Imagine a fire breaks out in your office or a severe storm forces an evacuation. Would your team know what to do? That’s where an emergency action plan (EAP) comes in. It’s a step-by-step guide that helps businesses and organizations prepare for unexpected emergencies, ensuring everyone stays safe and knows their role when disaster strikes.
In many workplaces, having an emergency plan isn’t just a good idea—it’s a requirement. But beyond regulations, a well-thought-out plan can make all the difference in protecting employees, customers, and business operations.
This guide will walk you through everything you need to know about emergency action plans—what they are, why they matter, and how to create one that fits your workplace. Plus, we’ll include easy-to-use templates to help you get started quickly.
What Is an Emergency Action Plan
An emergency action plan (EAP) is a written document outlining a set of clear instructions that explain what to do when something unexpected happens at the workplace, like a fire, medical emergency, or natural disaster. It helps people act quickly and stay safe, reducing panic and confusion in stressful situations.
Without a plan, an emergency can turn into chaos—people might not know where to go, how to get help, or who is in charge. A well-thought-out EAP lays out the steps everyone should follow, from evacuating a building to contacting emergency services. It also assigns responsibilities so that critical tasks, like shutting off equipment or assisting others, are handled smoothly.
Every workplace, school, or public space can benefit from an emergency action plan. It’s not just about following rules or checking a box—it’s about protecting lives and making sure everyone knows what to do when it matters most.
In the U.S., companies that follow Occupational Safety and Health Administration (OSHA) standards are required to have an emergency action plan if they have more than 10 employees. According to OSHA’s regulations, the plan must include procedures for reporting emergencies, evacuation routes, and employee safety measures. Having a proper EAP in place ensures compliance while also fostering a safer workplace for everyone.
7 Elements of an Emergency Action Plan
A strong emergency action plan (EAP) covers the most important steps to keep people safe and ensure a quick, organized response. Here are the key elements every plan should include:
1. How to report an emergency
Clear instructions on how employees should report fires, medical emergencies, or other urgent situations. This could include dialing 911, using an internal alert system, or notifying a specific person.
2. Evacuation procedures and escape routes
A step-by-step guide on how to safely leave the building or area during an emergency. This includes assigned exits, accessible routes for people with disabilities, and any designated gathering points.
3. Procedures for critical operations
Some employees may need to shut down equipment, secure hazardous materials, or take other safety measures before evacuating. The plan should specify who is responsible and how long they should stay.
4. Checking that everyone is safe
A system for making sure all employees, visitors, and customers are accounted for after an evacuation. This could include headcounts, roll calls, or designated check-in spots. Develop specific procedures to assist individuals with disabilities or special needs during an evacuation.
5. Rescue and medical duties
Guidelines on who is responsible for providing first aid, assisting those in need, or working with emergency responders. This could include trained staff like first aid responders or safety officers.
6. How to communicate
A reliable way to share emergency information quickly, whether it’s through alarms, intercoms, text alerts, or other methods. Everyone should know how updates will be sent and where to get information.
7. Who to contact
A list of key people in charge of handling emergencies, including their names, roles, and contact details. This could include safety coordinators, building managers, or emergency response teams.
Steps to Create an Emergency Action Plan
An emergency action plan helps keep people safe by providing clear steps to follow when something goes wrong. Whether it’s a fire, severe weather, or a medical emergency, having a plan in place ensures a quick and organized response. Here’s how to create an effective EAP.
Step 1. Assess risks
The first step in creating an emergency action plan is to identify the potential risks your workplace or facility might face. Emergencies can vary depending on your industry, location, and building design, so taking a close look at your surroundings is crucial.
Start by considering the following:
- Natural disasters like floods, earthquakes, hurricanes, or wildfires.
- Workplace hazards such as fires, power outages, or chemical spills.
- Medical emergencies, including sudden illnesses or injuries.
- Security threats, such as intruders or acts of violence.
Once you’ve listed these risks, think about how they could impact your employees, customers, and operations. Understanding these risks allows you to create a plan that is tailored to your specific needs, ensuring that all potential scenarios are covered, and people know how to act when something goes wrong.
Step 2. Research relevant regulations
Next, take the time to research the regulations and laws that apply to emergency preparedness in your area. In the United States, businesses are required to follow safety standards set by local, state, and federal authorities.
The Occupational Safety and Health Administration (OSHA), for instance, mandates that businesses with 10 or more employees must have a written emergency action plan. OSHA also outlines guidelines for employee training and emergency procedures that need to be followed in the event of a disaster.
