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Emergency Response Planning

As Kiwis, we know that natural disasters can strike at any time. We need to be ready for anything - whether it’s an earthquake, fire or an accident - and the first step to being prepared is a good emergency response plan. With that in mind, we've put together some quick tips to help you with your planning.

People come first:

• Make sure you have a system in place for getting in touch, and their current emergency contact details
• Know your headcount – how many of your team are on-site and need to be accounted for. If evacuation is required, take the register to the evacuation point so you can sign everyone off
• Check the sign in register to make sure visitors are safe

The key is being prepared!

• Know where the alternative exits are
• Keep a list of your emergency equipment (such as extinguishers, fire blankets and when they were last tested) and where they are located
• Make sure workers know where the evacuation point is and ensure it’s in a safe place, away from obvious fire, earthquake or flooding hazards
• Make sure everyone is aware of what the emergency procedures are, and remind them at Toolbox Talks or prestart meetings
• Know where your nearest Civil Defence assembly point is
• Keep a list of what’s in your Civil Defence kit
• Where possible, make sure everyone has emergency supplies, like a “Go bag”, which should be filled with water, food, First Aid kit and other emergency needs.
• Keep a list of people who have specific skills and responsibilities in an emergency and their contact details
• Keep a list of fire wardens and the date they were trained
• Keep a record when your emergency plan was tested
• Do regular trials of your plan to make sure it’s effective
• Keep a list of emergency contacts, including useful services such as the doctor/medical centre, hospital, poison centre, local council, pollution hotline, neighbours, insurer, plumber and electrician
• In case of chemical/environmental emergency (like a diesel spill), store appropriate personal protective equipment (PPE), which is available for everyone on-site. Make sure everyone is trained in the safe control of the chemicals you have on-site and emergency procedures associated with their use

 When disaster strikes:

• Turn on your radio for advice and information
• Know the Civil Defence warning signal
• Know your nearest Civil Defence post and police station
• Makes sure you have provisions available in case you are stuck at work for several days
• Report to your manager any events that harm people or damage property

 If an earthquake strikes while you’re at work, remember:

• Keep calm
• Drop, cover and hold
• Do not run outside, stay indoors where practical
• Keep away from windows and heavy furniture
• If necessary, evacuate using a previously identified route. Take bags, phones, wallets and emergency supplies

 After the quake, make sure to:

• Gather staff together and establish what has happened to everyone. After stairs are checked, try to gather workers in one place
• If the building is damaged, turn off water, electricity and gas at mains if safe to do so and conserve your water
• Treat any injuries
• Get in touch with your neighbours – they may need help
• If help is needed, go to your nearest Civil Defence post

 Be extra careful when re-entering buildings after an earthquake:

• If you’re a business owner, listen to Civil Defence advice and when safe, make a careful external inspection of your building
• If you’re a worker, wait until your boss tells you it’s safe to go back to work
• If you see cracks, or have the slightest doubt about the safety of the building, get an expert report before going inside
• Once you are cleared to enter the building, be extra vigilant as the contents of the building may have shifted, material may have fallen and there could be unexpected hazards
• If you know there are chemicals or other dangerous materials, make sure to wear PPE and be very careful when going inside.

Remember to: Stop – look – assess – and don’t take any risks!

If a tsunami happens while you’re at work and your business could be affected, remember to:

•  Go to high ground immediately - know in advance your route to a safe location
• Go at least one kilometre inland or 35 metres above sea level. Make sure to leave room for the people behind arriving behind you
• Don’t be tempted to go “sightseeing”
• Listen to the radio for information and follow Civil Defence instructions

 In case of a hazardous substance spill:

• Raise the alarm
• Evacuate if necessary
• Identify the substance (if safe to do so)
• Put on PPE
• If safe to do so, close off source of the spill e.g. secure tops or lids
• Remove sources of ignition, if flammable substances are present
• Identify the danger posed by the spill, but only respond if safe to do so
• Refer to the safety data sheet or call a certified handler or other specialist for advice
• If necessary, call emergency services and advise the local council
• Use your spill kit if appropriate and safe to do so. Prevent the chemical from entering drains or leaving the site
• Dispose of waste safely, as set out in the safety data sheet

 In case of a fire:

• Raise the alarm
• Evacuate
• If safe to do so, activate any emergency shut down systems
• Call 111 and your manager
• If it’s a small fire and it’s safe to do so, use your fire extinguisher – if it’s a large fire, don’t try to extinguish it – retreat to a safe distance and call 111
• Don’t use water on petroleum or electrical fires
• Do not endanger yourself
• Make sure you have an escape route