Be Prepared

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. Being prepared will make your business more resilient, and better able to bounce back when the unexpected happens.

Get ready

The first step is to make an emergency response plan. This should include:

A list of your emergency equipment (such as First Aid kit, extinguishers, spill kit and when they were last tested) as well as where they are located

Up-to-date fire and emergency training Emergency contact phone numbers

Spill/leak/hazardous substances procedures checklists

A list of people who have specific skills and responsibilities in an emergency, like Fire Wardens, and their contact details and the date they were last trained

Emergency First Aid info Information on CPR

A list of what’s in your Civil Defence kit and the location of the nearest Civil Defence assembly point

A record of when your emergency plan was last tested

Once your plan is finished, all staff will need to be informed of what’s in it, who the people with special responsibilities are, and where the plan and essential emergency equipment are located. It’s a good idea to regularly remind staff of this information at Toolbox Talks or prestart meetings. 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 in case of a large-scale event.

Emergency response trials should be conducted regularly, or when there has been a significant change in staff. For owners of buildings that require a Fire Evacuation Scheme, trial evacuations must occur at approved intervals.

In case of a chemical/environmental emergency (like a diesel spill), you should store appropriate personal protective equipment (PPE), which is available for use if required. Make sure everyone is trained in the safe control of the chemicals you have on-site and the emergency procedures associated with their use.

If you use, store or make hazardous substances, you should also keep a hazardous substances manifest in a safe place. This should include a list of what the substances are, where they are stored and the maximum quantities likely to be present. Safety data sheets should be kept and preferably backed up on a removable storage device, such as a flash drive, and stored with other important information. This essential information should be kept secure in a location that is separate from your main workplace.

If a natural disaster strikes, remember to keep up-todate with the latest Civil Defence information and where possible keep a record of any events that harm people, or damage property.

When Disaster Strikes

Put People First: You should always 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. Remember to check the sign in register to make sure visitors are also safe. You’ll also need to have a system in place for contacting your staff after an emergency, and their current emergency contact details.

Earthquake: If an earthquake hits while you’re at work, remember to drop, cover and hold. Do not run outside and stay indoors where practical – remembering to keep away from windows and heavy furniture. If necessary, evacuate using a previously identified route. If possible, take bags, phones, wallets and emergency supplies. Afterwards, make sure to gather staff together in a safe place and establish what has happened to everyone. If the building is damaged, turn off the water, electricity and gas at the mains, if safe to do so, and conserve your water. Remember to be extra careful when re-entering buildings after an earthquake; stop, look and assess – and don’t take any risks. If you’re a business owner, listen to Civil Defence advice and when safe, make a careful external inspection of your building. 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.

Tsunami: If a tsunami happens while you’re at work and you could be affected, go to high ground immediately, using your planned route to a safe location. Go at least one kilometre inland or 35 metres above sea level, and if you’re in a vehicle, make sure to leave room for the people arriving behind you.

Spill: If there’s a hazardous substance spill, raise the alarm and evacuate upwind if necessary. If safe to do so, put on PPE, identify the substance and close off the source of the spill (e.g. secure tops or lids). If there are flammable substances present, remove any sources of ignition. Use your spill kit if it’s appropriate and safe to do so. If possible, prevent the chemical from entering drains or leaving the site. Remember to refer to the safety data sheet – or call an approved handler or specialist for advice if necessary.

You may need to call emergency services and advise the local council. You will also need to dispose of waste safely, as set out in the safety data sheet.

Fire: If a fire breaks out, raise the alarm, evacuate and activate any emergency shut down systems. 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. Either way, it’s important you don’t endanger yourself. Remember not to use water on petroleum or electrical fires.

For more help with emergency planning, download the free Emergency Response Plan template from www.sitesafe.org.nz, or ask to speak to one of Site Safe’s expert health and safety advisors.