Phase 1: Revision of the assessment of workplace emergency preparedness status of the company
This phase is the same as Phase 1 of the Methodology for creating a NEW strategic emergency preparedness plan. To avoid repetition, please see here: Μethodology to set up a NEW Emergency Preparedness Strategy Plan
Phase 2: Revision of the Emergency Preparedness Plan
Introduction to Phase 2
Description of Phase 2
In Phase 2 of the Emergency Preparedness Plan revision, the focus shifts towards workplaces, ensuring that businesses are well-equipped to safeguard the lives and well-being of all employees, including those with disabilities, during emergencies. This phase involves a meticulous reassessment and enhancement of existing emergency protocols to accommodate the diverse needs of employees with disabilities.
Who to involved in this phase?
It is suggested to involve the same actors with Phase 1.
Steps in Phase 2
Step 1: Define the strategy and /or implementation update plan
Objectives
- Identifying Goals: It means identifying the fundamental purpose of the plan. What are you trying to achieve with the revision? The goal might be to enhance the inclusivity and effectiveness of the emergency response system, specifically catering to the needs of disabled individuals.
- Analysis: The first step involves a detailed analysis of the existing Emergency Preparedness Plan. It includes understanding current protocols, identifying strengths, weaknesses, opportunities, and threats (SWOT analysis), and assessing the plan’s alignment with the organization’s goals and the needs of the community, including disabled individuals.
- Key Consideration: Identify gaps in the existing plan that hinder its effectiveness, especially concerning the inclusion of disabled people.
Actions:
| Task | Responsible | Possible methods |
| Evaluate the effectiveness of existing goals and objectives, determining their alignment with the company’s overall emergency preparedness strategy. Define the vision, mission and objectives of the updated emergency preparedness plan | Emergency Preparedness Management Team; company management |
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| Define clear roles, responsibilities, and accountability within the working group. | Emergency Preparedness Management Team; company management | Consider using Roles and Responsibilities template. With this, you can easily define the Roles and Responsibilities for this task. You can also utilize the roles given (if relevant) or create new ones that correspond to the needs of your company. |
| Develop a timeline and budget for the implementation of the updated emergency preparedness plan | Emergency Preparedness Management Team; company management | Consider using a project management tool or a Gantt chart to assign tasks, resources, deadlines and costs and to monitor the progress and performance of the review process. |
Material available:
Available material can be downloaded with the PRODIGY Toolbox |
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| Recommended resources: | ||
Step 2: Analyze opportunities for improvement in the strategy and the implementation plan
Objectives:
Objective 1: Analyse incident reports and historical data from previous emergencies to identify recurring challenges and patterns, particularly those affecting individuals with disabilities.
In order to create a solid basis for the revision of the plan, it is essential to thoroughly examine accident reports and historical data from previous emergencies, with a specific focus on the experiences of people with disabilities. This objective involves examining past incident records to recognise trends, persistent problems and patterns that disproportionately impact people with disabilities. By delving into common obstacles encountered during emergencies, the Emergency Preparedness Management Team gains valuable insights into the strengths and weaknesses of the current plan, especially with regard to inclusiveness.
Through this analysis, the team can identify areas that require improvement, such as response times, resource allocation and communication strategies, from a disability inclusion perspective. Using past meetings allows the team to learn lessons from both successes and failures, informing the review process with real experiences that can lead to more efficient and effective emergency response strategies for people with disabilities.
Objective 2: Perform a comprehensive evaluation comparing the existing plan with universally recognized best practices and standards for accessibility and disability inclusion.
One of the main aims of the update is to ensure that the Emergency Preparedness Plan is in line with best practice and established standards for emergency management, with a strong emphasis on accessibility and inclusion of people with disabilities. This involves conducting a comprehensive assessment to measure how well the current plan aligns with the most recognised and effective approaches in the field, particularly those that address the needs of people with disabilities.
