TECHNICAL

RESPONSE
PLANNING

A Step-by-Step Guide:
Be Prepared for Your Next Incident

Response Plans arent created for

IF an emergency happen...but for WHEN an emergency happens.

Why PREPARE?
It often takes years to build a solid, profitable company, but it only takes minutes to dismantle it.
Companies can encounter environmental, man-made, or technology-related threats at any given time,
often without warning. If your company has experienced an incident, something or someone was affected.
The faster an effective response can be initiated and effectively carried out, the less chance that an
incident will escalate and adversely impact the facility, employees, the environment, and the overall
company. Worksites can be exposed to accidents, natural disasters, and unfortunately, intentional harm.
When companies prioritize preparedness and commit to protecting valuable resources, processes can be
put in place to counteract potential risks, hazards, and operational threats.
Companies must comply with regulations or face multiple consequences. Every month, audits and
enforcement mandates are issued from federal and state regulatory agencies. Costly non-compliance
fines continually result from the lack of implemented, thorough, or effective preparedness planning and
regulatory compliance programs. Every scenario or non-compliance element has the capacity to
negatively impact a companys overall financial performance and reputation.

Are You PLANNING to Stay in Business?

After an incident, companies must focus their efforts on either instituting an original plan or bolstering their
current preparedness and response program. Incorporating lessons learned, mitigation, planning,
advanced technologies, streamlined communication, inclusive collaboration, targeted training, and goaloriented exercises, empowers companies with the ability to improve incident response to emergencies
and business interruption issues.
To counteract deficiencies, the four main elements of emergency management should be reviewed for
site-specific applicability and become ingrained in the corporate culture. The four elements are:
Mitigate hazards and risks, and incorporate lessons learned
Prepare for scenarios that cannot be fully mitigated
Respond effectively to emergencies
Recover from emergencies and restore to pre-emergency condition.

STEP 1: Mitigate
It is imperative to understand and address the defining moments, actions, intentions, and perceptions
surrounding your recent incident. Response evaluations from employees, responders, and industry
counterparts can identify lessons learned, revealing potential mitigation opportunities. Utilizing a
lessons learned approach, in conjunction with a corporate level commitment to preparedness, can result
in improved response capabilities and lesser impact from disasters. Below is a sampling of questions that
may assist in identifying potential mitigation measures:
Discovery
Was the incident or impending threat discovered in a timely manner?
Could it have been detected earlier? How?
Are instruments or procedures available that might aid in earlier discovery of the incident?
Initial Assessment
Was the problem or potential threat assessed correctly?
Was information available on potential variables (winds, water currents, flooded streets, etc)?
Was the information provided adequate for an effective response, or was more information
necessary?
Notifications
Was your incident
Were proper procedures followed in notifying on site personnel,
management, responders or contractors, and/or government
response slowed by
agencies?
inaccurate contact
Were notifications prompt? If not, what was the reason?
information?
Were contact numbers up-to-date?
Response Mobilization
- TRPs notification
Was mobilization prompt?
verification tool allows
Could the response time improve? How?
Were employees and responders mobilized effectively?
individuals to verify their
Were mobilization communication techniques appropriate?
own data!
Should new technologies be evaluated?
Response Strategy
Was the response plan accessible and was there version confusion?
Were response procedures and responsibilities understood and flexible to unexpected events?
Did the plan and associated procedures utilize accurate site-specific information?
Was the initial strategy for the response to this incident effective?
How did the strategy evolve and change during the incident and how were these changes
implemented?
Response Resources
Were resources effective for handling the incident?
Were additional resources necessary and available?
What additional resources would have been useful?
Do you have adequate knowledge of resource availability?
Command Structure
Who was initially in charge of the response?
Was the command structure set up effectively?
Was this different than in the response plan? Why?
How did the command structure change with time? Why?
What changes would have been useful?
Was there adequate real time monitoring of the incident?
Were communications adequate?
Was support from response teams and/or department managers adequate? Prompt?
Should additional procedures be developed to handle such incidents?
Is current preparedness planning and training effective?

