In most organizations, one of the last things on the average employee’s mind may be what they’re supposed to do in the event of an emergency. It simply may never cross their mind, or they may not want to think about such things. But federal agencies don’t have the luxury of ignoring the possibility of a statistically improbable event occurring on their watch, or living in a state of outright denial. It’s the job of every federal agency and department to have an Emergency Action Plan (EAP) in place.
An EAP clearly outlines the procedures personnel should follow in the event of a crisis, whether that’s a fire, natural disaster, power outage, or security breach. A well-developed EAP protects people, minimizes damage, and ensures business continuity. But even organizations with the best of intentions can make mistakes when creating their EAPs.
Overlooking key details or failing to adapt the EAP over time can leave serious gaps that only become apparent at the worst possible moment, i.e., during an actual emergency. Today in this space, we’ll talk about some of the most common mistakes organizations make when developing an Emergency Action Plan and how to avoid them.
1. Failing to Identify All Potential Hazards
Many organizations build their EAPs around the most obvious emergencies, such as fires or severe weather. While those kinds of emergencies are certainly important to plan for, focusing solely on relatively common incidents ignores other serious threats.
Every organization has a unique risk profile. For example, agency sites may face the possibility of chemical spills or equipment malfunctions, while an office might be more vulnerable to cyberattacks or data breaches. Even a temporary power failure can cause operational chaos if it’s not accounted for.
A comprehensive hazard assessment should evaluate all potential risks and outline specific response procedures for each. This ensures that the organization can respond quickly and effectively to any emergency.
2. Not Customizing the Plan to the Workplace
Another common mistake when developing an Emergency Action Plan is relying on a generic geographic template. While these can serve as a starting point, no two workplaces are identical. Each has its own layout, number of employees, and risk factors.
For example, evacuation routes that work for a small office won’t necessarily suit a large facility with multiple exits or restricted areas. Similarly, communication protocols that fit a daytime workforce might not apply to 24-hour operations.
An effective EAP must therefore be tailored to the specific needs of the organization, its people, and its physical environment. The more customized the plan, the more confident and coordinated the team will be during an emergency.
3. Overlooking Employee Roles and Responsibilities
Who should be trained on the contents of an Emergency Action Plan? Everyone.
Empowered and well-trained employees are the backbone of any successful emergency response. Even the best-written plan will fail if no one knows who’s responsible for doing what. Without clearly defined roles, panic and disorganization can quickly spread.
Each employee should understand their role in an emergency, from who calls 911 to who leads an evacuation or manages communication. Designating emergency coordinators and alternates helps establish order, while defined communication chains ensure vital information moves quickly and accurately.
4. Skipping Regular Training and Drills
An Emergency Action Plan is only effective if employees know how to use it. Far too many organizations create a plan, file it away, and never revisit it until something goes wrong.
Regular training and drills give personnel hands-on experience with emergency procedures. Practicing evacuations, shelter-in-place scenarios, and communication protocols helps ensure everyone knows exactly what to do in the event of an actual emergency.
Periodic drills also reveal weaknesses in the plan—whether it’s a blocked exit, a communication gap, or an unclear instruction—allowing organizations to fix those issues before the real crisis occurs.
5. Ignoring Plan Updates and Reviews
Operations evolve over time. Departments expand, personnel change, and new equipment or hazards are introduced. Yet many organizations forget to update their EAPs accordingly.
An outdated Emergency Action Plan can be just as dangerous as having no plan at all. Regular reviews, ideally once a year or after any major operational change, keep your EAP accurate, relevant, and compliant with OSHA or local safety regulations.
6. Poor Communication During an Emergency
Even with a solid Emergency Action Plan in place, communication breakdowns can make a bad situation worse. Without clear channels and backup methods, employees might not receive critical updates in time.
Effective communication systems include up-to-date contact lists, internal messaging platforms, and emergency alert systems. Companies should also plan for redundancy, such as secondary phone lines or radio communication, in case primary systems fail.
GEM Technology Stands Ready to Help
Federal agencies and organizations have a lot on their shoulders, the physical well-being of their personnel being one of them. An Emergency Action Plan is a lifeline for your personnel as well as your organization. Avoiding the common mistakes outlined above ensures your organization is better prepared to respond, recover, and continue operating after a crisis.
For expert support in creating, updating, and implementing your Emergency Action Plan, trust GEM Technology. With decades of experience in security, risk management, and emergency preparedness, GEM Technology provides comprehensive solutions to protect your people, assets, and operations, no matter what challenges may arise.