| Copyright © 2008 This paper will unlock some | | | | When determining how many employees will need |
| of the mysteries of emergency supply planning | | | | to be housed in the office, you need to evaluate |
| for those managers tasked with developing | | | | the average number of employees in your office |
| emergency response plans for their company. | | | | on any given day. While a call center may have a |
| We’ll begin by addressing the critical survival | | | | fairly high usability factor, consulting firms strive to |
| needs of employees and then evaluate | | | | have the majority of consultants off site at client |
| “best-in-class” strategies for determining | | | | offices. Depending on the emergency, you may |
| and storing emergency supplies based on office | | | | be able to dismiss the majority of employees to |
| size, physical building structure and geographic | | | | their homes but retain a much smaller core group |
| location. | | | | to manage operations in the office. This option |
| While most large businesses have expended the | | | | significantly simplifies your preparedness needs but |
| energy to develop business continuity plans, the | | | | it is completely dependent upon your business and |
| majority only focus on the operational aspects of | | | | the nature of the emergency. Another key |
| the business. Considerations generally include | | | | consideration is your ability to monitor severe |
| backup power, redundancy in computing systems, | | | | weather in your area and dismiss employees well |
| office space requirements should relocation be | | | | in advance of a potential disaster. If you can |
| required, management of employees working | | | | advise employees to return to their homes safely |
| remotely, external communication systems, | | | | in advance of a potential disaster, this will also |
| inventory replacement, and contracts for support | | | | significantly reduce your planning needs. Keep in |
| vendors from office supplies to computer tech | | | | mind; your emergency plan must consider many |
| support. | | | | emergencies, even if the most likely scenario in |
| But what if your office had to shelter-in-place for | | | | your area would allow for advance warning (i.e., |
| up to 3 days or longer? What if you were able to | | | | hurricane). There are many other types of |
| send “non-essential” personnel home and | | | | emergencies, so betting on being able to release |
| maintain a core group of employees to manage | | | | employees in advance of a potential emergency is |
| operations for several days or weeks? You will | | | | not a complete plan. |
| have to consider and overcome issues related to | | | | Fleet Considerations |
| housing employees, communication systems that | | | | Some businesses rely heavily on a large fleet of |
| could be inoperable, power outages that could | | | | vehicles to transport employees, provide services |
| occur, water that could be cut-off, and your | | | | to customers, or deliver goods to end users. You |
| inability to cook or use cold storage (without a | | | | need to consider that employees may become |
| cafeteria in your building). Many Office and Risk | | | | stranded in a company vehicle during an |
| Managers are faced with such questions with little | | | | emergency. As such, a sufficient quantity of |
| or no planning resources, just a budget limit. If | | | | minimal survival supplies (e.g., water, food, shelter |
| your company has large regional office locations, a | | | | and first aid) should be maintained in every vehicle |
| multitude of local offices throughout the country | | | | to support the potential number of occupants. It |
| or a large multi-building campus, the solutions are | | | | is very important to maintain the integrity of |
| even more complex. We’ll begin by examining | | | | these supplies and inventory them often. This |
| the basic human survival needs. | | | | should be done as part of regularly scheduled |
| Survival Considerations | | | | vehicle maintenance. You should also inspect the |
| Water – In general, the “Rule of 3s” | | | | supplies prior to a significant weather season (e.g., |
| tells us that humans can go without water for up | | | | hurricane, tornado, winter, etc.). Pay special |
| to 3 days and without food for up to 3 weeks. | | | | attention to supplies kept in vehicle trunks that |
| However, such fasting could adversely affect | | | | operate in extreme environments (especially |
| many systems within the body. It has been | | | | heat), as this can significantly shorten storage life |
| shown that if you lose just 2.5% of your body | | | | of food rations and usability of first aid supplies. |
| weight from water loss, you will loose 25% of | | | | Office Structure Considerations |
| your efficiency. Water is the key to survival and | | | | Small Offices – If your business is in a small |
| having adequate supplies is critical to maintaining | | | | office suite, emergency supply storage is a |
| your employee’s mental acuity and stability. | | | | problem. Such businesses are usually better off |
| Many sources recommend up to 1 gallon of water | | | | procuring pre-assembled emergency kits (e.g., 5, |
| per day per person; however, this includes medical | | | | 10 and 20 person kits) that would support slightly |
| and hygiene uses for the water as well. Two | | | | more than the number of employees in the office. |
| quarts (approximately 2 litres) per day may be a | | | | These kits are compact, stackable and |
| better approximation for drinking purposes only. | | | | water-proof in case of sprinkler system discharge. |
| Assuming that the average outdoor temperature | | | | Regional Offices – Companies that have |
| is 80o F and employees are inside a building out of | | | | regional offices are generally contained in one |
| the direct sunlight, survival may be possible with | | | | stand-alone building, a portion of one floor in a |
| at little as 8 to 10 ounces of water per day. The | | | | building or located on one or more floors of a |
| general rule for water storage is the more the | | | | larger structure. Regional offices need to consider |
