Emergency situations in the workplace unfold rapidly, and corporate security teams need to be equipped to quickly respond.
September marks the return to normalcy for people all across the country, with students going back to school and employees returning to the office. However, at a time when public safety is top of mind, many individuals are unfamiliar with key safety protocols at their workplaces.
In fact, a recent survey found that one-third of respondents are unaware of or are unsure about their employer's emergency plans for certain incidents, such as active shooter situations, cyberattacks and workplace violence. While these events are rare, preparing employees to deal with them is beneficial for all stakeholders involved in emergencies. Workers who understand their employers' emergency policies and procedures are more likely to stay safe. They can also be helpful by supporting emergency responders in different scenarios.
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To that end, a successful return to the office this fall will include a re-evaluation of existing emergency plans and a clear strategy for distributing critical information widely. Companies returning with hybrid workplace models, especially, must update safety policies and infrastructure to align with new ways of operating. Fortunately, there are cost-effective and reliable technology-based solutions available that make it easy to implement any necessary changes efficiently and at scale.
Communicate through multiple channels
No one-size-fits-all playbook exists for how companies should communicate with employees this fall. The right approach depends on a number of factors, including the location of the business, state-specific COVID-19 mandates, local vaccination rates, geographic distribution of employees, and more. However, there are general guidelines HR leaders can follow to adapt company-wide communication to their unique return-to-work plan.
One of the best ways to reach employees with return-to-work communications is through mobile safety apps that employees download on their personal devices. Companies can deliver updated protocols and announcements through these apps, as well as conduct surveys to evaluate how people are feeling.
Relying on safety apps also keeps vital communication separate from other business-related messaging, which only about 40% of employees read. HR leaders can inform employees of on-premises infections, scheduling changes or other safety-related news through push notifications that people are more likely to see. The best safety apps also support two-way communication, enabling employees to alert colleagues and managers anonymously of non-compliant and threatening behavior that increases safety risk.
Outside of mobile safety apps, establishing a multimodal emergency communications plan that leverages email, text messaging, automated voicemails, or other channels can increase the likelihood that employees get essential updates. Companies can give workers the opportunity to opt-in to their preferred channels, which may differ from person to person based on onsite or remote work schedules and locations. The ultimate goal here is that organizations can reach any single individual with the information they need, when they need it. Technology makes it easier to execute on this vision.
Refresh emergency procedures and documentation
Although it might seem trivial, keeping emergency documentation up to date is paramount. Going into September, employers should refresh emergency contact lists, protocols and floor plans to reflect any changes from the past 18 months. These documents should also be stored online where all employees can access them and posted throughout facilities in highly trafficked areas.
During this process, HR managers should also check their company's employee safety and risk prevention strategies. Doing so is necessary as violence at work is an underreported occurrence, and the stress of COVID-19 to mental health is only increasing the risk of potential incidents.
In addition to distributing updated emergency procedures, companies need to implement trainings and live-action drills to ensure all employees internalize new safety policies. It may make sense for crisis management and business continuity teams to schedule these events on days when all workers are in the office or over a longer period of time when they know all individuals will come into the building at some point.
Establish a centralized crisis management system
Emergency situations in the workplace unfold rapidly, and corporate security teams need to be equipped to quickly respond to get chaotic situations under control after they are first reported. It's during these critical moments of an incident when employees are exposed to the highest risk.
Software-based crisis management systems can mitigate some of this risk by allowing corporate security teams to automatically alert all individuals in a building as soon as an emergency situation is triggered. These platforms can share important context, increase situational awareness and deliver clear instructions to workers to inform and protect them from potential harm.
Crisis management systems also help streamline emergency response by allowing all types of safety entities – corporate security, police, fire, EMT, and others – to coordinate efforts in real time. Authorized response teams can share data, responsibilities and plans through these centralized platforms, keeping everyone on the same page. For obvious reasons, these systems have to be reliable and performant at scale for them to work when it matters most.
Furthermore, employees need ways to report suspicious behavior directly to corporate security and emergency responders. Mobile safety apps are effective tools for this purpose and can facilitate two-way communications between employees and emergency response authorities. Giving workers a way to report crisis incidents and suspicious behavior can accelerate life-saving response and alleviate safety concerns about going back into the office.
Use technology to protect employee safety
Between navigating new workplace models, creating COVID-free work environments, and keeping employees safe from emergencies, HR leaders have a lot on their plates. Technology can reduce much of this burden by enabling critical communications and empowering all stakeholders – employees, corporate security, emergency responders and business leaders – to make smart decisions in the face of uncertainty.
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