Managing an evacuation

This should include:

• Date
• Time
• Location (mark on site plan if easier)
• How was the incident brought to your attention?
• Brief description of incident

The Fire and Rescue Service will want to know if you believe the building to be clear. (They will not put their people at risk if the building is empty)

Talk to each of the fire wardens and record:

• their name
• the area of the building they are responsible for
• if they believe their area to be clear

Check off the pre-prepared zones on the site plan if easier.

Record details of any missing person, including:

• their name
• last known location

Record the details of any people taken away for treatment, including:

• Name of individual
• Taken to (name of hospital, GP surgery, etc.)
• By? (ambulance, colleague, etc.)

Consider what the needs of any people still onsite may be, and take action to meet these needs. These may include:

• Information
• Food/water
• Shelter
• Toilets
• Keys
• Cash
• Communication with family
• Trauma counselling
• Transport home
• Other

• Identify which areas of the building/site are impacted.
• Assess if the situation/damage get worse.
• Prepare a list of the damage or mark the areas on a plan.
• Pass the information to CPC and arrange for Property services to conduct a detailed damage report.
• Arrange to barrier off any areas which are not safe to approach.
• Inform site staff of the areas which are out of bounds.
• Coordinate a detailed survey through CPC/Property services

• Assess the immediate impact to operations.
• Consider damage to sorting equipment, IT services, vehicles, infrastructure etc.
• Is access to the site compromised?
• Can existing work be reassigned on site or will the business continuity plan need to be implemented?
• Could the situation lead to an extended period of operational disruption, has it significantly impacted the current work plan and could it affect the next shift?
• If support is required to redirect operations or repair the damage ask CPC to coordinate and/or inform the SDL

• Is there potential for liquid spillage or for smoke?
• Could there be damage to the environment offsite?
• Is there fuel loss which may enter the drains?
• Is there water runoff to drains or local water courses?
• Inform CPC if any of the above points could apply and/or if neighbouring sites could be affected.

eEnsure that information is shared in a timely manner with Central Postal Control (CPC), Ops Control (if you work for PFW), your line manager, Group Property & Facilities Solutions Helpdesk and any other relevant business units.

Make a record of:

• contact name
• time called
• name of contact
• advice given / action promised

Request local H&S Representative to help brief on-site personnel.

If you are approached by the media refer them to the Royal Mail Press Office (24×7) on 020 7250 2468.

Make a record of:

• what services required (police, fire, ambulance)
• time called
• time arrived
• name of the senior officer

Note: The Emergency Services may want to know the location of your gas/electricity isolation points, etc. These should be listed in your unit plan and marked on your site/building layout plan.

During an incident, access to site should be controlled. If people with a right of access (eg. contractors and regulatory personnel such as environment agency and H&S executives) arrive on site:

• Brief them upon arrival; 

• Arrange for them to be accompanied; and

• Inform CPC of their arrival.