Preparing for Workplace Emergencies: Protecting Your Employees and Your Business

The best time to prepare for a workplace emergency is before one happens.

Fires, severe weather, power outages, chemical releases, medical emergencies, and other unexpected events can affect virtually any workplace—from warehouses and offices to job sites and clinics. When an emergency occurs, employees are more likely to respond calmly and effectively when they have a clear plan, the proper supplies, and regular opportunities to practice.

Know Your Risks

Every workplace faces its own unique combination of hazards. Take some time to ask: What could realistically happen here?

Some common risks include:

• Natural hazards: Severe storms, flooding, tornadoes, extreme heat or cold, and wildfire smoke.
• Facility hazards: Fires, gas leaks, chemical spills, and structural damage.
• Utility failures: Extended power, water, or communications outages.
• People-related events: Medical emergencies, workplace violence, and security threats.

Your emergency planning should focus on the risks most likely to affect your employees, your facility, and your location.

Have an Emergency Plan

A written Emergency Action Plan helps employees understand what to do, where to go, and who is responsible for making decisions during an emergency. OSHA requires an Emergency Action Plan for many employers, and having one is a good practice for all organizations.

A comprehensive plan should address:

• How employees should report an emergency and sound the alarm.
• Evacuation routes, exits, and outdoor assembly points.
• Shelter-in-place locations for severe weather or airborne hazards.
• Procedures for accounting for employees, contractors, and visitors.
• Responsibilities for employees who may need to shut down equipment or provide first aid.
• Accommodations for employees who may need additional assistance evacuating.

Your plan should also be reviewed whenever there are changes to your building layout, staffing, or operations.

Build an Emergency Kit—and Practice

Having the right supplies and regularly practicing your emergency procedures can make a significant difference when you're under pressure.

Keep a workplace emergency kit stocked with essentials such as:

• Water
• Non-perishable snacks
• Flashlights
• Spare batteries
• A first aid kit
• A battery-powered radio
• Emergency contact information

Also make sure fire extinguishers, AEDs, and eyewash stations are properly inspected and easy to access.

Emergency drills should be conducted at least once a year, and more frequently for high-risk workplaces or when new employees join the organization. After each drill, discuss what went well and identify anything that caused confusion or slowed people down.

Finally, make sure you have a reliable way to communicate with employees during an emergency. This could include text alerts, a phone call tree, or a group messaging application.

Restraining Orders: Protecting Employees and Maintaining Workplace Safety

Employee safety should always be a top priority. Sometimes, personal circumstances in an employee's life can create potential safety risks in the workplace.

When an employee has a restraining order, it is important for the employer to be informed so appropriate steps can be taken to help prevent an incident and protect the employee and other staff members.

Recommended Steps for Employers

Employers should consider the following measures when responding to a restraining order:

1. Keep a copy of the restraining order in a confidential file.
2. Notify supervisors and managers who need to know about the situation.
3. Provide reception with a picture of the restrained individual along with clear instructions not to allow that person to enter the workplace. If possible, consider keeping the front door locked and requiring reception to unlock it for visitors.
4. Remind employees of workplace safety procedures, such as not leaving doors propped open.
5. Protect the employee's privacy. For example, if the employee's picture appears on a company-administered social media platform, consider temporarily removing it.
6. Consider additional workplace accommodations that may improve the employee's safety, such as relocating a vulnerable workstation.
7. Consider having someone escort the employee to their vehicle when they leave the office.
8. Encourage the employee to report threats or harassment received at work, whether by phone or electronically. Documenting these incidents may be helpful if the employee needs to demonstrate that a restraining order has been violated.

What If the Restrained Individual Is Another Employee?

Situations become particularly complicated when a restraining order involves another employee.

These circumstances should be handled carefully and may require reviewing the specific order and considering options such as different work shifts, remote work, or potentially placing an employee on leave. Employers should consider consulting their HR resources or legal and workplace safety professionals when dealing with these situations.

Restraining orders in the workplace require swift, discreet, and coordinated action. Taking proactive steps can help protect employees while also reducing potential legal and operational risks.

Because every situation is different, employers should seek guidance from qualified workplace violence experts, law enforcement, or other trained security professionals when appropriate.

A Resource for Your Business

Risk Advisor Konnect is a service offered through our agency that provides clients with helpline access for questions related to Safety/OSHA Compliance, Human Resources, Claims, and DOT/FMCSA Compliance.

Clients can use the service for questions such as:

• Do I need to keep OSHA 300 logs, and when do I need to report information to OSHA?
• An employee was injured in an auto accident while driving to a customer's location. Should this be an auto claim or a workers' compensation claim?
• How can we ensure our drivers meet FMCSA qualification standards?
• An employee has reported that they are being harassed. What should I do?

Having access to knowledgeable resources can help business owners and managers navigate difficult workplace situations and make informed decisions.

The goal is simple: be prepared before an emergency happens. A well-developed plan, trained employees, and access to the right resources can help your business respond more effectively when the unexpected occurs.

 

All Lester Insurance Commercial Customers have access to Risk Advisor Konnect

Call 888.976.7565 or email myriskadvisor@keystoneinsgrp.com