Emergency plan testing: is your workplace really prepared?

In a crisis, seconds matter. That’s why being prepared is so important. For New Zealand workplaces, emergency planning isn’t just good business practice; it’s a legal obligation. Yet many organisations fail to adequately test their emergency plans, leaving staff confused and vulnerable when emergencies strike. So, is your workplace truly ready?

Under the Health and Safety at Work Act 2015 (HSWA), all New Zealand workplaces have a duty to ensure the health and safety of workers and others so far as is reasonably practicable. This includes preparing for emergencies.

Specifically, under Regulation 14 of the Health and Safety at Work (General Risk and Workplace Management) Regulations 201 6, a Person Conducting a Business or Undertaking (PCBU) must:

• Provide emergency plans tailored to the nature of the work and the risks involved.
• Test emergency plans at an appropriate frequency.
• Ensure information, training and instructions are given to relevant workers regarding implementing emergency plans.

The regulations don’t suggest how often plans must be tested, but frequency must be reasonably assessed in line with your risk profile and operations. WorkSafe suggests emergency plans should be tested at least yearly. Though your frequency of testing will depend on your health and safety considerations  For high-risk environments, this might mean quarterly or even monthly drills; for lower-risk office settings, annual testing may suffice, provided the plan is still effective. Staff should be consulted with prior to decisions being made about making changes to your emergency plans.

Best practices for emergency plan testing

Beyond compliance, robust emergency plan testing reflects a commitment to safety. Here’s how to go beyond a tick-box approach:

1. Test all emergency scenarios

Your emergency plan should cover fire, earthquake, flooding, chemical spills, medical emergencies, and security threats and so should your testing schedule. Each scenario requires different responses, evacuation routes, and communication strategies.

2. Vary the conditions

Don’t always test on sunny Tuesday mornings. Emergencies don’t happen on a schedule. Run drills at different times (e.g. during lunch breaks, or at shift changeovers) to test flexibility and real-world response.

3. Involve everyone

Emergency preparedness is a team effort. Ensure all staff – including part-timers, contractors, and visitors are aware of procedures. Assign and train wardens or designated responders and include leadership in drills.

4. Debrief and improve

A post-drill review is essential. What went well? Where were the delays or confusion points? Use this information to update your plan and repeat the test if needed. Document every test and review for legal and audit purposes.

5. Train continuously

Staff turnover and operational changes can make even the best emergency plan obsolete. Include emergency response training in your onboarding process, and refresh knowledge regularly through toolbox talks, posters, or e-learning modules.

Common pitfalls to avoid

• Outdated plans: a plan written five years ago is unlikely to reflect current risks or operations.
• Assuming knowledge: don’t expect staff to instinctively know where exits are or what the alarm means.
• No accountability: without clear roles and responsibilities, chaos often follows.
• Lack of accessibility: plans should be easy to access and understand, not buried in a folder or behind jargon.

Are you really prepared?

Ask yourself:

• When was the last time we tested our emergency plans?
• Did we simulate different emergency types?
• Do our people know what to do – or just think they do?

If you’re unsure, now is the time to act.

Emergency planning isn’t just about compliance, it’s about protecting lives. Regular, realistic testing is the only way to know if your workplace is truly prepared. Whether you’re a small business or a large enterprise, now is the time to take a hard look at your emergency readiness.

Citation Safety can help boost productivity and safety at work

Citation Safety is here to make WHS easy and stress-free. When you partner with Citation Safety, you’ll also benefit from detailed templates, tools, and ongoing support to ensure your plan and WHS practices remain effective. Our Work Health and Safety Software is a complete safety management system built to help you perfectly manage your business’ health and safety from the top down. Find out more with a confidential, no-obligation chat.