Familiarizing yourself with these regulations helps ensure that your emergency plan meets legal requirements. But beyond just compliance, following the rules helps create a safer environment for everyone involved. Make sure you’re up-to-date on laws relating to:
- Workplace safety standards
- Emergency response requirements
- Evacuation plans and safety drills
Step 3. Develop response procedures
Now that you know what could happen and what the law requires, it’s time to develop your response procedures. These are the specific actions that should be taken when an emergency occurs, and they must be clear, practical, and easy to follow.
For each identified emergency, outline:
- Evacuation procedures: Identify and clearly mark emergency exits, and create escape routes. Assign someone to lead the evacuation and make sure everyone knows where to go in case of a fire, flood, or other dangers.
- Shelter-in-place guidelines: For emergencies like tornadoes or chemical spills, designate safe areas where employees can take cover. Make sure everyone knows where to go in those situations.
- Lockdown protocols: In case of security threats or violence, have a procedure for locking doors and staying out of sight. Make it clear who is responsible for initiating the lockdown.
- Shutting down equipment: Specify how and when to turn off equipment, machines, or utilities, especially if the emergency involves fire or hazardous materials.
- Medical emergencies: Outline steps for handling injuries, such as calling for first responders or providing first aid. Have designated employees who are trained in basic first aid and CPR.
Each procedure should be simple, clear, and straightforward to follow, ensuring employees can act quickly and confidently when needed.
Step 4. Assign roles and responsibilities
A well-organized emergency response depends on people knowing exactly what their role is. Assign specific tasks to employees so that everyone understands their responsibility in an emergency.
Roles may include:
- Evacuation leaders: Employees who are trained to lead others to safety, ensuring everyone exits the building in an orderly and quick manner.
- First aid responders: Designate people who are trained to handle medical situations, like applying first aid or performing CPR until medical help arrives.
- Communication coordinators: These individuals are responsible for keeping everyone informed during the emergency, whether through phone calls, messages, or intercom systems.
- Search teams: Employees who stay behind, if necessary, to check for any missing individuals and assist those who need help evacuating.
Assigning these roles in advance ensures that tasks are handled by prepared individuals, reducing confusion and improving efficiency when every second counts.
Step 5. Establish communication protocols
Effective communication is key during an emergency. If your employees don’t know what’s going on or what to do next, chaos can quickly take over. Your communication protocols should cover how information will be shared internally among employees and externally with emergency responders or other relevant parties.
Make sure you:
- Establish a clear chain of command for who communicates with whom.
- Use multiple communication channels: Have backup systems in place, such as alarms, text alerts, intercom announcements, or two-way radios. This ensures that everyone receives the message, even if one method fails.
- Designate a spokesperson for external communication: This person will be responsible for keeping emergency responders, stakeholders, or the public informed, preventing confusion.
- Provide detailed instructions: Communication should be as clear and direct as possible. Use simple language, avoid jargon, and make sure instructions are easy to understand in high-stress situations.
An efficient communication system can make all the difference in ensuring that your emergency plan works when it’s needed most.
Step 6. Conduct training and drills
Training and practice are essential to making sure your emergency plan works effectively. Without practice, people may not remember what to do in the chaos of an actual emergency. Regular drills help reinforce the plan, build confidence, and highlight areas that may need improvement.
Here’s what to do:
- Hold regular training sessions: Teach employees how to respond to various emergencies, from evacuations to medical emergencies. Ensure that everyone understands their role in the plan.
- Run drills frequently: Practice different emergency scenarios at least once or twice a year. This can include fire drills, lockdown drills, or shelter-in-place exercises.
- Test equipment: Check that alarms, fire extinguishers, first aid kits, and communication devices are working properly.
- Review and update after each drill: After each practice session, gather feedback from participants. If certain aspects of the plan don’t work well, make adjustments to improve them.
Regular training and drills ensure that employees know exactly what to do when real emergencies happen, reducing panic and confusion.
Emergency Action Plan Templates
In this section, you’ll find different templates for creating an emergency action plan (EAP) tailored to various situations. Whether you’re in an office, school, warehouse, or other settings, having a clear and simple plan can make all the difference in handling an emergency effectively. These templates will help guide you through what to include in your EAP, ensuring safety and preparedness for everyone involved.
