Your Role as Staff During Emergency Procedures

Overview

As a staff member, your primary role during emergency procedures is to evacuate safely and help ensure everyone can be accounted for. Understanding your responsibilities helps create a safer workplace for everyone.

Who This Applies To

All staff members, regardless of their role in Reggie® or their position within the organisation.

Your Primary Responsibilities

Before Any Emergency

Maintain accurate check-in status:

• Always ensure you're checked in when on-site
• Use either manual "Check-in" button or automatic check-ins
• Verify your status regularly throughout the day
• Report check-in issues promptly

Stay informed:

• Know your workplace's evacuation procedures
• Understand where your assembly point is located
• Be familiar with multiple exit routes
• Keep emergency contact information current

During Fire Drills or Real Emergencies

Immediate response:

1. Stop all activities immediately when you hear the alarm or receive notification
2. Do not finish what you're doing - leave everything as it is
3. Follow evacuation procedures exactly as trained
4. Move quickly but calmly to your assembly point

What not to do:

• Don't collect personal belongings
• Don't use lifts/elevators
• Don't stop to make phone calls
• Don't assume it's "just a drill"

Supporting the Emergency Response System

Check-in Status Accuracy

Why it matters:

• Fire Marshals use check-in data to know who should be accounted for
• Inaccurate status can lead to unnecessary searches or missed people
• Emergency responders rely on headcount information

Your responsibility:

• Ensure you're checked in if you're on-site
• Check out when you leave, even briefly
• Don't check in if you're working from home or elsewhere
• Manually correct your status if automatic check-ins fail

Responding to Fire Marshals

During headcount:

• Respond immediately when your name is called
• Stay in your designated assembly area until officially dismissed
• Provide clear confirmation of your presence
• Alert Fire Marshals if you know colleagues are missing

If you have information:

• Tell Fire Marshals if you saw someone leave early
• Report if you know someone is working from home today
• Mention if colleagues are in meetings offsite
• Don't assume Fire Marshals already know this information

Special Situations and Your Role

If You're a Visitor Host

When hosting external visitors:

• Ensure visitors have checked in using the QR code system
• Guide visitors during evacuation procedures
• Stay with visitors at the assembly point
• Inform Fire Marshals about visitors you're responsible for

Remember:

• Visitors who haven't checked in won't be on Fire Marshal lists
• You're responsible for visitor safety during emergencies
• Include visitors in your evacuation planning

If You Work Flexible Hours

Early arrivals or late workers:

• Always check in regardless of the time
• Don't assume the building is "closed" for check-ins
• Emergency procedures operate 24/7
• Contact security or facilities if you have access issues

If You Work Across Multiple Sites

When moving between locations:

• Check out of your previous site before leaving
• Check in to your new site when you arrive
• Don't leave yourself checked in to multiple sites
• Verify your status shows the correct current location

If You Have Specific Health Needs

Mobility or health considerations:

• Follow your personal emergency evacuation plan
• Alert Fire Marshals to any assistance you need
• Use designated evacuation equipment if provided
• Don't attempt evacuation methods that aren't safe for you

Medication or equipment needs:

• If safe to do so, take essential medication during evacuation
• Don't risk your safety for non-essential items
• Inform Fire Marshals of any ongoing medical needs
• Have emergency contacts readily available

Communication During Emergencies

With Fire Marshals

Be helpful and cooperative:

• Answer questions clearly and honestly
• Provide information about missing colleagues if you have it
• Don't speculate or guess about others' whereabouts
• Follow instructions promptly

If you're contacted during evacuation:

• Answer your phone if Fire Marshals call you
• Confirm your location and status
• Follow any instructions given
• Don't hang up until dismissed

With Colleagues

Support others during evacuation:

• Help colleagues who may be confused or distressed
• Don't leave anyone behind unless instructed to evacuate immediately
• Alert others who may not have heard the alarm
• Stay together as a team when possible

Avoid spreading misinformation:

• Don't speculate about the cause of the alarm
• Don't share unconfirmed information
• Direct questions to Fire Marshals
• Focus on following procedures rather than discussing the situation

With External Contacts

During business calls or meetings:

• End calls immediately when evacuation begins
• Briefly explain you're responding to an emergency alarm
• Don't continue calls during evacuation
• Reschedule after the emergency is resolved

Technology and Emergency Procedures

Using Reggie® During Emergencies

What you should do:

• Check your status if safe and quick to do so
• Don't spend time trying to correct check-in issues during evacuation
• Focus on physical safety first
• Report technical issues after the emergency

What Fire Marshals handle:

• They can see your check-in status from their devices
• They manage the overall headcount process
• They can call you if needed
• They handle all drill administration

If Technology Fails

Backup procedures:

• Fire safety doesn't rely entirely on Reggie®
• Manual headcount procedures are always available
• Follow standard evacuation procedures regardless of app status

After Emergency Procedures

Immediate Responsibilities

Following the all-clear:

• Wait for official permission before re-entering
• Return to normal activities only when instructed
• Don't re-enter restricted areas
• Resume work in an orderly manner

If you were marked absent:

• Find a Fire Marshal to confirm your presence
• Explain any discrepancies in the headcount
• Help correct records for future reference
• Don't assume the issue will resolve itself

Providing Feedback

Help improve safety procedures:

• Report any evacuation route problems you encountered
• Mention if you found signage unclear
• Suggest improvements to assembly point arrangements
• Share feedback about notification systems

Technical feedback:

• Report Reggie® issues to your Site Administrator
• Mention if check-in status was incorrect
• Note if you didn't receive expected notifications
• Help identify system improvements

Building a Safety Culture

Leading by Example

Demonstrate good practices:

• Take all drills seriously, even frequent ones
• Follow procedures completely every time
• Help newer staff understand their responsibilities
• Maintain accurate check-in habits daily

Encourage others:

• Remind colleagues to check their status
• Share the importance of accurate check-ins
• Support colleagues during evacuations
• Promote emergency preparedness discussions

Continuous Improvement

Stay engaged with safety:

• Attend safety training sessions
• Learn about updates to procedures
• Practice evacuation routes occasionally
• Understand your role in workplace safety

Report safety concerns:

• Mention blocked fire exits or faulty alarms
• Report issues with assembly point accessibility
• Suggest improvements to emergency procedures
• Help maintain a safe work environment

Emergency vs Business Continuity

During Real Emergencies

Your priorities:

1. Personal safety - Get yourself to safety first
2. Helping others - Assist colleagues as safe to do so
3. Following procedures - Support emergency response efforts
4. Accounting - Ensure you can be found and counted

Not priorities during emergencies:

• Saving work or data
• Protecting company property
• Continuing business operations
• Managing customer communications

During Fire Drills

Treat them as real emergencies:

• Follow the same procedures exactly
• Don't take shortcuts because it's "just a drill"
• Use drills to practice and improve
• Take timing and procedures seriously

Your Role in Compliance

Legal Requirements

Fire safety compliance:

• Your participation helps meet legal obligations
• Accurate headcounts are required by law
• Emergency procedures protect everyone
• Non-compliance can have serious consequences

Data accuracy:

• Maintaining correct check-in status supports compliance
• Emergency records may be reviewed by authorities
• Your cooperation ensures accurate reporting
• Good data helps improve future safety measures

Remember: Your role as staff is crucial to everyone's safety. By maintaining accurate check-in status, following procedures, and supporting Fire Marshals, you help create a safer workplace for all.