The team compares the current plan with established national and international guidelines and recommendations from renowned organisations specialising in accessible emergency management. By identifying gaps between the current plan and these benchmarks, the team can focus on areas that need improvement from an accessibility and inclusion perspective. The comprehensive assessment facilitates the integration of innovative strategies and practices into the updated plan, ensuring that it remains at the forefront of emergency preparedness for people with disabilities.
Objective 3: Solicit input from a diverse range of stakeholders, including individuals with disabilities, community members, and emergency responders, regarding their experiences and insights for enhancement.
Stakeholder input plays a key role in the success of the Emergency Preparedness Plan review, particularly when it comes to people with disabilities. This involves actively seeking input from a diverse range of stakeholders, including people with disabilities, community members and emergency responders, as well as other relevant partners. By engaging these key stakeholders, the team gains a holistic understanding of their experiences, perspectives and suggestions for improvement, particularly from the perspective of accessibility and inclusion of people with disabilities.
Stakeholder involvement fosters a sense of ownership and commitment, which is essential for the successful implementation of the plan. The team employs methods such as surveys, focus groups and meetings to gather insights, concerns and innovative ideas. By incorporating stakeholder feedback, the updated plan is realistic and community-focused, addressing the specific needs and challenges of people with disabilities during emergencies.
In conclusion, the objectives of analysing past incidents, conducting a comprehensive assessment and seeking stakeholder input are the key pillars for updating an emergency preparedness plan with a strong emphasis on disability inclusion. By drawing from historical experiences, adhering to universal standards and involving stakeholders, the updated plan becomes a resilient and adaptable strategy, better equipped to safeguard and support the entire organisation, particularly people with disabilities, in moments of emergency.
Actions:
Step 3: Update priority areas, corresponding main and specific goals
| Task | Responsible | Possible methods |
| Selection of priority areas to be updated based on the results of the SWOT and gap analysis | Emergency Preparedness Management Team | Use a scoring system by assigning a numerical value to each area based on its strengths, weaknesses, opportunities and threats. |
| Update priority areas to address emerging risks and vulnerabilities, with a specific focus on the unique needs of individuals with disabilities. | Emergency Preparedness Management Team; company management with (external) disability experts. | Reviewing data on workplace demographics, conducting accessibility assessments, and seeking insights from disability advocacy organizations. |
| Revise and redefine the main and specific goals, ensuring they are specific, measurable, achievable, relevant, and time-bound (SMART). | Emergency Preparedness Management Team; company management in collaboration with departmental representatives and emergency response teams. | Holding goal-setting workshops, using a participatory approach, and ensuring broad representation of perspectives. |
| Recommended resources:
· Initiative from European Health Emergency Preparedness and Response Authority (HERA) · What to Consider when Building an Emergency Preparedness Plan · Disability-Inclusive Workplace Emergency Plans: Tips for Employers · All Under One Roof-Disability-inclusive shelter and settlements in emergencies · Guide on the special needs of people with disabilities for emergency managers, planners & responders · Emergency Awareness Checklist for Managers · Workplace Emergency Planning for Workers with Disabilities: A Handbook for Employers and Workers |
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Considerations towards implementation of Phase 2
During the implementation of Phase 2, several critical considerations should be taken into account to ensure the success and effectiveness of the revised Emergency Preparedness Plan. First and foremost, the involvement of employees with disabilities throughout the updating process is crucial. Engaging employees in focus groups, surveys, and feedback sessions will provide valuable insights and perspectives that can inform the plan’s inclusivity and responsiveness.
Moreover, collaboration and communication between different departments and stakeholders are essential to ensure a cohesive and integrated approach. By fostering a culture of collaboration, the company can capitalize on diverse expertise and create a plan that addresses the specific needs of all employees.
Furthermore, continuous training and education for all employees, especially those designated as emergency responders or support personnel, are vital. Providing training on disability awareness and inclusive emergency response practices will equip the workforce to assist individuals with disabilities effectively during crises.
Regular drills and simulations should be conducted to test the revised plan’s efficacy and identify areas for improvement. Observing how employees respond to emergency scenarios will reveal strengths and weaknesses, enabling refinement of procedures and enhancing overall preparedness.