| better, but there are storage and transportation | | | | that all or a portion of their floor space may be |
| issues associated with large quantities of water | | | | impacted by an emergency and not usable or |
| that you need to consider. 1) Space to store large | | | | accessible. As such, you need to divide up your |
| quantities of water is generally at a premium and | | | | emergency supplies in such a way as to support |
| floor loading may be a consideration in some | | | | each area on a floor or the entire floor depending |
| instances; and 2) the cost to ship water is | | | | upon the interior structure. Consideration also |
| expensive due to the weight. Local purchases | | | | needs to be given to barriers such as automatic |
| tend to be less expensive. | | | | fire doors or blocked stairways to ensure |
| Food – In survival terms, “Food” is a | | | | employees on both sides of the obstacle have |
| generic term that represents calories. It’s not | | | | access to needed supplies. It is best to keep |
| that we need a cheeseburger for lunch, we need | | | | emergency supplies in a locked area to prevent |
| 800-1000 calories per day to maintain acceptable | | | | the day-to-day usage of emergency supplies. |
| body functions. Variations depend on a | | | | However, several individuals should have access |
| person’s weight, level of activity during the | | | | to the secure supplies to ensure employees have |
| emergency and their mental outlook (stress level). | | | | access in an emergency. |
| Employees performing light search and rescue | | | | Large Multi-Building Campuses – For the largest |
| operations in your building will burn more calories | | | | companies that maintain one or more large |
| and therefore require more calories. This will also | | | | multi-building campuses, the considerations |
| be true in low temperature environments where | | | | presented above are amplified. Having multiple |
| humans expend additional energy to maintain body | | | | buildings may allow you to relocate employees |
| heat. Most employees enjoy 3 meals a day in | | | | from one damaged structure into an adjacent |
| their normal daily routine; however, in survival | | | | sound structure. Such facilities may also have |
| mode they may be snacking more throughout | | | | large buildings (e.g., warehouses, manufacturing |
| the day to make their rations last. The easiest | | | | buildings, etc.) that could accommodate the |
| food rations to procure are high calorie food bars | | | | majority of personnel in an emergency. Basically, |
| designed to be stored for up to 5 years. While all | | | | you would have the same considerations that |
| employees may not enjoy these bars, they will | | | | regional offices do above, and you should attempt |
| provide the needed calories for your employees | | | | to segment your buildings so that each area has a |
| to survive a 3 day emergency. To make the | | | | cache of emergency supplies secured to prevent |
| emergency more tolerable, you can consider | | | | pilferage. Although, based upon the potentially |
| more sophisticated rations such as “meals | | | | large number of employees, you may want to |
| ready to eat” or “MREs.” These are | | | | provide a larger, more centralized area for food |
| available in various breakfast and dinner entrées | | | | and water storage. Being able to store larger |
| as well as complete meals. Most are self-heating | | | | quantities of both could significantly reduce your |
| and you should make sure that the ones you | | | | costs. For example, storing water in large potable |
| select do not require additional water to heat the | | | | water tanks vs. 55 gallon drums vs. one litre |
| meals. This is important as you may not have the | | | | boxes provides huge savings. Given that such |
| means to heat food, and water may be in short | | | | campuses may have more than one cafeteria |
| supply. Such meals could allow employees to get | | | | also provides the option to store additional food |
| at least 2 “normal” meals per day and | | | | supplies in the existing freezers and refrigerators |
| you can augment those with food bars for | | | | if possible. However, you need to consider that |
| mid-day snacks if you like. | | | | such supplies could be lost during an extended |
| Shelter – Assuming your building has not been | | | | power outage, so think in terms of a back-up |
| structurally compromised, it woul be possible to | | | | generator. |
| keep your employees within the structure or | | | | Geographic Considerations |
| maybe a smaller section of the structure. As | | | | Geographic location certainly has an effect on |
| such, shelter from the elements would not be a | | | | your emergency planning. California is earthquake |
| concern. However, if power has been lost, you | | | | prone, hurricanes hit hard in the southeast, floods |
| may need to consider supplies to keep your | | | | occur annually in the Midwest, tornadoes roam the |
| employees warm and somewhat comfortable at | | | | plain states, ice and snow storms cripple the |
| night while asleep. Items such as limited use | | | | northeast, and the pacific northwest is prone to |
| survival blankets and sleeping bags could prove | | | | tsunamis. In general terms, it is colder in the |
| useful. A greater problem is keeping your | | | | northern U.S. than it is in the southern states and |
| employees at the office when the structure is not | | | | very humid around the gulf coast. And on top of |
| suitable for occupancy. This exposes them to the | | | | all these considerations, terrorism has no bounds |
| environment and there are a myriad of shelter | | | | or season. But given all this, you need to make |
| problems that should be considered. An initial plan | | | | sure that you don’t focus on the most |
| would be to coordinate with adjacent businesses | | | | obvious threat, and consider multiple scenarios in |
| or other suitable structures (e.g., church, | | | | your emergency preparedness plans. Local |
| warehouse, etc.) that your employees may share | | | | weather conditions should figure prominently in |
