Workplace safety is more than preventing accidents or maintaining building systems. It also means ensuring that people and buildings are prepared to respond effectively when an emergency occurs.
Some emergencies can happen rapidly and without warning. An Active Shooter Incident, for example, can create an extremely dangerous situation where individuals may have only seconds to make critical decisions.
While no one can predict when such an incident may occur, emergency preparedness, awareness of the workplace environment, and knowledge of appropriate response procedures can improve an individual's ability to respond and seek safety.
One widely recognised response framework is “Run, Hide, Fight.” The approach provides a simple way to prioritise actions based on the circumstances: escape if a safe route is available, hide if escape is not possible, and fight only as a last resort when there is an immediate threat to life.
Run: If a Safe Escape Route Is Available, Leave
If an accessible and safe escape route is available, the priority should be to leave the area as quickly as possible and create as much distance as possible from the attacker.
Individuals should not wait until they see the attacker or wait for others to make the same decision. In an emergency, every second matters.
Key actions include:
- Evacuate quickly and cautiously in a direction away from the threat.
- Be familiar with the location of emergency exits and alternative escape routes.
- Leave personal belongings behind if necessary and keep hands clearly visible.
- Help others escape where it is safe to do so, while preventing others from entering the affected area.
- Continue moving until you are certain that you have reached a safe location.
- Contact emergency services once you are in a safe position.
Hide: If You Cannot Escape, Find a Safe Place
If escape is not possible, the next priority is to find a place of concealment that provides the greatest level of protection available.
Where possible, individuals should choose a location that is out of sight, secure entrance and reduce the likelihood of being discovered.
Depending on the environment, this may include:
- Choosing a location that is out of sight.
- Locking the door and using heavy furniture or office equipment to block access where possible.
- Staying behind solid objects and away from doors.
- Choosing a location does not unnecessarily restrict movement or create another safety risk.
- Turning off lights and computers and remaining as quiet as possible.
- Silencing mobile phones and electronic devices, including vibration functions.
- Contacting emergency services when it is safe to do so.
- Providing your location and the number of people with you if possible.
These actions are intended to reduce visibility and improve personal safety until the situation can be brought under control by law enforcement.
Fight: A Last Resort
Fight should only be considered as a last resort when an individual is in immediate danger and cannot escape or hide.
In such circumstances, the EHS guidance recommends taking decisive action to protect yourself, using nearby objects for protection or distraction where necessary, and working together with others if possible.
Once the situation becomes safe, individuals should leave the area and follow the instructions of law enforcement officers.
The most important principle is that there is no single response that applies to every situation. Decisions should be based on the circumstances, the environment and the safest option available at the time.
What Role Do Facility Management and Property Management Play?
Emergency preparedness is not solely the responsibility of employees or security personnel.
The readiness of a building depends on multiple factors — including its physical environment, building systems, emergency procedures, communication processes and the coordination between building management and occupiers.
This is where Facility Management (FM) and Property Management (PM) play an important role.
1. Facility Management: Keeping the Building Ready
Facility Management teams play an important role in maintaining the operational readiness of the workplace and its safety-related systems.
This can include:
- Emergency exits and evacuation routes
- Emergency exit signage and wayfinding
- Emergency communication and notification systems
- Access control and door systems
- Security coordination
- Identification of potential hazards within the workplace
- Emergency response procedures and drills
- Communication and coordination with occupants
The objective is not simply to ensure that building systems are operational. It is also to ensure that people understand how to respond and can navigate the building safely during an emergency.
A well-maintained emergency exit is only effective if occupants know where it is and can access it when they need it.
2. Property Management: Coordinating Safety Across the Building
For Property Management, emergency preparedness needs to be considered at the whole building level.
Office buildings and mixed-use properties may accommodate multiple tenants, employees, visitors, contractors and service providers. During an emergency, these groups need to understand how they should respond and who is responsible for coordinating the response.
Property Management therefore has an important role in facilitating coordination between:
-
Building owners
- Property Management teams
- Facility Management teams
- Security personnel
- Tenants and occupiers
- Emergency response teams
- Relevant authorities
Clear roles, communication channels and emergency procedures can help reduce confusion and support a more coordinated response.
3. Emergency Preparedness Starts Before an Emergency Happens
One of the most effective ways to improve workplace safety is to build familiarity with the environment before an emergency occurs.
Employees, tenants and building users should consider some basic questions:
Where is the nearest emergency exit?
If the main exit cannot be used, is there an alternative route?
Where is the designated safe area or assembly point?
Who is responsible for coordinating emergency communications?
Have employees and tenants received emergency response training or participated in drills?
These questions form part of a broader approach to Emergency Preparedness and Workplace Safety, helping organisations prepare for people, processes and buildings before an emergency occurs.
Building Safety Is a Shared Responsibility
Emergencies can happen quickly and may be difficult to predict. However, organisations can control how prepared they are to respond.
For employees and building occupants, preparedness means understanding the workplace environment, knowing where emergency exits are located and being familiar with appropriate emergency response procedures.
For Facility Management and Property Management teams, preparedness means ensuring that the building, its systems, processes and people can work together when an emergency occurs.
Ultimately, workplace safety is not the responsibility of one person or one department. It is a shared responsibility across everyone who works in, manages or uses a building.
Preparing today can make a meaningful difference when an emergency occurs tomorrow.
Stay Calm. Stay Alert. Stay Safe.
