By L Michael Coleman featured in The BOMA Magazine July/ Aug 2008

Many commercial properties employ a security team, whether that team is comprised of internal resources or contracted externally, security professional should play a vital role in emergency preparedness, response, and recovery. Your security team’s knowledge of the building and your safety and security procedures, and familiarity with the employees, positions them as a key player.

Here are a few things to keep in mind as you build or review your preparedness plan:

• Planning - The unexpected, the unheard of, the "it could never happen here": All should be considered in the development of emergency preparedness plans.
• Training - Both classroom and situational training are important to help those responsible for executing the plan become knowledge able, confident and prepared.
• Physical Drills - Bring those plans to life with physical drills involving all service providers: security, janitorial, engineering, fire wardens, and tenant representatives. A well-trained security team can help facilitate these drills.
• Education - The integrators who install emergency systems need to actively participate in educating security and management on the accurate and efficient use of those systems. Initial and refresher training on utilization of systems are often overlooked but important components of a preparedness plan.
• Technology - Technology can play an integral role in your emergency planning. One example is developing a training CD for tenants and employees that reviews floor plans, evacuation routes and other factors such as fire extinguisher locations. This will help consistently communicate emergency plans to employees and tenants. These tools can be customized to meet the specific nuances of the property.
• Coordination - Managers need to recognize that tenants( if applicable) might have their own emergency plans. Those tenants should be commended for their efforts, but everyone needs to coordinate plans to ensure safety and eliminate confusion during an emergency. A key element is to assure that an individual tenant’ s plan is not in conflict with the overall building plan.
• Communication - Emergency plans should not only be communicated to tenants and employees, but also to local authorities. Sharing those plans early will help ensure smooth execution in an emergency situation. Your security team will moist likely already have relationships with local emergency services and can serve as a liaison.

Emergency preparedness must be a living and evolving process. Regular reviews and updates account for changing situations and threats. Utilize existing resources available through ASIS online, FEMA, American Red Cross/ BEPA ( Business Emergency Preparedness Association), CPO ( Contingency Planners of Ohio), CDC (Center for Disease Control), www. ready.gov, LEPC ( Local Emergency Planning Committee), and Dept. of Homeland Security.

Recovery efforts are equally important. Getting employees/ tenants back into buildings safely, communicating restrictions and brining in qualified vendors to make repairs will all need to happen quickly. Consider recovery part of your preparedness plans and ask your security team for their expertise as they will often coordinate the recovery efforts and answer questions.

Turn to the resources you already have to help with and support your efforts. Your security team is there to ensure safety and security and should be a critical part of your emergency preparedness plan.