When an evacuation is triggered, getting everyone out of a building is only half the challenge. Once people reach safety, there is another critical question to answer: can you account for everyone who should be there?
As you can imagine, post employees will be familiar with evacuation procedures, escape routes and assembly points. Visitors, contractors, delivery drivers and temporary workers may not. They may not know where to go, who to report to or even whether they need to remain at the assembly point – this is where the challenges come into play.
A robust evacuation plan therefore needs to cover more than getting people through the nearest exit. It should provide a clear process for identifying everyone on site, directing them to a safe gathering area and establishing whether anyone is missing. From having clearly marked fire assembly points, to the right signage, and having someone in charge of putting this together, below we are looking into how you can account for every visitor and contractor after an evacuation.
Start with clearly signposted gathering areas
Designated assembly areas should be clearly identified and communicated to everyone using the premises.
Signage should be easy to see and understand, particularly for people who may be unfamiliar with the building. Assembly points should also be positioned in a suitable location away from immediate hazards and, where appropriate, routes required by emergency services.
Larger workplaces or sites with several buildings may require multiple assembly points. These arrangements need to be incorporated into evacuation procedures so that employees, visitors and contractors know where they should go.
Visitors should not be expected to work this out during an emergency. Hosts, reception staff or security teams should make sure visitors understand the site’s evacuation arrangements as part of the sign-in or induction process.
Know who is on site
It is difficult to account for people if there is no accurate record of who is present. Visitor and contractor registers can provide an essential starting point. Depending on the workplace, this could be a physical sign-in book, electronic visitor-management system or access-control record.
Records should provide enough information to establish who is currently on site, when they arrived and, where relevant, who they are visiting or which organisation they work for. The process also needs to account for people signing out. An outdated register can create unnecessary confusion during an emergency, potentially suggesting someone is missing when they have already left.
Access to these records is equally important. If the only visitor list is stored on a computer inside the evacuated building, it may be inaccessible when it is needed most. Emergency procedures should identify how those responsible for the roll call will access the information safely.
Make roll calls meaningful
Once people reach the assembly point, someone needs to establish whether everyone is accounted for.
A roll call might involve department managers checking employees against staff lists, while visitors and contractors are checked against the day’s records. The aim is not simply to produce a headcount. It is to establish three things:
Who should be here? Who has been accounted for? Who is potentially missing?
Responsibilities should be agreed in advance. Everyone involved should understand who collects the information, who consolidates it, and who communicates any concerns to the person coordinating the emergency.
This is particularly important where an organisation has multiple departments, buildings or assembly points. Without a clear reporting structure, several people may be conducting separate counts without anyone having an accurate overall picture.
Give fire wardens clear responsibilities
Fire wardens and evacuation marshals play an important role in helping people leave safely and assembling them at designated locations.
Their responsibilities should be clearly defined and supported by appropriate training. Depending on the premises and risk assessment, this could include helping direct occupants towards exits, checking designated areas where it is safe to do so and supporting the roll-call process.
However, fire wardens should not put themselves at unnecessary risk to search for someone who has not appeared at the assembly point.
If someone is believed to be missing, the information should be passed to the appropriate emergency responders. Staff should not re-enter the building to search for colleagues, visitors or contractors unless specifically instructed by emergency services.
Contractors need particular attention
Contractors can create additional challenges because they may work in locations away from the main workforce.
A contractor could be working in a plant room, basement, roof space, loading area or another part of the premises that employees rarely visit. If nobody knows they are on site, they may be difficult to account for following an evacuation.
Contractor sign-in procedures should therefore be treated as an important part of emergency planning.
Contractors should also receive appropriate site information, including alarm arrangements, evacuation routes and assembly points. Longer-term contractors may require a formal site induction, while short-term workers should at least receive clear instructions when they arrive.
A successful evacuation is about more than getting people out of a building; it is about knowing who is safely accounted for once they reach the assembly point. Hopefully our guide has given you a few things to think about to ensure your business is as protected as possible, should an evacuation occur.
Email your news TIPS to Editor@Kahawatungu.com — this is our only official communication channel
