As a property manager, what are your obligations to your tenants? Sure, there are the everyday maintenance issues and leasing agreements but as the point of contact for a multi-unit building, what else is required of you from a safety standpoint?

Off the top of your head, how many tenants do you have? How many total employees are in your building? If there is an emergency requiring evacuation, how would you know everyone is out of harm’s way? Is the fire department aware of the configuration of your building?

Emergency Action Plans (EAP) are required by OSHA and are an invaluable resource. They provide firm documentation of the emergency procedures to follow in the event of a failure. Each and every one of your tenants should put together an Emergency Action Plan. It is very simple and the minimum requirements are:

• Means of reporting fires and other emergencies: This could be as simple as requiring individuals to dial “911” or pull a fire alarm.
• Evacuation procedures and emergency escape route assignments: Evacuation policies, procedures, and escape route assignments are put into place so that employees understand who is authorized to order an evacuation, under what conditions an evacuation would be necessary, how to evacuate, and what routes to take. Exit diagrams are typically used to identify the escape routes to be followed by employees from each specific facility location.
• Procedures for employees who remain to operate critical plant operations before they evacuate: Employees may be required to operate fire extinguishers or shut down gas and/or electrical systems and other special equipment that could be damaged if left operating or create additional hazards to emergency responders (such as releasing hazardous materials).
• Accounting for all employees after an emergency evacuation has been completed: Procedures to account for employees after the evacuation to ensure that everyone got out may include designating employees to sweep areas, checking offices, and rest rooms before being the last to leave a workplace or conducting a roll call in the assembly area.
• Rescue and medical duties for employees performing them: Most small organizations rely on local public resources such as the local fire department or hospital to provide these services.
• Names or job titles of persons who can be contacted: Names, titles, departments, and telephone numbers of employees who can be contacted for additional information and/or explanation of their duties under the plan.

In addition to the minimum requirements, there are additional details you, as a property manager, should include:

• Address and phone number of the nearest hospital/clinics
• Address and main phone number of the building (In an emergency, it is amazing what people can forget)
• Emergency numbers for your utilities; i.e. gas, electric, and water provider
• Locations of fire extinguishers and fire alarm pull stations
• Evacuation meeting points outside the building; both primary and secondary
• A site map for emergency response personnel

These are just a few ideas. These plans are extremely customizable and templates are available all over the internet. The hardest part is starting it and convincing your tenants to participate as well. The goal is to never have to use it but you will be happy you have it in case of an emergency.

Sean McCrimmon can be reached at (847) 439-5367 or sean@dakotaevans.com.