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10 Points you must cover in your Emergency Preparedness and Response Plan

by , 08 March 2013
Imagine this...
Someone's working on your air conditioner. They're welding a vent and some sparks land on your carpet and start a fire in your office.
Are you prepared for such an office incident? Do your employees know which fire exits to use?
Did you know that by law you must provide and maintain a safe working environment for your employees? (Section 8.1 of the Occupational Health and Safety Act 85 of 1993).

You can ensure this by having an Emergency Preparedness and Response Plan
 
Read on to find out what an Emergency Preparedness and Response Plan is, and what it must contain.
 
What is Emergency Preparedness and Response Plan?
 
Emergency preparedness is when you develop a plan of action for when an emergency arises at work. It's also how you react and the actions you take when an emergency does happen.

10 Points you must cover in your Emergency Preparedness and Response Plan  
 
1. Your emergency risk assessment- for example,  the hazards you identified that poses a risk  and the solutions to prevent emergencies;
2. A list of the people involved in doing the risk assessment- such as HSE Rep or Risk Manager;
3. A list of the people involved in developing and implementing the emergency plan, including your HSE Rep or Risk Manager;
4. Procedures of what to do, how to do it and when to do it for specific emergencies (e.g. if a fire breaks out);
5. Tasks assigned to individual employees (e.g. the first aider);
 
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106 templates to kick start your Health & Safety System
 
If you start a new business or project, you need to develop a health and safety system as per the OHS Act. This includes compiling an up-to-date health and safety file (or SHE File, as we in the business often refer to it). But, it's not a case of buying a file from your local stationer and throwing in whatever documentation you remember to keep copies of.
 
There are specific sections you must have, and you have to populate these with particular information.
 
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6. Emergency instructions (usually a one page instruction you must attach to your office HSE notice board);
7. Emergency notifications (maps, lists and/or registers you must attach to your office HSE notice board). The notice board must be placed in areas such as your office kitchen, outside the bathrooms;
8. A map/diagram of emergency evacuation routes and assembly points. The maps/diagram must be placed in areas such as your entry and exit doors and bathrooms; 
9. A map/diagram of all emergency equipment, such as fire extinguishers, first aid boxes and any other emergency equipment. The maps/diagram must be placed in areas such as your entry and exit doors and bathrooms;
10. All duties your managers/supervisors are responsible for during an emergency.
 
So how exactly do you go about putting together an Emergency Preparedness and Response Plan?
 
Take a look at Chapter E02 of your Health and Safety Training Manual. We've put together a step-by-step training module on how to create an Emergency Preparedness and Response Plan, and train your employees on it.
 
Plus, get your sample Emergency Preparedness and Response documents when you subscribe to the Health and Safety Training Manual!
 
 
Until next Friday,
 
Stay safe,

LM signature
 
Leah Mathibe
Online Product Manager: Health and Safety 
 
P.S. Take a look at a question one of our club members asked.
 
 'We have a building that consists of seven floors, with various departments on each floor. Does it really make a difference where we keep our microwave?'
 
 
P.P.S Due to the ongoing SAPO strike, your order is most likely to be delayed. We have been assured by the Post office that the problem will soon be resolved. 
 

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