STEP 2: Prepare for Scenarios that Cannot be Fully Mitigated

Once mitigation efforts have been optimized for implementation, there may be site-specific elements
regarding location, operations, and response efforts that cannot be altered. In this case, specific safety
processes and response procedures must be developed for each hazard and associated risks in order to
minimize potential impacts. The response planning process should incorporate the following:
Form a Collaborative Team
Engage essential personnel in the planning process to identify planning gaps, response
capabilities, and necessary internal and external resources for an improved response.
A core planning team typically includes an emergency manager or security manager, a hazard
mitigation expert, local jurisdictions, and any additional available planning experts
Re-evaluate Hazards and Risks
Perform a vulnerability assessment for the purposes of determining priorities, and developing
processes and procedures. Understanding the consequences of a potential incident can help
prioritize resources and response efforts.
Assess local jurisdictions planning framework to highlight geographical threats.
Examine potential facility hazards and risks:
o Natural Hazards
o Technological Hazards
o Chemical Hazards
o Infrastructure Hazards
o Human Hazards

Image provided by: www.ready.gov/risk-assessment

Determine Goals and Objectives

Specify desired operational priorities for emergency responders, employees, and facility, and
define a success for each operation.
Clearly indicate the desired result, goal or objective of the overall response.

Plan Development
Planners should consider requirements, goals, and objectives to develop at least two actionable
response options for each potential scenario and the previous incident.
Match available resources to requirements, response obligations, and assignments. This can
identify internal response shortfalls that require external capabilities and additional response
assistance.
Planners should identify the information and intelligence necessary to drive decision-making and
trigger critical response actions.

Utilizing TRPs web-based

planning system results in
reduced plan maintenance and
administrative efforts, thereby
improving regulatory
compliance and reducing
associated costs.

Plan Preparation, Review, and Implementation

As the planning team works through successive drafts,

participants should add necessary supporting information,
graphics, and/or photos, taking note to comply with local, state
and federal regulations.

Planning reviews should include an internal and external

contact verification process, a regulatory compliance audit,
updated operational or infrastructure changes, and training on
new/additional roles and responsibilities.

A combination of training events, exercises, and realworld incidents determine whether the goals, objectives,
decisions, actions, and timing outlined in the plan can lead to a
successful and effective response. A plan review should follow
each element..

The planning team should arrange for response plan

access to appropriate stakeholders. A secured, password
protected web-based system enables every member of your
team to quickly locate and navigate your response plans,
reducing your incident response time.

Plan Maintenance, Approval and Annual Review

Planning is a continuous process. Plans should evolve as lessons are learned, new information
and insights are obtained, and priorities are updated. Utilizing a web-based, database driven
planning system allows for simple edits and access from multiple locations, allowing for a
comprehensive review, despite location of participating parties.
Senior management and associated regulatory agencies typically grant plan approvals. The
planner should maintain a record of the individuals/ organizations that received access or copies
of the plan. When printing, be sure to identify the plan version to eliminate version confusion.
Planning teams should establish process for reviewing and revising the plan. The response plan
should be reviewed annually, at a minimum. The planning review cycle typically corresponds to
regulatory requirements; however, internal corporate policy may dictate multiple reviews
throughout a calendar year.
Whether plans are mandated by corporate policy or regulatory agencies, a widely accessible emergency
response plan can maximize efficiency and minimize impacts of an emergency on employees, the
environment, and infrastructure. Incorporating TRPs enterprise-wide emergency management system
can maximize efforts, minimize maintenance costs, and allow for a streamlined and familiar response
process.

STEP 3: Respond Effectively

The more diligent a company can prepare its employees for a potential emergency, the more effective its
response. Competency in emergency response procedures is necessary in order to minimize impacts and
avoid the onset of panic in a crisis situation. The most effective reactions come in the form of a
trained response. Response plans should be intuitive and be used as a guide for an effective response.
If you experienced a recent incident, the following processes should be evaluated to ensure optimal
response procedures, effective training, and applicable exercises are implemented.
Initial Response Actions
Despite the type of operation, employees should be trained in response measures appropriate for their
response role. Unless specifically certified, most initial responders are trained to respond in a defensive
fashion. Their function is to prevent exposures, and respond from a safe distance in order to minimize the
potential for the incident to expand. Employees, who may be exposed to hazardous substances, including
hazardous waste, are required to be Hazardous Waste Operations and Emergency Response Standard
(HAZWOPER) certified.

Basic initial response actions include, but are not limited to:
Warn others in the immediate area by word of mouth and/or activate local alarms.
Take immediate personal protective measures (PPE, move to safe location, etc.).
Report the emergency to 9-1-1 or Security, depending on company policy.
If consistent with level of training, implement response actions (process shutdowns, activate fire
protection systems, eliminate potential ignition sources, etc.)

