Preparation for an air raid situation should not be just a “verbal agreement,” but a clear internal procedure, responsible persons, and practically trained employees, emphasizes lawyer and mediator Raimonda Joskaudienė.
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What should the employer prepare?
1. Description of air raid action procedures
It must clearly state:
- what to do upon receiving a warning about an expected air threat;
- what to do when an air raid is declared;
- who makes the decision to stop work;
- who and how informs the employees;
- where employees should go;
- when it is allowed to return to the workplace;
- how to handle clients, visitors, children, patients, or other persons in the institution.
This should not be a long theoretical document, but a practical algorithm: we received a notification – we inform – we stop work – we move to a safe place – we wait for cancellation, says the lawyer.
2. Map of safe places and shelters
It must be clear in the institution where people go during danger:
- to the official nearest shelter;
- to the basement or underground parking;
- to a room on the ground floor;
- to a room without windows;
- to a place separated from the outside by at least two walls.
“It is not enough to say ‘go downstairs.’ You need to know exactly where, by which route, who unlocks the doors, whether the path is not blocked, and whether a person with mobility impairment can access it,” explained R. Joskaudienė.
3. Work stoppage procedure
The employer must anticipate how work will be safely stopped.
According to R. Joskaudienė, this is especially important in manufacturing, trade, healthcare, education, social services, catering, transport, warehousing, or customer service activities.
Questions to answer include:
- who turns off the equipment;
- who locks the cash register or premises;
- who escorts visitors;
- who is responsible for children, patients, or service recipients;
- how to act if a meeting, lesson, procedure, reception, or service is taking place at that time.
“A big mistake is to think that during an air raid ‘everyone will understand on their own.’ In a critical situation, people must not guess but follow a clear plan,” said R. Joskaudienė.
4. Warning and communication algorithm
It must be clear in the institution:
- who monitors official announcements;
- who passes information to employees;
- through which channel the message is sent – SMS, Teams, email, internal system, audio announcement;
- who substitutes the responsible person;
- how employees working remotely, in shifts, outdoors, or in other units are informed.
It is useful to have a pre-prepared short message text, for example:
“Air raid declared. Work is stopped. All employees and visitors calmly move to the designated safe place. Follow the instructions of responsible persons.”
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5. Order appointing responsible persons
It is not enough for only the manager to know. Specific people must be appointed:
- who is responsible for warning employees;
- who coordinates movement to the safe place;
- who checks offices or rooms;
- who assists seniors, children, people with disabilities;
- who is responsible for first aid;
- who communicates with institutions;
- who makes the decision to resume work after the danger is canceled.
According to R. Joskaudienė, each responsible person must know not only their job title but also the real action: what do I do in the first 1–3 minutes?
6. Employee instruction and training documents
Employees must not only be introduced with a signature but also practically understand how to act.
It is necessary to have:
- employee civil safety training/instruction procedures;
- training program or thematic plan;
- introduction log or electronic confirmation;
- new employee instruction procedures;
- periodic training schedule;
- record of practical exercises.
“A signature on a document is not preparation. Preparation is when an employee knows without additional explanations: where to go, what to take, whom to help, and what not to do,” emphasized the lawyer.
7. Practical exercise scenarios
It is worth checking at least once in reality:
- whether everyone heard the announcement;
- whether they know where to go;
- whether the doors are unlocked;
- whether corridors are not blocked;
- whether the safe place can accommodate people;
- whether it is clear who takes care of visitors;
- whether employees do not rush to film, call, get distracted, and create additional risks.
“The best test is very simple:
if the manager were not in the institution at that time, would the employees still know what to do?” advised R. Joskaudienė.
8. List of essential supplies
It is worth having at least minimal supplies in the institution:
- first aid kit;
- flashlight;
- water;
- phone charging options;
- list of contacts of employees and responsible persons;
- information about the nearest shelters;
- list of persons needing assistance, if such data is processed legally and only to the necessary extent.
“During an air raid, the employer’s priority is not the continuity of the work process but the safety of people,” summarized the lawyer.