Lastly, remaining adaptable and responsive to changing circumstances and new information is crucial. The revised plan should be a living document that can evolve with emerging best practices, technological advancements, and updates in regulations, ensuring its relevance and effectiveness in protecting the safety and well-being of all employees, including those with disabilities.
Phase 3: Update of the Implementation plan
Introduction to Phase 3
Updating the implementation of an emergency plan in companies is very important because it ensures that the organizations remain adaptive, proactive and prepared to respond to the ever changing landscape of risks and emergencies. Emergency plans have to contain up-to-date information and contacts to be possible to use emergency preparedness plans effectively during any potential risk situation. Involving people with disabilities in company emergency plans and its updates requires a proactive and inclusive approach that considers their unique needs and abilities.
Emergency preparedness is an ongoing process. That is why it is necessary to review and update the plan regularly (recommended time – once a year) or whenever significant changes occur within the company or in the external environment. Areas which have to be checked and updated are following:
- External potentional risks (taking into account people with disabilities)
- Internal potentional risks (taking into account people with disabilities)
- Information about specific employees needs relevant for emergency situation (especially with concentration on employees with disabilities)
- Contacts for people and organisations (taking into account people with disabilities)
- System of communication and sharing information with employees during emergency situations to ensure effective and fast reaction
- Evacuation and emergency escape routes (taking into account people with disabilities)
- Emergency Supplies and Equipment such as first aid kits, fire extinguishers, flashlights, batteries to ensure to be ready to work in case of emergency situation
- Employees awareness – training of employees regarding implementation of changes in emergency plans (escape routes, evacuation principles and meeting point in case of evacuation, how to use emergency equipment, roles in emergency situation, how to support people with disabilities during emergency situation)
- Legislation changes – up to date emergency plan with any legislation changes and related actions
Who to involve in this phase?
In the update process there should be involved employees from various departments within the company, especially: responsible people from management, human resources, security, IT, operations, and safety teams. Gather input from employees with disabiliites who might have valuable insights into potential risks and effective response strategies.
Steps in Phase 3
Step 1: Revision and update of the implementation plan for the Emergency Preparedness
Objectives:
The objective is to review the existing implementation plan and assess its effectiveness, relevance and feasibility. Identify any changes or new developments in the internal and external environment that may affect the objectives of emergency preparedness or the implementation plan. Consult with relevant stakeholders, such as staff, management, partners, donors, beneficiaries, authorities and other humanitarian actors to seek their feedback and input on the implementation plan. Communicate the revised or updated implementation plan to all stakeholders and secure their commitment and support for its implementation; incorporate any lessons, best practices or recommendations from previous emergencies or exercises into the implementation plan; and finally, communicate the revised or updated implementation plan to all stakeholders and secure their commitment and support for its implementation.
Actions:
| Task | Responsible | Possible methods |
| Risk Assessment to check and identify potential hazards, vulnerabilities, and specific risks that the company may face from employees (including employees with disabilities point of view) – external and internal (natural disasters, fires, chemical spills, cybersecurity threats, etc.). | Emergency Preparedness Management Team; company management | Involve people with disabilities
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| Update information about specific employees needs, those needs which have to be taken into account in connection with any emergency situation
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Emergency Preparedness Management Team; company management |
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| Update Contact Information | Emergency Preparedness Management Team; company management | You have to ensure that all contact information for employees, emergency services, and relevant external bodies (e.g., hospitals, fire departments) is up to date. |
| Update the system of communication in emergency situation to quickly share information to all employees in case of an emergency situation | Emergency Preparedness Management Team; company management | Involve people with disabilities |
| Review Evacuation Plans and Escape Routes | Emergency Preparedness Management Team; company management |
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| Emergency Supplies and Equipment | Emergency Preparedness Management Team; company management |
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| Train Employees. All the employees should be familiar with the emergency preparedness plan according to their role which is settled in the plan. The should be aware of how to respond to different types of emergencies and how to assist people with disabilities | Emergency Preparedness Management Team; company management | Involve people with disabilities |
Material available:
Available material can be downloaded with the PRODIGY Toolbox |
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Recommended resources:
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Step 2: Assign new financial mechanisms and resources to the updated strategy & implementation plan
Objectives:
In a scenario where an existing emergency preparedness plan needs updating, employers should consider allocating adequate finances and resources. By doing so, the plan can be enhanced to establish an even more accessible and inclusive workplace, providing comprehensive support to disabled individuals during emergencies. The additional funding will enable the creation of personalized evacuation strategies, improved accessibility in facilities, specialized training, and tailored accommodations. This will lead to a more inclusive and well-prepared environment for all employees. It is also worth noting that many European countries offer financial support schemes for companies that employ disabled individuals, further incentivizing the updating of the plan to promote inclusivity and safety.