Emergency Action Plan Example
Workplace Emergency Action Plan Template
Warehouse Emergency Action Plan Template
School Emergency Action Plan Template
Crisis Management Action Plan Template
When to Use an Emergency Action Plan
Here are some common scenarios where having a solid plan makes all the difference:
1. Fire emergency
Whether it’s a small fire in the kitchen or a major blaze, quick action is crucial. Your plan should include evacuation routes, fire extinguisher locations, and procedures for alerting emergency services.
2. Natural disasters (tornado, flood, earthquake, landslide)
Different disasters require different responses. For example, during a tornado, employees should shelter in a safe, windowless area, while a flood may require immediate evacuation. A well-prepared EAP ensures everyone knows what to do based on the situation.
3. Medical emergency
From heart attacks to severe injuries, a medical emergency can happen anytime. Your plan should outline who to call, where first-aid kits are located, and who is trained in CPR or first aid.
4. Workplace violence (shooting, bomb threat, robbery, unacceptable customer behavior)
Unfortunately, workplace violence is a reality for many businesses. An EAP should cover lockdown procedures, ways to de-escalate conflicts, and how to safely report threats.
5. Hazardous Material Spill
If your workplace deals with chemicals or toxic substances, exposure can be dangerous. Your plan should include containment steps, protective gear requirements, and emergency contact numbers for hazmat teams.
6. Vehicle accidents / workplace accidents
Whether it’s a collision in a company parking lot or an injury on a construction site, having a plan in place ensures fast response, proper medical attention, and clear reporting procedures.
7. Power outages and utility failures
A sudden loss of electricity, water, or gas can disrupt operations and create safety risks. Your plan should outline backup power options, evacuation protocols if needed, and procedures for contacting utility providers.
8. Cybersecurity breaches
A data breach or cyberattack can compromise sensitive company and customer information. Your EAP should include steps to secure systems, notify IT teams, and inform affected employees or customers.
Importance of an Emergency Action Plan
An emergency action plan is not just a document—it’s a life-saving strategy. It prepares people to handle crises calmly and effectively, protects property, and helps businesses recover faster. Here’s why it matters.
1. Protects lives
The most important reason for having an emergency action plan is to keep people safe. Clear evacuation routes, designated safety zones, and assigned roles ensure that employees, customers, or visitors can get to safety quickly. Without a plan, people might hesitate, take the wrong exit, or not know where to go—wasting valuable time in a critical moment.
2. Reduces property damage
Emergencies like fires, gas leaks, or electrical failures can cause serious damage to buildings and equipment. A good EAP includes steps for shutting down machines, cutting off power, or containing hazards before they get worse. This can help minimize damage and prevent small problems from turning into major disasters.
3. Ensures a fast and organized response
During an emergency, every second counts. An EAP ensures that everyone knows their role, from the person calling 911 to those guiding evacuations or providing first aid. Instead of wasting time figuring out what to do, employees can act immediately and follow the plan, making the response more effective.
4. Reduces panic and confusion
When people don’t know what to do in an emergency, panic can take over, leading to poor decisions and dangerous situations. A well-communicated EAP gives employees confidence because they have practiced drills and know what steps to take. This can prevent stampedes, injuries, and unnecessary fear.
5. Keeps businesses running
Emergencies can disrupt business operations, sometimes for days or weeks. An EAP helps businesses recover faster by outlining backup procedures, communication strategies, and ways to protect essential equipment or data. The sooner a business can return to normal, the less impact an emergency will have on employees and customers.
6. Ensures legal and regulatory compliance
Many workplaces are legally required to have an emergency action plan, especially in industries where hazards are common. Organizations that fail to plan properly may face fines, lawsuits, or reputational damage. Following safety regulations not only avoids penalties but also shows that a company prioritizes employee well-being.
7. Builds a culture of safety
An emergency action plan isn’t just about reacting to disasters—it’s about creating a workplace where safety is a priority every day. When employees see that their employer is serious about emergency preparedness, it builds trust and encourages everyone to take safety seriously. Regular training and drills reinforce a culture where people look out for each other and act responsibly.
How to Implement an Emergency Action Plan
Creating an emergency action plan (EAP) is just the first step—making sure it actually works when needed is just as important. A plan is only effective if everyone understands it and can follow it without confusion. Here’s how to successfully put your EAP into action.
1. Get leadership support
For an EAP to work, company leaders must take it seriously. When management is actively involved, employees are more likely to follow safety procedures. Leaders should communicate the importance of the plan, allocate resources for training, and lead by example during drills and real emergencies.
