Be Prepared: The Role of SOPs in Emergency Response

By Pat Muller, Ready 2 Respond Instructor

When a water damage emergency strikes, every minute counts. That’s why having a clear set of Standard Operating Procedures (SOPs) is crucial for quick and effective response.

SOPs improve overall efficiency – reducing time wasted and determining the right processes for first responders to take action with a sense of urgency and purpose. A defined step-by-step process also reduces the risk of accidents and injuries by providing clear instructions for safety.

Emergency SOPs for facilities should cover all aspects of prevention, response, and recovery, including:

• Detailed roles and responsibilities for team members covering specific tasks, such as shutting off utilities and salvaging valuable assets
• Hands-on training plan for facilities staff that teaches safety hazard identification, proper equipment usage, and mold and mildew prevention
• Equipment inventory outlining availability and storage locations for all equipment (airmovers, dehumidifiers, air filtration units), PPE, and cleaning and disinfecting agents
• Documentation systems that track water mitigation tasks performed, tools used, contact information, maps, safety protocols, and outcomes
• Clear communication channels – both internal and external – to keep team members informed throughout the process, including alternative methods for when phone or internet services are unavailable
• Preventative maintenance measures to limit potential damage, including regular HVAC system checks, roof inspections, and moisture detection sensor installation
• Quality control measures to gather honest feedback from facilities staff, other internal key stakeholders, and ideally, a third-party source

Having SOPs in place is a winning proposition for proper facilities planning and emergency preparedness. Conversely, not establishing SOPs can lead to a slower response, more downtime, and dire consequences, such as mold and mildew, lost business, and occupant health hazards.

For more insights on creating a comprehensive emergency response plan, check out our article in Facilities Management Journal. For help with a customized third-party assessment from experts who can guide you through this process, contact the R2R team.