For those seeking to secure funding for an emergency preparedness plan that accommodates individuals with disabilities, there are a variety of potential sources available. Here are some options to consider:
- Government Grants and Subsidies: Many governments and local authorities offer grants, subsidies, or financial support programs specifically aimed at promoting inclusivity and accessibility in the workplace. These programs may provide funding for training, infrastructure improvements, and equipment necessary for emergency preparedness.
- Corporate Social Responsibility (CSR) Initiatives: Some companies allocate a portion of their budget to CSR initiatives, including projects that focus on diversity, equity, and inclusion. Such initiatives may align with the company’s values and mission, making it more likely to allocate funds for inclusive emergency preparedness.
- Nonprofit Organizations and Foundations: There are nonprofit organizations and foundations that support disability inclusion and emergency preparedness efforts. These entities may offer grants or sponsor projects that align with their mission and objectives.
- Partnerships and Sponsorships: Collaboration with other companies, disability organizations, or local community groups can lead to shared funding opportunities. Partnerships can help leverage resources and funding from multiple sources.
- Tax Incentives and Benefits: In some regions, there might be tax incentives or benefits for companies that invest in disability inclusion and accessibility projects. These incentives can help offset the costs associated with implementing an emergency preparedness plan.
- Employee Giving Programs: Such programs are a way for companies to encourage their employees to donate to various charitable causes. These programs often include initiatives that focus on disability inclusion. Some companies even offer matching programs, which means that they will match the donations made by their employees. This can greatly increase the impact of employee donations and help to support important causes.
- Budget Reallocation: Companies can consider reallocating a portion of their existing budget to prioritize disability inclusion and emergency preparedness. By recognizing the importance of this aspect, funds can be redirected to support the initiative.
When seeking financing for the project, it’s essential to clearly outline the project’s goals, expected outcomes, and the positive impact it will have on both the company and the community. Demonstrating the project’s alignment with the organization’s values and long-term benefits can be influential in securing funding from various sources.
The European Structural and Investment Funds (ESIF) serve as the primary financial tools in the EU’s efforts to enhance economic and social cohesion. They aid in promoting social inclusion for the most disadvantaged individuals, including those with disabilities. (https://commission.europa.eu/funding-tenders/find-funding/funding-management-mode/2014-2020-european-structural-and-investment-funds_en ). In 2014-2020, the European Structural and Investment Funds (ESI Funds) unleashed a total investment of €731 billion, of which €535 billion was funded by the EU. More than 4 million small and medium businesses (SMEs) were supported. ESI Funds were also at the frontline of the support to Member States and Regions to face the COVID-19 pandemic and its economic impact. (https://ec.europa.eu/commission/presscorner/detail/en/ip_23_389 ) To learn more on how to apply for such funding, visit https://ec.europa.eu/regional_policy/funding/accessing-funds_en
Actions:
Τhe availability of specific financing programs may vary depending on the region, country, and local policies. Therefore, it is advisable for employers to conduct thorough research and engage with financial institutions, industry associations, and government agencies to identify the most suitable options for their specific strategy.