2. Clearly communicate the plan
An emergency action plan is useless if employees don’t know about it. Once the plan is finalized, share it through multiple channels—meetings, emails, posters, and company handbooks. Make sure employees know where to find a copy of the plan and understand key details, like evacuation routes and emergency contacts.
3. Train employees regularly
Training is crucial for making sure employees know what to do in different emergency situations. Conduct training sessions that cover:
- How to evacuate safely
- How to report an emergency
- What to do in case of fire, medical emergencies, or security threats
- Who is responsible for what during an emergency
New employees should receive training as part of their employee onboarding, and all employees should get refresher sessions regularly.
4. Run emergency drills
Practicing the plan helps employees react quickly and confidently in real emergencies. Schedule regular drills—fire drills, evacuation exercises, or active shooter simulations—so that employees become familiar with their roles and procedures. After each drill, review what went well and what needs improvement.
5. Ensure emergency equipment is ready
An EAP is only as strong as the tools that support it. Make sure emergency exits are clearly marked, fire extinguishers are in working order, and first aid kits are fully stocked. If your plan includes communication tools like alarms or text alerts, test them regularly to ensure they function properly.
6. Assign and train emergency roles
Some employees will have specific responsibilities during an emergency, such as guiding others to safety, providing first aid, or contacting emergency services. Make sure these employees receive additional training and know exactly what’s expected of them. Having clear leadership during an emergency prevents confusion and ensures a smooth response.
7. Regularly update the plan
Emergencies, workplaces, and staff can change over time, so an EAP should never be a static document. Review the plan regularly and update it when necessary—such as after an office relocation, a new risk assessment, or changes in regulations. After any real emergency or drill, gather feedback from employees and make improvements based on their experiences.
Who Needs an Emergency Action Plan
The short answer? Every organization. Emergencies can happen anywhere, and having a clear plan in place helps protect people, minimize damage, and ensure a quick, organized response. Whether you run a small business, a large corporation, or a community space, an emergency action plan (EAP) is essential. Here’s who needs one and why:
1. Workplaces of all sizes
From small offices to large factories, every workplace should have an emergency action plan. Fires, medical emergencies, power outages, or security threats can disrupt operations and put employees at risk. A well-prepared team knows how to evacuate safely, provide first aid, and contact emergency services when needed.
2. Schools and educational institutions
Schools are responsible for the safety of students, teachers, and staff. An EAP ensures that everyone knows what to do in case of fires, severe weather, or security incidents. Clear procedures for lockdowns, evacuations, and student reunification with parents can make all the difference in an emergency.
3. Healthcare facilities
Hospitals, clinics, and nursing homes must be prepared for power failures, patient evacuations, medical emergencies, and even public health crises. With vulnerable patients depending on them, healthcare providers need a well-organized plan to keep operations running smoothly under pressure.
4. Retail stores and public spaces
Shopping malls, grocery stores, restaurants, and other public spaces must be ready to handle fires, active threats, and medical emergencies. Employees need training on how to assist customers, guide people to safety, and communicate effectively with emergency responders.
5. Factories, warehouses, and construction sites
Industrial environments come with higher risks, such as machinery accidents, chemical spills, and structural hazards. An EAP helps workers understand how to prevent accidents, respond to injuries, and evacuate safely in case of fires, gas leaks, or other emergencies.
6. Hotels and hospitality businesses
Hotels and resorts must be prepared for guest evacuations, fires, severe weather, and medical situations. Since guests may not be familiar with the property, staff should be trained to provide clear instructions and lead safe evacuations.
7. Event venues and entertainment spaces
Concert halls, stadiums, and theaters host large crowds, making emergency preparedness critical. Clear plans for crowd control, exit routes, and emergency announcements help prevent panic and ensure people can evacuate safely if needed.
8. Residential buildings and property managers
Apartment complexes, condos, and assisted living facilities should have emergency plans for fires, earthquakes, or power outages. Tenants need to know evacuation routes, emergency contact numbers, and procedures for sheltering in place when necessary.
Benefits of an Emergency Action Plan
An emergency action plan (EAP) isn’t just a safety requirement—it’s a crucial tool that helps protect people, reduce damage, and keep things running smoothly during unexpected situations. Here’s why having a well-thought-out plan is so important:
1. Protects lives
The most important reason for having an emergency action plan is to keep people safe. Whether it’s a fire, a medical emergency, or a natural disaster, a well-prepared team knows exactly what to do. Quick action and clear procedures can mean the difference between life and death.
