Emergency Procedures Manual Sections

The following excerpts are from IREM’s publication, Before Disaster Strikes: Developing an Emergency Procedures Manual, Third Edition (IREM Copyright 2005):   

Generally, an emergency procedures manual comprises three sections:

1. Reference information,
2. Directions for the management staff and the Emergency Management Team to follow for each possible emergency, and
3. Directions for building occupants.

Reference Information

The emergency procedures manual should contain information a property manager might need in the event of an emergency. Suggestions include, but are not limited to:

• An extensive, updated list of telephone numbers to reach team members, management personnel, the building owner, emergency assistance (fire and police departments, etc.), restoration companies, and other outside resources in an emergency.
• An up-to-date list of telephone numbers and leased premises of all occupants (residents, commercial tenants’ employees), including specialized equipment and need for assistance. This should include extensions at individual desks or workstations at commercial properties.
• A designated spokesperson to provide information to the media and examples of news release formats for this purpose.
• A general description of the building (age, construction materials, mechanical systems and equipment).
• A list of the building’s current safety features and equipment (fire extinguishers, alarms, etc.), along with their locations and operating instructions.
• Building systems plans and specifications.
• Floor plans and as-built drawings showing all equipment, systems, and exits to which access may be needed during an emergency.
• Current local building codes and state and federal regulations that apply to the property.
• Insurance information (agent’s name, business and after-hours telephone numbers, type of insurance coverage, policy number and name of carrier for each policy, current inventory of property possessions).
• A list of emergency equipment and supplies available on site, including quantities and where they are stored.
• Contents of the first aid kit or a list of medical supplies available on site, including quantities and where they are stored.
• A list of any hazardous materials on the property.

Reference information may also include potential staging areas for emergency responders if known.

Emergency Team Directions

The emergency procedures manual should cover emergencies that could happen on the property and procedures that should be followed in response to them. For each emergency, the manual may address specific areas such as the following:

• Detailed descriptions of the duties of the Emergency Management Team during the emergency.
• A flow chart of the chain of command during the emergency.
• The person or persons responsible for communications with the media and with emergency responders (police, fire department, paramedics, etc.).
• A copy of the emergency (PA) announcement for the particular emergency.
• Procedures to account for all management personnel, residents, and commercial tenants’ employees.
• Procedures for notifying families of management employees about the status of personnel on the premises. (Commercial tenants should assume this responsibility for their employees.)
• Evacuation and re-entry procedures as they apply to each emergency, including specific instructions for guiding disabled individuals and elderly residents to safety.
• Reporting, documentation, and regulatory procedures as they apply to each emergency.
• Restoration procedures.

It may be appropriate to include information about administering first aid to injured persons as they wait for medical assistance to arrive. The manual should also include assignments for Emergency Management Team members in the recovery process.

Directions for Building Occupants

The property manager should also consider how the property’s occupants could prevent and respond to emergencies and educate them on basic emergency procedures and precautions. Information they need would include:

• How they will be notified of an emergency.
• How to identify members of the Emergency Management Team and its leadership.
• Directions for evacuating their residential units or work spaces and leaving the building.

Management staff can also help building occupants become aware of safeguards they can employ to protect themselves and others in the building. Recommendations include:

• Post emergency directions and safeguards on the premises in a conspicuous location where they will be visible to occupants (a laundry room or other common area of a residential property; common corridors, stairwells).
• Promote safety guidelines from police, fire officials, and others in a newsletter directed to occupants. These may include holiday safety tips and reminders to drive and walk carefully on icy surfaces in winter. Other frequent reminders include to keep doorways, corridors, and stairwells clear of obstacles.