Emergency preparedness meaning: What your building should know

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

What is emergency preparedness?

Emergency preparedness is the process of planning ahead so residents and building teams know how to respond during unexpected events. In Pennsylvania, this can include fires, severe storms, extended power outages, mechanical failures, and incidents that affect access to the property.

A strong plan outlines how information will be shared, where people should go, and which roles need to be filled for a safe and orderly response. The goal is to give residents a clear roadmap before the emergency arrives. Boards should work with their property management teams to shape a plan that aligns with local codes and the building’s layout.
 

Tips for your building

1. Build a plan around real conditions at your property

   The first step is to look closely at the risks that apply to your building. Boards often start by reviewing records of past incidents, maintenance reports, and insurance inspections. This creates a clearer picture of what should be addressed first. A property management team can coordinate building walks and gather documentation to assist with organizing this information so the plan is grounded in real conditions rather than assumptions.
    

2. Create step-by-step instructions that are easy to follow

   A plan can best support your community when it is written in a way residents and staff can easily follow during a stressful moment. Many associations create instructions for building evacuation, sheltering in interior rooms, contacting emergency services, and responding to smoke, water, or equipment concerns. These steps should be written in plain language. Avoid technical terms unless staff members rely on them as part of their training.
    

3. Train your onsite team and board members

   It’s one thing to understand the emergency preparedness plan in theory, but actually walking through different scenarios with your staff and board members will leave you much better prepared. Boards may participate in tabletop discussions that walk through different types of emergencies. Onsite staff may review how to shut off specific equipment or how to guide residents toward safe locations.
   
   Management should establish a clear chain of command and clearly defined roles for staff to minimize confusion during the chaos that usually accompanies an emergency. These sessions can take place during orientation for new staff or as part of annual training. A management partner may coordinate these sessions and help refine the plan based on questions raised during discussion.
    

4. Keep emergency supplies in reliable locations

   Many communities store supplies that support first-response efforts, like first aid kits and backup batteries. Supplies should be stored in secure and easy-to-find areas, such as a designated cabinet in the management office or a locked room near the lobby. Property management teams can help track expiration dates and restock items so new staff members can find them without delay.
    

5. Review building systems that support emergency response

   Mechanical and life safety systems influence how well your community can respond during an incident. Fire alarms, sprinklers, generators, and communication panels all play a role in emergency preparedness. Routine inspections and preventive maintenance help these systems operate as designed. When issues appear, boards may need input from licensed vendors to determine what should be repaired first.
   
   A management partner can help schedule inspections and gather quotes to coordinate follow-up work.
    

6. Update maps and signage

   An emergency plan becomes more useful when all supporting materials stay current. Maps should reflect the building as it exists today, not as it existed years ago. Signage should be easy to read, even from a distance. Reviewing these items during annual planning meetings helps maintain accuracy. When residents can rely on updated information, they understand their building’s layout and know where to go during an urgent situation.
    

7. Work with local emergency responders

   Many communities strengthen their plans by meeting with local fire, police, and emergency management teams. These professionals can point out areas that may benefit from improvements and review potential challenges related to access or evacuation. Their input gives boards a clearer view of how first responders approach buildings during an emergency.
    

8. Review your plan regularly

   A plan should evolve as your building evolves. Renovations that alter your building’s layout or staffing updates that shift roles in an emergency should be incorporated into updated emergency preparedness materials. Resident contact information should be updated often so alerts reach people who need them.

Communicating the plan to everyone in the community

The best emergency plan in the world is useless if no one knows how to follow it. Share the plan with all residents, building staff, management, and board members. Distribute a printed guidebook with evacuation routes, contact information, and responses for any kind of emergency. Reinforce the guide through effective community communication in email or newsletters. Including links to demonstration videos can help residents visualize and better understand the procedures. Post conspicuous reminders in high-traffic areas like the mailroom or valet stand.

Consider creating a building emergency team comprised of board members, staff, building security personnel, and resident volunteers. The role of this team is to lead communication and plan deployment before, during, and after an emergency, as well as to spearhead continued communication efforts to residents throughout the year. The team can conduct regular safety drills if appropriate, and host periodic meetings to share the building’s emergency plan or update residents on any changes to emergency procedures.
 

Have the right insurance coverage before an emergency happens

It’s important to confirm that you have the right insurance coverage for all emergency possibilities, including flooding, fires, earthquakes, tornadoes, and other disasters. This also extends to homeowners. Boards should routinely remind unit owners to purchase their own unit coverage and suggest that all homeowners include loss assessment coverage on their policies. That coverage can provide funds to offset the association’s master policy deductible and cost far less to each homeowner than a special assessment.
 

How a property management company can help

A thoughtful emergency preparedness plan is easier to maintain when an expert management team supports the work behind it. With over 25 years of experience as Pennsylvania’s leading property management company, FirstService Residential can help identify risks early, coordinate with vendors, organize contact information, and develop a clear plan for board members and residents. This level of support helps board members stay focused on their priorities while knowing that essential planning and coordination are handled with care.

Contact FirstService Residential today to learn more.