| during an emergency. Another unaffected building | | | | your plans and selection of emergency supply |
| on your campus may also be an option. In lieu of | | | | items. For certain events, such as earthquakes |
| an alternate structure, you will need to consider | | | | and hurricanes, you should plan on tripling your |
| portable shelters or tents (with walls if your | | | | supply inventory. A 10 day supply is usually |
| location is susceptible to cold weather), cots, | | | | considered the minimum for such potentially large |
| tarps, and portable heaters, lighting and power. | | | | scale disasters. |
| Communication – It is critical during any | | | | Annual Emergency Supply Inventory |
| emergency to have access to the Emergency | | | | You need to check your emergency supplies |
| Alert System (EAS) to keep you informed as to | | | | inventory at least every year. Make sure |
| the status of the emergency. If land-line and cell | | | | temperature extremes have not affected your |
| phones are inoperable and power outages restrict | | | | supplies. Such extremes can significantly reduce |
| radio, television and Internet access, you need a | | | | the shelf-life of food and first aid supplies. Make |
| way to stay informed. Here is where a hand | | | | sure that you have adequate supplies if your |
| wind-up AM/FM radio becomes very valuable. | | | | company has increased staffing levels. Evaluate |
| Even without electricity or batteries you can listen | | | | any office relocations, building additions or |
| to stations still able to broadcast via the EAS. | | | | modifications to ensure you have the supplies |
| Obviously, not everyone needs a radio, but having | | | | properly placed in the structure. Consider replacing |
| access to updated information will help to put | | | | a portion of your food supplies every year so |
| employees at ease. The number of radios you | | | | you don’t have the expense of doing it all at |
| should have depends on the total number of | | | | once. |
| employees sheltered, number of floors, size of | | | | Emergency Supply Incentives |
| your office or number of buildings on your | | | | Making sure your employees are prepared ahead |
| campus. In general, having one radio for every | | | | of time is one of the keys to reducing the |
| 20-40 employees is a good estimate. | | | | negative effects of an emergency situation upon |
| Hygiene/Sanitation – This should not be a | | | | your business. A prepared employee will know |
| concern unless you have lost the water supply to | | | | what to do in an emergency. You should also |
| the lavatory facilities in your building. In which | | | | consider ways to help employees adequately |
| case, you now need to consider a backup waste | | | | prepare their families for emergencies with |
| collection system and provide some means for | | | | survival gear and disaster supplies. This will |
| employees to maintain their personal hygiene and | | | | increase their personal safety and help your |
| prevent the spread of germs. Portable wash | | | | business get back up and running quickly, as those |
| stations and toilets are readily available and fairly | | | | who are prepared at home will be better able to |
| inexpensive to rent; however you would have to | | | | focus and carry out their responsibilities at work. |
| have these resources placed at your facility in | | | | One way to help your employees prepare is to |
| advance of an emergency and they are bulky. | | | | provide survival gear as part of a company |
| Other less expensive options include portable | | | | reward or recognition program. For more |
| folding toilets with waste bags or 5 gallon buckets | | | | information read our “Employee Recognition |
| with toilet seats and waste bags. | | | | Awards You Can’t Live Without” article |
| First Aid – Most offices have mandated OSHA | | | | You can procure bulk supplies and provide such |
| first aid kits located throughout the building. While | | | | supplies or survival kits directly to employees as a |
| these may be sufficient for everyday small | | | | reward, or make an online emergency |
| emergencies, you may need to consider additional | | | | preparedness store available through your intranet |
| supplies for a larger emergency of extended | | | | for employee purchases. Either way, you will truly |
| duration. Certainly, trauma supplies should be | | | | be helping your employees and their families, as |
| included in your planning with plenty of 4x4 | | | | well as improving your employee's ability to |
| sponges, gauze rolls, tape, splinting materials, eye | | | | recover from a disaster and more readily support |
| wash, burn gel, assorted aspirin and non-aspirin | | | | your business following a disaster. |
| products, and protective gloves, goggles and face | | | | Summary |
| masks. Key personnel trained in emergency | | | | While having a well organized emergency plan is a |
| medical operations should be readily identified in | | | | start, make sure that you articulate your plans to |
| your office and have immediate access to | | | | employees so that they understand your |
| needed medical supplies. Your trauma supplies | | | | commitment to them and their families. Make |
| should be outfitted to meet the scope of practice | | | | sure you address necessary survival |
| of your certified emergency personnel. If you | | | | considerations to ensure the comfort of your |
| don’t already have one, consider installing an | | | | employees during and after an emergency. |
| Automated External Defibrillator (AED) and train | | | | Unfortunately, such planning and supplies is no |
| personnel in its use. | | | | longer a luxury, it is a necessity in the world |
| Now that we’ve identified the needed supplies | | | | today. And be sure all employees are aware of |
| to support our employees let’s examine how | | | | their closest emergency supply location so they |
| to determine the amount of supplies needed for | | | | can locate and assist in the distribution of needed |
| various business scenarios. | | | | supplies. |
| Workforce Considerations | | | | |