Creating an Emergency Response Plan: Where to Start

You know you need an emergency response plan. Everyone says you need one. But when you sit down to create it, where do you actually start?

This step-by-step guide will help you build a practical emergency response plan for your organization without getting overwhelmed.

Step 1: Identify Your Most Likely Scenarios

Don't try to plan for everything at once. Start with the most likely emergencies for your organization and location:

Common to Most Organizations:

Medical emergency (heart attack, fall, allergic reaction)
Fire
Severe weather (tornado, hurricane, etc., based on your region)
Utility failure (power outage, gas leak)
Suspicious person or threatening behavior

Consider Your Specific Context:

Are you in a flood zone?
Do you have large gatherings?
Do you serve vulnerable populations?
Are there specific threats you've experienced or been warned about?

Pick 3-5 scenarios to start. You can always add more later.

Step 2: Define Clear Response Procedures

For each scenario, document WHO does WHAT in simple, clear language.

Example: Medical Emergency During Service

Anyone who witnesses: Immediately notify safety team member or staff (how: hand signal, radio, etc.)
Safety team member: Assess situation, call 911 if needed, retrieve AED/first aid kit, provide care
Designated staff person: Meet emergency responders at entrance, guide them to location
Minister/leader: Continue service if possible, maintain calm
After incident: Document what happened, follow up with family, debrief team

Notice: Specific roles, specific actions, specific communication methods. No ambiguity.

Step 3: Establish Communication Protocols

In an emergency, how do people communicate? Figure this out now, not during a crisis.

Internal Communication:

How do you alert your safety team? (radios, group text, hand signals)
How do you communicate with people in different parts of the building?
Who has authority to make emergency decisions?
How do you notify everyone of an evacuation or lockdown?

External Communication:

Who calls 911? (Designate primary and backup)
Who speaks to media if they arrive?
How do you notify families of those affected?
What's your social media policy during emergencies?

Step 4: Assign Roles and Responsibilities

Great plans fail because no one knows it's their job to execute them.

Create a Basic Response Team:

Team Lead: Makes decisions, coordinates response
Medical Response: Handles medical emergencies (first aid/CPR trained)
Building Security: Secures access points, manages evacuation/lockdown
Communication: Calls 911, relays information to team
Children/Vulnerable Populations: Ensures safety of children and those who need assistance

For smaller organizations, people can wear multiple hats. Just make sure everyone knows their role.

Step 5: Map Your Facility

Create or update floor plans showing:

All exits
Emergency equipment locations (AED, fire extinguishers, first aid kits, shut-off valves)
Assembly points for evacuations
Shelter locations for severe weather
Lockdown rooms if applicable

Post these maps in visible locations. Give copies to emergency responders (police, fire) during non-emergency visits.

Step 6: Build Your Emergency Kit

Have basic supplies readily accessible:

Medical:

First aid kit
AED (if you don't have one, budget for one)
Emergency medications for known conditions (if applicable)

Communication:

Two-way radios or backup phones
Emergency contact list (key staff, local police/fire, utility companies)

Supplies:

Flashlights and batteries
Water
Emergency blankets

Step 7: Train Your People

A plan on paper doesn't save lives. Training does.

Essential Training:

All staff and volunteers: Basic awareness of procedures, how to report emergencies
Response team: Detailed training on their specific roles
Medical responders: First aid/CPR/AED certification (renew every 2 years)
Leadership: Decision-making protocols, communication strategies

Run Drills:

Schedule at least one drill per year for each scenario:

Fire evacuation
Severe weather shelter
Medical emergency (tabletop)
Lockdown (if applicable)

Drills reveal gaps in your plan. That's the point.

Step 8: Document Everything Simply

Your plan should be:

Written: In clear, simple language
Accessible: Where people can find it quickly
Brief: People won't read a 50-page document in a crisis

Create Quick Reference Cards:

Laminated one-page cards for each scenario that anyone can follow. Post them in strategic locations.

Step 9: Review and Update Annually

Your plan isn't static. Review it every year and after any incident:

Have contact numbers changed?
Have roles changed?
Did drills reveal problems?
Have new threats emerged?
Have you renovated or changed building layout?

Step 10: Connect with Local Emergency Services

Don't wait for an emergency to build relationships:

Invite local police/fire for facility tours
Share your floor plans and emergency contact list
Ask for their input on your plan
Attend community emergency preparedness meetings

Don't Let Perfect Be the Enemy of Good

The best emergency response plan is the one you actually have and use—not the perfect plan you never finish.

Start with one scenario. Document basic procedures. Train a few people. Run one drill. Then build from there.

Need Professional Help?

We help organizations develop customized emergency response plans that are practical, comprehensive, and actually usable. Contact us for a consultation.