What’s an emergency notification plan, and why do you need one?

Workplace emergencies aren’t rare. They’re routine. From severe weather to equipment failures, incidents are on the rise as more people return onsite. In fact, the U.S. recently recorded over 5,200 fatal work injuries in a single year—the highest number in nearly a decade.

Add hybrid schedules into the mix, and it’s harder than ever to know who’s in the building when something goes wrong. Every workplace faces unique risks, which is why you need an emergency plan designed for the way your team actually works.

What is an emergency notification plan?

An emergency notification plan is your playbook for emergencies. It shows staff, employees, and visitors what’s happening and what to do.

Take Cleveland State University’s emergency notification plan for example. It taps into multiple channels—SMS, email, social media, and speakers—to reach people quickly, whether it’s a storm or an active security incident. Before we dive into building your own plan, let’s take a look at what can happen when you don’t have one.

What’s at stake if you don’t have an emergency notification plan?

Below are some specific drawbacks of not having a plan in place:

Compliance issues with OSHA and California Senate Bill 553

OSHA says employers must keep workplaces safe, including having a plan to alert employees in an emergency. Skip it, and fines can range from $16–$,161,000. California’s Senate Bill 553 goes further. Companies need a plan to alert employees during violent incidents. Fines start at $18K and can hit $25K. Multi-office companies need a consistent plan across all locations.

Safety and security risks

Confused communication can cost lives. Without a plan, you risk:

• People left in the dark. Without clear instructions, people may not know where to go, how to get help, or even that an emergency is happening.
• Slower response times. According to OSHA, serious injuries should be treated within three to four minutes. Delays caused by poor communication can make that impossible.
• Disrupted emergency response. First responders need accurate details, like hazards in the building, how many people are inside, and the safest access points. Without a plan, it’s harder to give them what they need to act fast.

Financial implications

A plan isn’t just about compliance—it protects your bottom line. Here are a few of the potential financial pitfalls:

• Compliance penalties. As noted above, these add up quickly. Repeated or willful violations can lead to even greater financial penalties.
• Data breaches. What do data breaches have to do with emergency notification plans? More than most people think. Breaches often stem from weak access control or communication breakdowns during emergencies. PCI compliance, for example, requires companies to log everyone entering sensitive areas. Without reliable systems for tracking who’s onsite and alerting them in a crisis, gaps appear—leading to audits, fines, and “technical debt” that leaves you exposed to future breaches. 
• Legal action from employees. Injuries during an emergency can lead to claims. Most go through workers’ compensation, but lawsuits are possible if negligence is proven. Safety matters—especially when one in seven employees already feel uneasy at work. 
• Higher insurance premiums. Insurance companies pay close attention to a workplace’s safety record. If you’ve had past incidents—or lack clear processes for preventing them—you’re more likely to be flagged as high risk. Not only does that label stick, it drives up your premiums year after year. 
• Reputational costs. Reputation takes years to build but can crumble in one incident. Employees, customers, and investors all expect companies to prioritize safety, and any failure can shake their trust. Once that trust is gone, rebuilding it can be just as costly as the emergency itself.

Tips for setting up your emergency notification plan

If you’re in the middle of developing a plan, there are solutions that can help simplify your process. A visitor management system (VMS) with built-in emergency notifications ties it all together and cuts down on manual work.

By integrating with your existing workplace tools, these tools can help you build a more cohesive—and less manual—process. They can automate tedious, error-prone tasks while also providing key, in-the-moment information. Here are a few tips to keep in mind:

1. Track visitors and employees in real time. Knowing who's onsite at all times is key to a successful emergency response. Real-time tracking allows you to identify and account for everyone in a few clicks. For example, Envoy helps you do this by maintaining a live log of visitors and employees. This capability is critical in situations where quick evacuation is necessary.
2. Keep up-to-date contact details. Having accurate contact info makes all the difference during an emergency. It ensures you can send alerts and instructions to the right folks and confirm the safety of everyone onsite after an incident.
3. Reach folks on the right channels—fast. Use the channels employees are most likely to see and respond to. For example, Envoy’s emergency notifications feature lets you send mass messages to signed-in visitors and employees via the mobile app and through channels they’re already on: SMS, Slack, Microsoft Teams, or email.
4. Test out your plan. It’s not enough to have a plan on paper. You need to make sure it works. Regular testing confirms your notification system reaches every channel and device, and solutions like Envoy let you run targeted tests with groups like your safety team. Just as important, employees need training and practice through drills so they know how to react when an alert comes through.
5. Share current data with the authorities. First responders move faster when they have clear, accurate information in front of them. A solid visitor management system (VMS) can provide live data on who’s in the building and where they’re located, helping crews reach people who need medical attention or evacuation. It’s a small step that makes a big difference in how smoothly a response unfolds.

Future-proofing your emergency preparedness with Envoy

The future of workplace safety is connected. Having an emergency notification plan backed by a VMS puts you in a stronger position, not just for today’s risks, but for whatever comes next. A VMS ties together your workplace tools, from security platforms to communication apps, creating a single hub for faster, more reliable alerts. 

Connected tools don’t just make things faster. They make your response smarter. With them, employees, visitors, and first responders all have the info they need to act quickly—which is why investing in a system like Envoy builds a safer, smarter workplace.

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Emergency notifications are key, but they’re only one part of being prepared. Our eBook, The must-have guide to workplace emergency planning, shows you how to build a clear plan, train your team, run effective drills, and use Envoy’s Emergency Notifications before, during, and after a crisis.

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