| Task | Responsible | Possible methods |
| Contact local disability organizations | HR department or any person designated to assist disabled coworkers | Run a detailed Internet Research for your region or use the provided list of national associations |
| Inform yourself, which governmental organizations are responsible for people with disabilities in your region | CEO or HR department or any person designated to assist disabled coworkers | Internet Research |
| Check your Corporate Social Responsibility Statement | HR department or any person designated to assist disabled coworkers | Is there an allocated budget for inclusive initiatives? |
| Start a campaign to acquire Partnerships and Sponsorships | Marketing Department | Strategy, Plan, Execute, Evaluate |
| Contact your accountant or tax consultant | Financial Department | Ask for Tax Incentives and Benefits related to disability inclusion |
| Start an Employee Giving Programs | Marketing or HR Department | Strategy, Plan, Execute, Evaluate |
| Evaluate a possible Budget Reallocation | Financial Department | Management Decision making |
| Evaluate the possibility of EU funding | General Management or Financial Department | Apply by following the instructions for applications |
| Material available:
List of national associations for people with disabilities Available material can be downloaded with the PRODIGY Toolbox |
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| Recommended resources: | ||
Step 3: Develop the final strategy and the implementation plan
Objectives:
Objective 1: Consolidate all the proposed enhancements and revisions into a cohesive and integrated plan.
To achieve the goal of a comprehensive and effective Emergency Preparedness Plan, it is essential to consolidate all the proposed enhancements and revisions into a cohesive and integrated framework. This objective entails carefully reviewing each suggested improvement, analysing its potential impact, and seamlessly integrating it into the existing plan. By harmonizing the various updates, the plan becomes a unified and coherent strategy, ensuring that all elements work together seamlessly during emergencies.
During the consolidation process, the Emergency Preparedness Management Team collaborates closely, facilitating discussions and brainstorming sessions to align different perspectives and ideas. Through this collaborative effort, redundancies are eliminated, and gaps in the plan are filled, creating a more robust and streamlined strategy. The final result is a singular plan that incorporates the collective knowledge and expertise of all involved stakeholders, strengthening the overall emergency response capabilities of the organization or community.
Objective 2: Ensure alignment with relevant policies, regulations, and best practices in emergency management.
A critical objective during the update of the Emergency Preparedness Plan is to ensure alignment with pertinent policies, regulations, and best practices in emergency management. This involves evaluating the plan against national and international guidelines, local laws, and industry standards. Compliance with these regulations not only enhances the plan’s credibility and acceptance but also ensures a legally sound and ethical approach to emergency preparedness.
To achieve this objective, the team responsible for updating the plan conducts thorough research, referencing reputable sources and guidelines from emergency management organizations. They assess the plan’s content, procedures, and protocols against the latest developments and evolving best practices in the field. Any deviations or shortcomings are identified and addressed, resulting in a plan that adheres to the highest standards of emergency management.
Actions:
Step 4: Define how to execute and monitor the implementation plan
Objectives:
Objective 1: Familiarize stakeholders with the updated implementation plan through effective public awareness campaigns and clear communication channels.
As part of the implementation phase, the Emergency Preparedness Management Team aims to ensure that stakeholders are well-acquainted with the revised plan. This objective involves launching targeted public awareness campaigns and establishing transparent communication channels. By disseminating information through accessible mediums and engaging with the community, the team strives to promote a shared understanding of the plan’s key components, procedures, and objectives.
Through open dialogues, workshops, and informational materials, stakeholders gain insights into their roles and responsibilities during emergencies. By fostering a sense of ownership and comprehension, the plan’s effectiveness is heightened, ensuring a coordinated response that caters to the needs of diverse individuals, including those with disabilities.
Objective 2: Maintain resources and equipment to ensure readiness, while regularly testing, monitoring, and updating response strategies.