Initial Notifications
The notification process begins upon discovery of an emergency situation. Be sure to identify the
preferred method of the notification (telephone, radio, alarm, etc). Pertinent and updated emergency
contact numbers should be listed in the plan and verified. Initial notifications should include, but not
limited to:
Incident location
Type of event (fire, explosion, etc.)
Any casualties or injured parties
After an initial communication, supervisors should verify observations, on-scene facts, and conditions. It is
crucial that all notifications be verified for accuracy. A planning system with a contact verification tool can
greatly improve the accuracy of notifications data.
Emergency Response Organization
The number of personnel required to staff the response organization will depend on the size and
complexity of the incident. Utilizing the Incident Command System flexibility allows a team to expand and
contract, accommodating any initial or evolving tactical or strategic response needs. Maintaining
consistency through standardized positions and responsibilities enables clear, effective, and efficient
incident management.
The Incident Commander is responsible for directing the response activities. The Incident Commander
should assume the duties of all the primary response team positions until the roles can be delegated and
confirmed to other qualified personnel. The Incident Commander responsibilities may include:
Activate the Emergency Response team
Evaluate the severity, potential Impact, safety concerns, and response requirements based on
the initial information provided
Confirm safety aspects at site, including the need for personal protective equipment, sources of
ignition, and potential need for evacuation
Communicate and provide incident briefings to company superiors, as appropriate
Coordinate and ensure additional internal and external notifications
Communicate with Emergency Response Team, as the situation demands
Direct response and cleanup operations
Incident Planning/Documentation
The Planning P is a common emergency management image
that illustrates the model incident management process for one
operational period. If response actions were not effective to your
specific scenario, emergency managers should review the
following and implement in applicable training and exercises:
1. Identify the incidents and initial effects
2. Establish incident objectives
3. Develop the plan to counteract the effects
4. Prepare, disseminate, and exercise the plan
5. Execute, evaluate, and revise the plan
Decision-makers should utilize the Planning P as a guide to
develop Incident Action Plans, meet tactical responses
objectives, and plan essential meetings throughout the incident.

Sustained Response Actions and Recovery

Stabilization is the result of the corrective actions initiated by the Incident Commander and emergency
response personnel. Stabilization includes such actions as initiating proper notifications, alarms and
announcements, personnel evacuation, shut down of systems, obtaining medical assistance, or
conferring with appropriate personnel to develop and implement a course of action. Effective
communications is the bridge to stabilization
Recovery begins once the affected area is stabilized, personnel are evacuated and/or accounted for, and
the situation is under control or stable. Recovery communications includes such actions as damage
assessment reporting, interactions with response personnel, removal and disposal of an explosive device
or hazardous material, and verifying the safety of an area prior to reentry. The lines of communications
need to remain open to return to a business as usual level. Communication efforts should be evaluated
following an incident.

Demobilization/Post Incident Review

An incident response is not complete without specific demobilization and post-incident review procedures.
Demobilization guidelines provide organized and agreed-to procedures to help facilitate more organized
and expedited return to normal operating conditions, and help to minimize costs by standing down
response resources in a timely manner.
Create checklist to demobilize the response
Perform a post-incident review and debriefing
Create lessons learned objectives and update response plan accordingly

STEP 4: Recover and Restore to Pre-Incident Conditions

The recovery and restoration process may take hours, weeks, or months. Decisions and priorities set
early in the recovery process often have a cascading effect on the evolution and speed of restoring
operations to pre-emergency conditions. Recovery outcomes vary based on incident circumstances,
challenges, recovery visions, and priorities. The restoration phase covers the period of time that
personnel return to restored facilities, or permanent alternate facilities, and normal operations are
restored. Restoration includes:
Confirmation of the restoration of primary facilities and infrastructure
Confirmation of staff relocation schedules
Begin relocation to permanent facility
Consolidate and archive incident documentation
Review and update Business Continuity plan based on lessons learned
Return to Business as Usual

Request a Demonstration of TRPs Web-Based Planning Systems

For a more comprehensive understanding of TRPs web-based software solutions and how it
has improved the preparedness level and effectiveness of incident responses of
Fortune 500 companies, contact us to schedule a demonstration.
In one convenient 30-minute phone call, you'll learn how your company can...

Improve incident response

Identify compliance gaps
Quickly update your plans company-wide
Simplify documentation and record keeping
Maximize budgets
Maintain regulatory compliance
Utilize web-based technology to manage plans for multiple locations with ease
And much more

You can turn to Technical Response Planning with confidence to leverage the experience
gained from implementing more than 10,000 response plans!
Request your FREE demonstration of TRPs Web-Based Planning System now by phone or
email. Take this important step! Respond to prepare, so that you are prepared to respond!

281-955-9600
info@trpcorp.com

www.emergency-response-planning.com

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