Whether managing office, retail, industrial, or mixed-use buildings, commercial property managers are pivotal in ensuring safe, efficient, and compliant operations. Risk management is at the heart of property management, requiring meticulous planning, execution, and monitoring. This article series explores key aspects of risk management and how property managers mitigate potential liabilities and enhance safety.

Part 2: Emergency Preparedness and Incident Reporting

Click here to jump to Part 1: Vendor Contracts and COIs

Click here to jump to Part 3: Fire Life Safety Equipment and Code Compliance

Emergency preparedness and incident reporting are critical components of risk management, helping reduce the impact of unforeseen events and demonstrating proactive liability management.

Importance of Incident Reporting

Incident reports provide a factual account of injuries, property damage, or unsafe conditions, forming the basis for corrective actions and liability defense.

Key Steps in Completing Incident Reports:

1. Gather Detailed Information: Record the date, time, location, and contact details of involved parties and witnesses.
2. Document the Scene: Use photos or videos to capture conditions and contributing factors accurately.
3. Provide an Accurate Narrative: Describe events objectively, avoiding speculation or assumptions.
4. Notify Relevant Parties: Share reports with property owners, insurance providers, and legal counsel as needed.

Emergency Preparedness and Response

Being prepared for emergencies minimizes risks and ensures tenant and staff safety during critical situations like fires, natural disasters, or security threats.

Key Elements of Preparedness:

• Emergency Action Plans (EAPs): Develop comprehensive plans outlining procedures for evacuation, shelter-in-place, and communication during emergencies.
• Regular Training and Drills: Educate tenants, staff, and vendors through routine practice to ensure everyone knows their roles.
• Reliable Communication Systems: Implement mass notification systems or text alerts to provide real-time updates during emergencies.
• Stock Essential Supplies: Maintain first aid kits, flashlights, batteries, water, and other essentials for prolonged incidents.
• Emergency Shut-Off Locations: Familiarize yourself with key emergency shut-off locations (e.g., gas, water, electricity). Ensure this information, along with the emergency plan, is prominently displayed where emergency responders can easily access it, such as at the security desk or near the fire panel.

Effective Response:

1. Assess the Situation: Quickly evaluate the severity and nature of the emergency.
2. Follow the EAP: Implement pre-established procedures to ensure safety.
3. Coordinate with Authorities: Work with emergency responders, such as fire departments or law enforcement, to manage the situation effectively.
4. Document the Incident: Record details to analyze the response and identify areas for improvement.

Click here to jump to Part 1: Vendor Contracts and COIs

Click here to jump to Part 3: Fire Life Safety Equipment and Code Compliance