2. Reduces panic and confusion
Emergencies can be overwhelming, but having a plan in place helps keep people calm. When employees, students, or visitors know what steps to take, they can react in an organized way instead of freezing or making dangerous decisions.
3. Ensures a fast and effective response
Time is critical in an emergency. A well-documented plan ensures that the right people take the right actions at the right time—whether it’s shutting down equipment, evacuating the building, or providing first aid. This quick response helps prevent injuries and minimizes damage.
4. Minimizes business disruptions
For businesses, emergencies can lead to lost productivity and financial setbacks. An EAP helps organizations recover faster by outlining steps to resume operations, communicate with employees and customers, and coordinate with emergency responders.
5. Reduces property damage and financial losses
When people know how to respond to emergencies, they can take steps to reduce damage. For example, shutting off gas lines during a fire, securing important documents, or containing a chemical spill can prevent costly destruction and loss.
6. Improves workplace safety and compliance
Many industries are required by law to have an emergency action plan. Following safety regulations, such as those set by OSHA, helps businesses avoid legal issues and ensures a safer environment for employees and visitors.
7. Strengthens teamwork and preparedness
An EAP brings people together and fosters a culture of safety. When teams train for emergencies, they learn to rely on each other, communicate effectively, and work together under pressure. This builds confidence and strengthens the workplace as a whole.
8. Builds trust with employees and customers
Knowing that an organization prioritizes safety makes employees feel valued and customers feel secure. Whether it’s a workplace, a school, or a public venue, people appreciate knowing that there’s a plan in place to protect them.
Creating Your Emergency Action Plan with Creately
Building an effective emergency action plan (EAP) requires careful planning, clear communication, and easy access to critical information. With Creately, you can simplify the process using its powerful visual tools. Whether you’re mapping out evacuation routes, assigning roles, or documenting procedures, Creately provides an intuitive way to create and manage your EAP efficiently.
1. Visualize your emergency plan clearly
With Creately’s easy-to-use diagramming tools, you can create flowcharts, evacuation maps, and decision trees to outline emergency procedures in a way that’s simple to understand. Instead of long, complex documents, your team can see step-by-step emergency actions at a glance.
2. Use ready-made templates to get started quickly
Not sure where to begin? Creately offers pre-built emergency action plan templates that you can customize based on your organization’s needs. Modify evacuation diagrams, emergency contact charts, and response workflows without starting from scratch.
3. Collaborate in real-time with your team
Emergencies require a coordinated effort, and Creately makes teamwork seamless. Team members can collaborate in real-time, add comments, and update emergency plans together—whether they’re in the same office or working remotely. This ensures everyone stays on the same page.
4. Centralize all emergency information in one place
With Creately, you can attach documents, add notes, and link emergency resources directly within your EAP diagram. Store everything from emergency contacts to safety checklists in one accessible location, eliminating confusion and saving time when every second counts.
5. Present and train with interactive features
Training employees on emergency procedures is just as important as having a plan. With Creately’s presentation mode, you can walk your team through each step visually. Interactive features like clickable elements and linked diagrams make it easier to explain complex procedures in a way that’s engaging and easy to remember.
Conclusion: What Is an Emergency Action Plan
An emergency action plan isn’t just a document—it’s a crucial tool that can save lives and protect your workplace in a crisis. By taking the time to assess risks, develop clear procedures, train employees, and regularly update the plan, you create a safer environment for everyone.
Emergencies are unpredictable, but being prepared makes all the difference. A well-thought-out plan reduces confusion, ensures quick action, and helps people stay calm under pressure. Whether it’s a fire, a medical emergency, or a natural disaster, having a structured response in place gives you confidence and control when it matters most.
Preparedness isn’t just about compliance—it’s about looking out for one another. When everyone knows what to do, workplaces become safer, stronger, and more resilient.
References
Binder, D. (2005). Emergency Action Plans: A Legal and Practical Blueprint Failing to Plan is Planning to Fail. University of Pittsburgh law review. University of Pittsburgh. School of Law, [online] 63(4). Available at: https://www.researchgate.net/publication/228165135.
Maher, J.D. and Weiss, L. (2023). Development and Implementation of an Emergency Action Plan in Football. HSS Journal®: The Musculoskeletal Journal of Hospital for Special Surgery, p.155633162311654. doi:https://doi.org/10.1177/15563316231165498.
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