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Answering the “Who” of Your Property’s Emergency Plan

 Key questions in developing an emergency management plan for your property include the basics—who, what, where, when, why, and how.  While each question—and its answers—is equally important, here are some of the key factors to consider when looking at the “who” of your emergency plan.
 Who will develop the plan?  An initial step might be the formation of an executive-level committee within the property to help establish the emergency plan. This executive-level committee may include all department heads in addition to the general manager, assistant managers, and resident manager. In a small property, such a committee could include the owner and/or manager and at least one or two additional key personnel.
 Who will be in charge during an emergency? The general manager or manager on duty may seem to be the logical answer to this question, but you also need to answer a second question: what is the order of command to cover situations when the top members of management may be unable to assume leadership roles?
 Who has relevant skills? Another critical element in the development of an emergency response plan is the assessment of the property’s personnel. Inventory the skills of staff members and find out whether any employees are certified in first aid, lifesaving (water rescue), or cardiopulmonary resuscitation (CPR); or skilled in carpentry, electrical work, plumbing, mechanical work, or food preparation under emergency conditions (for example, preparing food over a wood fire).
 Who is available?  Emergency program planners may ask themselves various questions about the possible circumstances that may be faced at the hotel or motel during an emergency.  What staff will be available if a natural disaster involved the whole community? How many of the staff will be able to reach the hotel or motel? Will it be possible for staff members with special skills to reach the hotel or motel? What is the on-site alternative if skilled staff persons are unable to reach the property? Is there a plan for handling an emergency when only one key staff member is on duty?
 Who’s on your team? As a result of thinking about such questions, management can then consider the formation of an emergency response team. Generally, the composition of an emergency response team will vary according to the nature of the emergency. Management should consider staff and material needs on an emergency-to-emergency basis.
 Who speaks for the property?  It should be clearly explained to all staff members that there is a single designated spokesperson for the hotel or motel. All employees should understand that they are not to talk to reporters or camera operators.
 Who will receive training?  How will all members of the staff be trained in their individual roles in implementing the emergency action plan? Investigate first aid, CPR, lifesaving, and emergency response training opportunities within the community. Do not limit the training to management and supervisory personnel. The more trained staff present, the more likely an effective response will be provided in an emergency.
 Depending on your property’s circumstances, you may have other “who” questions as you develop your emergency plan.  For more ideas on questions and answers to consider as you create or revise your property’s emergency planning document, refer to the EI training video, “Planning for Emergencies.”

 Portions of this article were excerpted from chapter 6, “Emergency Management and Media Relations,” in the second edition of Security and Loss Prevention Management, by Raymond C. Ellis Jr., and David M. Stipanuk (©1999, Educational Institute of the American Hotel & Lodging Association).