

Learning Objectives:

On completion of this training module you will be able to know –

 Meaning of Emergency & ERT

 Emergency preparedness plan: Things to do
 Preparations for emergencies
 Emergency: Preparedness & Response Procedure
Emergency:
An Emergency is a situation, which may lead to severe injury or cause large scale damage to property,
life or environment within or outside the site premises. Such unexpected situations may be too difficult
to handle for the normal work force without any robust preparedness plan.

Emergency preparedness planning is not a onetime exercise but is a continuous process that involves
identifying risks and vulnerabilities, analysis of internal capacities and accordingly preparedness.

The term “EMERGENCY” is related with:

Hazard: Injury, Electrical shock etc

Disaster: Fire, Earthquake, Tsunami, Flood, Storm,

Vulnerability: Age of the person, Poor access or no availability of PPE

Risk: Injury, Disease, Death

Emergency preparedness plan: Things to do

1. Control the emergency, localise it and if possible eliminate it.
2. Avoid confusion, panic and try to handle the emergency with clear cut actions.
3. Minimize loss of life and damage to property/site as well as to the neighbourhood.
4. Take head count and carry out rescue operations.
5. Treat the injured persons.
6. Preserve records and take steps to prevent recurrence.
7. Restore to normal situation.

Important details to be compiled:

1. Brief description of the site with site map
2. Telephone numbers & addresses of Site Key Personnel
3. Telephone numbers of Police, Fire Brigade, and Hospitals
4. List of Emergency Response Team / Rescue Team Members
5. List of Personal Protective Equipment.
6. List of Fire Extinguisher, manual call points
7. Information on Fire Hydrant System and location
8. Information on first aid / medical facilities.
9. List of critical operations, hazardous chemicals / flammables and SOPs.
10. Evacuation plan
What to do at your site:
Identify potential emergency situations.

This is based on the following:

• Refer to the SOP on Emergency Response Plan.

• Take a complete round of your site and identify potential hazard situations

• Assess the risk situations at site and determine Legal implications.

• Check previous records of accident, incident and emergency experience at site and assess whether the
previously suggested measures have been complied / implemented.

• Discuss with the team regarding Emergency preparations required for various emergency situations.

• Discuss with your client regarding formation of an Emergency Response Team (ERT) with selected

members from facility team and Client representatives.

• Discuss with your regional trainer / KAM and select the ERT member from the facility team and assign
them the responsibilities as per their capacities and knowledge.

What is ERT?
Emergency Response Team (ERT) is a special team that responds to general and localized emergencies
to facilitate personnel evacuation and safety

• ERT assists in evacuation

• ERT shuts down building services, and utilities as needed

• ERT works with civil authorities to protect and salvage company property

• ERT evaluates areas of safety before re-entry of personnel

Preparations for emergencies:

Mentioned below are some Emergency Situations and Emergency preparedness / Response by Site
Team

Fire:

• After noticing fire breakout one should operate the nearest alarm point – show the site team one of
the manual call points located at site.

• After listening to the alarm, Site Manager alerts core team & security personnel for fire fighting.
• Site manager / ERT in-charge gives instruction for evacuation of personnel and assembly at
designated area (assembly point).

• After firefighting, carry out a detailed check with marshals and their team to ensure that there is no
fire.

• Medical aid is provided as needed and finally site manager reports to management.

Explosion

• Site Security cordons off the site and prevents any entry; the Site manager alerts core team, security
personnel & client.

• Inform police, fire brigade & local hospital & ambulance service for assistance

• Rescue injured personnel who can be easily pulled out from debris and provide first aid and rush them
to hospital by ambulance/ available vehicles.

• Await external assistance for tackling more difficult situations and assist fire brigade.

• Assess the damage and injuries to personnel. Inform senior management.

Bomb Threat

• Site Manager in consultation with Security should assess gravity of the situation

• If the situation is serious and life threatening, Site Manager should evacuate all personnel from the
building / site and inform the management.

• Do not allow anyone to enter the site other than the police (Bomb Squad).

• Inform Police (Bomb Squad) to locate and defuse the bombs.

Earthquake

• Site manager along with the core team assesses the situation and evacuates all personnel.

• In case of any damage/collapse of the building, organise rescue team from the security personnel /
client staff / visitors / contract workers.

• At the same time inform fire brigade, ambulance services, hospital & police for assistance.

• Keep senior management informed of the situation and the progress of operation.
Mob attack/ Arson/ Riots:

• Security guards raise alarm after suspecting mob attack/ arson/ riots.

• Site manager immediately alerts core team, security team and client representatives and orders
closure of all gates & doors to the premises. Site manager should try to speak to the mob leader only.

• Keep emergency exits clear and stop any incoming traffic. Prevent the use of passenger lifts, if any.

• If necessary, ensure orderly evacuation of all persons in the premises.

• Alert police and fire brigade about situation and keep senior management informed of the situation.

Apprehension of Thief

• Security supervisor holds the thief in the fire control room and asks for a written explanation from him
and questions him. Note down his particulars. Gets it signed by an independent witness.

• Makes a list of items recovered from him and informs site manager / Site In-charge.

• Take instructions from the manager/ site in-charge, preserve the proof including the recordings, if any
and inform the client.

• Inform the police and hand over culprit.

• Log the incident in the register and a report is made to the senior management.

Injury (Serious) / Death:

• Site manager asks core team & security to reach to the site of the accident and cordons off the area
then calls ambulance. Inform management.

• Administer first aid to the injured person and inform closest hospital.

• Click photograph of the incident and capture as much information as possible and preserve proof
including audio recording.

• Inform the police about the incident / accident and log the incident in the register.

• Safety officer to start investigation and to submit report to Site Manager within seven days
Responses to emergencies include:

• Medical personnel

• Fire-fighting personnel

• Security personnel

• Safety personnel

• Specialists/ Subject matter experts

Keys to success in an emergency

• One person in charge

• Everyone involved knows who is in charge

• Everyone who has a role in responding to an emergency is given ample opportunity to practice in
simulated conditions that come as close as possible to real conditions

Organise & Conduct:

• Training program for entire facility team members and insist that occupants also get themselves
trained.

• Fire drill and mock drills for different kind of emergencies by taking client’s approval

Beyond Training:

1. Have well-stocked first aid kits available

2. Have appropriate personal protective devices available
3. Post/ display emergency telephone numbers
4. Keep all employees informed

Remember:

In any emergency situation you need to first ensure that you are not going to risk your life to save
others.

Note:

1. Site lead should try & be a part of ERT team of client.

2. Knight Frank team should consist of certified First Aiders & regular trainings on First aid need to be
conducted for site team. In case client is conducting/organizing any First Aid trainings/certification, site
lead should forward nomination for such programs or contact regional trainer.
Assessment:
State whether True or False

1. An Emergency is a situation, which may lead to severe injury to or cause large scale damage to
property, life or environment within or outside the site premises. True / False

2. Emergency preparedness planning is a onetime exercise. True / False

3. Emergency Preparedness Plan is made to do head count and carry out rescue operation.
True / False

4. Emergency Preparedness Plan is to control the emergency, localize it and possibly eliminate it.
True / False

5. Fire drill is not an important activity to be conducted at site. True / False

6. In case of explosion, inform police, fire brigade & local hospital & ambulance service for
assistance. True / False

7. ERT assists in evacuation. True / False