Crises often occur without warning or notice. When they do, knowing when and how to evacuate from a building safely saves lives.
A recent article revealed a striking gap. While more than 80 per cent of employees have faced a workplace emergency, 35 per cent feel unprepared to respond. Preparing evacuation plans is a critical step in creating a crisis-ready workplace.
When the need to evacuate strikes — whether due to fire, bomb threat, toxic gas leak or natural disaster — all employees must be prepared to act swiftly and decisively. However, readiness isn’t one-size-fits-all. It must be strategic, localized and human-centred, shaped by the realities of the workforce, geography and operational environment.
Before developing any plan, organizations must consider the types of incidents most likely to occur. They include:
- Internal threats: fires, chemical spills, electrical hazards
- External threats: bomb threats, active shooter scenarios, natural disasters
- Environmental risks: extreme weather, remote access limitations, delayed emergency response
Identifying threats is only part of the equation. Effective planning must also account for the diverse realities of the workforce, especially vulnerable employees whose situation may impact their ability to evacuate safely. Limitations include:
- Disability considerations: Employees with impaired hearing or sight, who are neurodivergent, or who have mobility challenges may require tailored evacuation support.
- Medical limitations: Individuals recovering from surgery, using assistive devices or working from hospital beds or temporary accommodations.
- Language barriers: Multilingual teams may need translated instructions or visual cues to understand emergency protocols.
- Sensory impairments: Alarms, signage and communication methods must be accessible to those with hearing or vision loss.
- Visitor and contractor inclusion: Plans must extend beyond full-time staff to include anyone present in the building at the time of evacuation.
In short, evacuation is a human process, not just a logistical one. Every employee situation and risk factor must be considered, accounted for and supported, especially in high-risk or remote environments where seconds matter and help may not arrive immediately.
In remote or high-risk locations, such as northern posts or isolated industrial sites, response time from external emergency services may be significantly delayed. In these cases, on-site readiness becomes the frontline defence. Safety musters, buddy systems and layered evacuation protocols are not optional; they’re essential.
Key considerations for designing an effective evacuation plan
Evacuation planning is a critical pillar of any emergency response strategy. It must be intentional, inclusive and tailored to the realities of the workforce and environment. Whether building a plan from scratch or refining an existing one, the following considerations should guide every decision before, during and after development.
Workforce mapping
- Identify who is on site, where they are located and how they move through the space.
- Account for employees with mobility challenges, sensory impairments or language barriers, as well as the above-noted vulnerable considerations.
- Include visitors, contractors and temporary staff in evacuation protocols.
Communication infrastructure
- Determine how alerts will be sent, received and confirmed, especially in areas with limited connectivity.
- Ensure redundancy: If cell towers or Wi-Fi fail, what’s the backup?
- Use visual, auditory and multilingual formats to reach all employees effectively.
Resource and budget alignment
- Assess the equipment needed to support a safe evacuation.
- Allocate a budget for purchasing, maintaining and replacing critical tools.
- Ensure resources are scalable across multiple sites or departments.
Cross-organizational coordination
- Collaborate with neighbouring entities that share evacuation zones or buildings.
- Confirm that gathering points are sufficiently large and clearly marked.
- Establish mutual-aid protocols and shared communication channels.
Data-informed planning
- Use employee safety surveys, hazard assessments and site-specific risk profiles.
- Regularly update plans based on workforce changes, building modifications and environmental shifts.
- Include feedback loops after drills to refine procedures and close gaps.
Equipment essentials for safe and swift evacuation
Evacuation readiness depends not just on planning but also on having the right tools in place. The physical environment and available equipment can dramatically impact the success of an emergency response. The following are examples to consider.
Mobility and accessibility
- Handrails and clutter-free stairwells with high-visibility markings
- Evacuation chairs for stairwell transport
- Wheelchair-accessible exits that are clearly marked and unobstructed
- Buddy system tools, such as ID tags or wristbands for designated support roles
Visibility and lighting
- Emergency lighting with battery backup in key areas
- Flashlights placed in accessible locations for power outages
- Glow-in-the-dark signage for exit routes and muster points
Communication and coordination
- Two-way radios for internal coordination when phones or cell towers fail
- PA systems or megaphones to direct large groups
- Multilingual signage and instructions for diverse teams
- Visual alert systems, such as strobe lights or screen-based notifications for deaf or hard-of-hearing employees
Environmental and remote site considerations
- Satellite phones or radio repeaters for remote locations
- Portable muster kits with first aid, blankets and accountability checklists
- Weather-appropriate gear, such as thermal blankets, rain ponchos and traction mats
Maintenance and placement
Equipment should be:
- Regularly inspected and tested
- Strategically placed near exits and high-traffic areas
- Clearly marked and accessible to trained personnel
Designing an evacuation plan: Eight steps to build, test and sustain workplace readiness
Once the foundational elements of evacuation planning—such as identifying threats, assessing workforce needs and securing essential equipment—are in place, it’s time to move into structured implementation. A well-designed evacuation plan is not just a compliance document; it’s a living system that protects lives, reduces confusion and reinforces organizational resilience.
To ensure plans are both effective and inclusive, organizations must quality-check every layer, including route design, role assignments, communication protocols and equipment placement. This means thinking beyond the basics and considering mobility limitations, language barriers, remote site challenges and the reality that emergencies often unfold in unpredictable conditions.
The following Eight-Step Readiness Plan is a clear framework for designing, implementing and maintaining a workplace evacuation strategy that works when seconds matter. It ensures every employee knows what to do, where to go and how to support others, while embedding a small team of trained crisis-ready interventionists to guide and stabilize during high-stress moments.
Identify evacuation scenarios — Map out the most likely and most dangerous evacuation events specific to your workplace. Tailor your plan to reflect building layout, workforce demographics and geographic vulnerabilities.
Design inclusive evacuation routes — Routes must be accessible, adaptable and clearly communicated. Ensure your plan accounts for employees with mobility, sensory or cognitive challenges, includes alternate routes, coordinates with neighbours and designates safe gathering zones.
Assign evacuation roles — Clear roles reduce confusion and ensure accountability. Assign responsibilities for floor wardens, accountability checkers, mobility support partners, visitor escorts, communication leads and muster point coordinators.
Equip for mobility support — Provide evacuation chairs near stairwells and exits, ensure equipment is operable by trained peers, maintain tools regularly and make them accessible to all.
Establish communication protocols — Define who sends alerts, what language or tone is used, and include both visual and auditory cues. Build redundancy in case systems fail.
Train crisis-ready interventionists — At least 10 per cent of the workforce should be trained as interventionists to stay calm, guide others and reinforce readiness during high-stress moments.
Conduct scenario-based drills — Go beyond basic fire drills. Practice evacuations in varied conditions, role-play scenarios such as bomb threats or chemical exposure, and debrief afterwards.
Review and refresh quarterly — Update maps, contact lists and equipment inventories. Reassess mobility needs, coordinate with neighbours and check in with employees about any changes in health or mobility.
Readiness is not static; it’s a dynamic system that must be nurtured and tested regularly. This eight-step plan isn’t just about compliance—it’s about preparation. When employees know what to do, they act faster, safer and with greater clarity. And when organizations invest in layered readiness, they build workplaces that are prepared for the unexpected.