A crucial aspect of the updated plan is the ongoing maintenance and readiness of resources and equipment. This objective entails regular assessments of available resources, such as medical supplies, communication tools, and accessibility aids. By conducting periodic tests, monitoring exercises, and updates, the Emergency Preparedness Management Team ensures that all components are in optimal condition and aligned with evolving requirements.
Consistent testing and monitoring contribute to the plan’s reliability, enabling quick adaptations and improvements in response to changing circumstances. By proactively addressing any equipment or resource gaps, the plan remains agile and effective, especially in catering to the needs of individuals with disabilities during emergencies.
Objective 3: Implement effective incident management and comprehensive record-keeping processes to enhance accountability and learning.
An essential facet of emergency preparedness is proficient incident management and thorough record-keeping. This objective involves establishing streamlined procedures for incident response and documentation. By effectively managing incidents, the team ensures a well-coordinated and timely response that safeguards lives and property, while prioritizing the needs of individuals with disabilities.
Additionally, comprehensive record-keeping facilitates post-incident analysis, enabling the team to learn from experiences and continually improve the plan. By identifying successful strategies and areas for enhancement, the plan evolves over time, becoming more adaptive and finely tuned to the community’s requirements.
In conclusion, these objectives focus on stakeholder engagement, ongoing plan maintenance, and comprehensive risk management. By familiarizing stakeholders with the plan, maintaining resources and equipment, and implementing effective incident management, the updated Emergency Preparedness Plan becomes a dynamic and resilient tool, capable of catering to diverse needs and ensuring the safety and well-being of all community members, including those with disabilities.
Actions:
| Task | Responsible | Possible methods |
| Familiarize stakeholders with the updated implementation plan through effective public awareness campaigns and clear communication channels. | Emergency Preparedness Management Team together with Communication team | Collaborative workshops and dissemination and exploitation activities involving stakeholders and relevant public actors. |
| Maintain resources and equipment to ensure readiness, while regularly testing, monitoring, and updating response strategies. | Resource Management and Maintenance Team | Conduct routine equipment inspections and maintenance checks to ensure operational readiness and identify potential issues. |
| Implement effective incident management and comprehensive record-keeping processes to enhance accountability and learning. | Emergency Preparedness Management Team | Conduct regular tests and simulations to test incident response protocols and identify areas for improvement. |
Material available:
Available material can be downloaded with the PRODIGY Toolbox |
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Recommended resources:
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Considerations towards implementation of Phase 3
Phase 3 involves updating the Implementation plan and requires careful consideration to ensure successful implementation. Several key factors must be taken into account to enhance the plan’s effectiveness and responsiveness.
First and foremost, stakeholder engagement is essential. Involving all relevant parties, including emergency response agencies, community members, and other key partners, fosters a collaborative approach and ensures diverse perspectives are considered. Stakeholder input is invaluable in refining the plan to align with the specific needs and challenges of the organization or community.
Resource allocation is another critical consideration. Adequate resources, including financial and human resources, must be assigned to support the plan’s execution. Adequate funding and skilled personnel are crucial for effectively implementing the plan’s strategies and ensuring smooth emergency response operations.
Flexibility is paramount. The plan must be adaptable to evolving circumstances and dynamic emergency scenarios. Building flexibility into the plan enables it to respond promptly to new threats and challenges, incorporating lessons learned from previous incidents.
Furthermore, clear communication and training are critical considerations. Effective communication ensures that all stakeholders are aware of their roles and responsibilities during emergencies. Comprehensive training programs empower personnel with the necessary skills to execute the plan efficiently.
Lastly, continuous improvement should be emphasized. By capturing lessons learned from real incidents and exercises, the plan can be regularly updated and refined. Encouraging a culture of continuous improvement ensures that the plan remains relevant and effective over time.
In conclusion, careful consideration of stakeholder engagement, resource allocation, flexibility, risk assessment, communication, training, and continuous improvement is vital in the implementation of Phase 3. By addressing these factors, the updated Implementation plan becomes a robust and adaptive strategy, effectively safeguarding lives and property during emergencies, and bolstering the overall preparedness and response capabilities of the organization or community.