How to create and implement an Emergency Response Plan for your construction site

The Occupational Health and Safety Act and Construction Regulations 29 require that the principal contractor prepare a plan to deal with emergencies which may arise on a project. This article will assist contractors in developing this plan.

Emergency planning demonstrates an organisation’s commitment to protecting the safety of employees and increases the organisation’s safety awareness.

The Emergency Response Plan should contain answers to the following:

• What are the hazards and risks of the project?
• What and how to do in the event of an emergency?
• What preparations should be made for potential and unexpected incidents at the workplace?

The size and complexity of the projects, as well as the access and location need to be considered when planning for emergencies. It is therefore recommended that the contractor appoint an emergency coordinator to develop the Emergency Response Plan.

How to develop the Plan

Planning should ideally begin before any work commences on the project. Although there may be little time between the award of the contract and the start of the project, a good emergency response plan can be generic and with some minor changes, can be easily adapted and implemented.

Development should include the following considerations:

1) Hazard identification/assessment.

2) Emergency resources.

3) Communication systems.

4) Administration of the Plan.

5) Emergency response procedure.

6) Communication of the procedure.

7) Debriefing and post-traumatic stress procedure.

Hazard Identification/Assessment

The process of hazard identification and assessment involves a comprehensive review that includes, but is not limited to the following:

• Transportation, materials handling, equipment or product installation, temporary structures and material storage.
• Environmental concerns.
• Consultation with the client regarding potential hazards when working in or adjacent to operating facilities.
• Resources such as material safety data sheets (MSDSs) to determine potential hazards from on-site materials.
• Proximity to traffic and public ways.

Because construction sites are often fast-changing, the process of hazard assessment must be ongoing to accommodate the continuously changing project. Once hazards are identified, the next step is to assess the potential risk involved in each. For each hazard identified, ask:

• What can go wrong?

• What are the consequences?

For each potential hazard, it is important to identify the resources necessary for an appropriate emergency response. For the different scenarios in construction, a simple analysis using the experience of the staff involved in the project is recommended.

Emergency Resources

It is important to identify which resources are available and plan to procure sufficient quantities of all necessary resources. The most important resource for most projects will be the local emergency services, fire services, ambulance services and police. It is vital to engage with them and discuss your specific needs.

Other on-site resources such as fire extinguishers, spills containment equipment and first aid kits must be maintained and clearly identified. Construction equipment may be included among potential emergency resources. Personnel, especially on-site medical staff or workers trained in first aid, should be included in the Plan.

There may be situations where outside resources are so far away that an adequate response is not possible. In these situations, resources may have to be obtained and kept on-site. Examples would include fire protection or first aid resources in remote areas. Whatever the situation may be, people, equipment, facilities, and materials are needed for an emergency response. These resources must be identified and sourced in advance. Moreover, the people supplying these resources must be made aware of their role in the Plan.

Communication Systems

A communications system that can relay information quickly and accurately is key to an effective emergency response.  Reliable communication equipment must be used. Procedures must be developed and staff must be trained. It is recommended to have a backup system in case the system is rendered useless by the emergency. For example, telephone lines may be cut.

The type and location of emergency communication must be posted at the project entrance, in offices, on notice boards and in change rooms. This will include important telephone numbers, a list of site personnel with cellular phones or portable radios, and any other available equipment. Emergency phone numbers and the site address/location should be posted next to all site phones and on notice boards across the project.

Administration of the Plan

The task of administering and organising the Plan is critical to its effectiveness. The person entrusted with this task will usually be the person in charge of the emergency response operation. It is their responsibility to ensure that:

•  Everyone clearly understands their roles and responsibilities within the Emergency Response Plan. A chart may be helpful in this regard.

•  Emergency resources, whether people or equipment, are kept at levels that are adequate for the progress of the project.

It is very important to review the Emergency Response Plan on a regular basis and especially after an emergency has occurred. Changes may be necessary as deficiencies become apparent.

Emergency Response Procedure

An emergency can be reported from various sources—a worker on site, an outside agency or the public. Remember that circumstances may change during an emergency. Therefore, ensure that the contingency plan procedure is suitable.

The following list covers basic actions to take in an emergency. These steps apply to almost any emergency and should be followed in sequence.

• Stay calm.

• Assess the situation.

• Take command.

• Provide protection.

• Aid and manage.

• Maintain contact.

• Guide emergency services.

Stay calm – Your example can influence others and thereby aid the emergency response.

Assess the situation. Determine what happened and what the emergency is. Look at the big picture. What has happened to whom and what will continue to happen if no action is taken? Try to identify the cause that must be controlled to eliminate immediate, ongoing or further danger.

Take command – The most senior person or the emergency coordinator on the scene should take charge and call, or delegate someone to call, emergency services and explain the situation. Assign tasks for controlling the emergency. These actions also help to maintain order and prevent panic.

Provide protection – Eliminate further losses, safeguard the area and manage the energy source involved in the emergency. Protect victims, equipment, materials, environment and the accident scene from continuing damage or further hazards. Divert traffic where possible, extinguish the fire, prevent objects from falling, shut down equipment or utilities, and take other necessary actions.

Aid and manage – Provide first aid or help those already doing so.  Manage personnel at the scene and organise the workforce for both a headcount and emergency assignments. Direct all workers to a safe location or emergency evaluation post. This makes it easier to identify who is missing, control panic and assign people to emergency duties. Dispatch personnel to guide emergency services on arrival.

Maintain contact – Keep emergency services informed of the situation, alert management and keep them informed. Exercise increasing control over the emergency until immediate hazards are controlled or eliminated and causes can be identified.

Guide emergency services – Meet services on site, lead them to the emergency scene and explain ongoing and potential hazards and causes, if known.

Communication of the Plan

To be effective, an Emergency Response Plan must be clearly communicated to all site personnel. The following activities should be considered:

• Review the Plan with new site subcontractors and new workers to ensure that it adequately covers their activities.

• Review the Plan with suppliers to ensure that it covers any hazards that the storage or delivery of their materials might create.

• Review new work areas in operating plants with the owner/client to ensure that new hazards are identified and covered in the procedure.

• Review the Plan with the Joint Health and Safety Committee or Health and Safety Representative on a regular basis to address new hazards or significant changes in site conditions.

• Post the Plan in locations that are easily accessible by all relevant stakeholders.

The Emergency Response Plan for a construction project must be continually reviewed and revised to meet changing conditions.

Debriefing and Post-Traumatic Stress Procedure

The recovery process, or what happens after the emergency response has been completed is a critical step in the Plan.

Emergency tasks may have been undertaken by employees who are not accustomed to dealing with emergencies. Some may have seen fellow workers and friends badly injured and in pain.

Therefore, once the emergency is over, the attitude should not be “Okay, let’s get back to work” or “Let’s go home.” Some of the people involved may need assistance to recover. In some cases, professional counselling may be needed. As part of site emergency planning, construction companies should have measures in place to deal with post-traumatic stress.

Debriefing is necessary to review how well the Plan worked in the emergency and to correct any deficiencies that were identified. Debriefing is critical to the success of future emergency response planning.

It should be stressed that provision must be made for the training of both individuals and teams if they are expected to perform adequately in an emergency. The Plan should be revised when shortcomings become known and should be reviewed annually.

Neil Enslin

Head: Occupational Health and Safety

Source:

Occupational Health and Safety Act and its Regulations

https://www.ihsa.ca/pdfs/products/id/b030.pdf

MBSA OHS Construction Health and Safety Manual