A fire alarm is not the moment to decide who checks the stockroom, where visitors go, or whether a rear exit is usable. When you create workplace evacuation plan documentation, the objective is simple: everyone must be able to leave quickly, safely and without unnecessary confusion.

For Scottish businesses, landlords and duty holders, an evacuation plan is a practical part of fire safety management. It should reflect the findings of your fire risk assessment, the layout of the premises, the people using it and the measures already in place. A copied plan that does not match day-to-day operations can leave people exposed and make it difficult to demonstrate that reasonable precautions were taken.

Start with the risks in your actual premises

Your evacuation arrangements must be based on the building as it is used, not as it appeared on the original plans. Walk the premises at the times it is busiest and consider where people work, where visitors wait, which doors are routinely locked, and what might obstruct an escape route.

A small office may have one straightforward exit route. A workshop, retail unit, short-term let or multi-floor commercial property may need more detailed arrangements. Consider fire risks such as cooking equipment, electrical charging, flammable materials, storage areas and contractors carrying out hot work. Also consider whether noise, poor lighting or lone working could delay somebody hearing or responding to the alarm.

Your fire risk assessment should identify the people at risk, escape routes, fire doors, alarm arrangements, emergency lighting, signage and firefighting equipment. The evacuation plan turns those findings into clear instructions that people can follow under pressure.

Map escape routes and final exits

Every workplace needs a primary escape route and, where the building layout allows, an alternative route. Routes should lead to a place of ultimate safety outside the building, rather than merely into another room or enclosed stairwell.

Mark all available routes on a clear plan and make sure they remain usable. Corridors, staircases and final exits must not become informal storage areas. A delivery left in front of an exit, a wedged-open fire door or a locked gate at the rear of a property can undermine an otherwise sound plan.

Check practical details that are often overlooked. Final exit doors should be easy to open in the direction of escape where required, without keys or specialist knowledge. Fire doors should close properly and should not be held open unless fitted with suitable approved devices. Emergency lighting and escape signs must be visible and maintained, particularly where staff may need to evacuate during darker hours or following a power failure.

If construction work, a change of layout or a temporary storage requirement affects an escape route, update the arrangements immediately. It may be necessary to restrict an area, provide a temporary alternative route or revise staff instructions until the issue is resolved.

Set a clear alarm and response procedure

People must know what the alarm sounds like and what they are expected to do when they hear it. The default instruction should be uncomplicated: leave by the nearest safe exit, do not stop to collect belongings, do not use lifts, and do not re-enter until authorised to do so.

Your procedure should also state how a fire will be reported. This may involve activating a manual call point, calling the Fire and Rescue Service on 999, or both. In larger premises, make it clear who is responsible for making the call and who meets the attending crew with relevant information.

Avoid building a plan around staff attempting to tackle every fire. Suitable fire extinguishers, correctly sited and maintained, can help trained people deal with a very small fire only where it is safe to do so and their escape route is clear. Evacuation comes first. No employee should be expected to put themselves at risk to protect stock, equipment or property.

Assign roles without creating single points of failure

Named roles make an evacuation more orderly, but a plan cannot depend on one person always being present. Assign deputies and make responsibilities known.

A fire warden or marshal may sweep a designated area if it is safe to do so, encourage people to leave, close doors behind them and report concerns at the assembly point. A responsible person should take the staff signing-in record or access a reliable electronic register. Another nominated person may contact emergency services and share information about anyone unaccounted for.

These roles need sensible limits. Nobody should search areas filled with smoke, enter a dangerous location or delay their own escape. The Fire and Rescue Service should be told the last known location of any missing person, alongside details of hazardous materials, gas isolation points or other relevant risks.

For a small business, two or three trained people may be enough. A larger workplace, premises with several floors or a site with shift patterns will usually require more coverage. Review staffing changes, holidays and absenteeism so that duty holders do not assume a trained warden is available when they are not.

Plan for visitors and people who need assistance

An evacuation plan must work for every person in the building, including visitors, contractors, customers and people with mobility, hearing, sight or cognitive impairments. Reception staff or hosts should make visitors aware of basic evacuation instructions and ensure there is an accurate way to account for them.

Some individuals may need a Personal Emergency Evacuation Plan, often called a PEEP. This should be discussed sensitively with the person concerned and set out the support, equipment or route needed for a safe evacuation. It is not enough to assume colleagues will help on the day.

Where a building has evacuation chairs, refuges or communication systems, staff must be trained in their use and the equipment must be maintained. Never create a plan that leaves someone waiting in a refuge without a reliable method of communication or a defined rescue arrangement. The correct approach depends on the premises, the person’s needs and the fire strategy for the building.

Choose and manage an assembly point

The assembly point should be far enough from the building that people are not exposed to smoke, falling glass or emergency vehicle movements. It should not block appliance access, hydrants, entrances or neighbouring premises.

At the assembly point, conduct a roll call promptly. Staff, visitors and contractors should be accounted for through a method that works in practice, whether that is a sign-in system, visitor book or digital attendance record. If someone is missing, do not send a colleague back inside. Pass the information to the attending fire crew.

Consider weather, public access and business operations too. A point beside a busy road may be unsuitable, while a shared commercial site may require tenants to agree a common procedure. Make sure new starters know the location from their first day.

Train, test and record the plan

A written plan sitting in a folder will not protect anyone unless people understand it. Include evacuation instructions in induction training, display fire action notices in appropriate places and remind staff of their responsibilities when arrangements change.

Fire drills should test the plan rather than simply tick a box. Vary the timing where appropriate so that different shifts and working patterns are covered. Observe whether the alarm is heard throughout the premises, whether people use the correct exits, how long evacuation takes, and whether the roll call identifies everyone accurately.

Record the drill date, any issues found and the action taken. Common problems include staff returning for personal items, unclear warden duties, obstructed routes, visitors not being accounted for and alarms that cannot be heard in noisy areas. Addressing these findings is more valuable than achieving an artificially fast drill time.

Your plan should also be reviewed after a fire, false alarm, refurbishment, staffing change, altered layout or significant change in the type of work carried out. Fire safety is not static. A new partition wall, a different tenant or increased storage can change the escape strategy substantially.

Keep fire protection measures ready to use

Evacuation arrangements rely on more than people knowing where to walk. Fire alarms, emergency lighting, fire doors, signs and extinguishers all need suitable inspection and maintenance. Faulty or poorly located equipment can delay evacuation and increase risk.

For workplaces in Glasgow and across the central belt, EXSERVICE supports duty holders with fire risk assessments and the supply, siting, servicing and maintenance of extinguishers. Documented servicing helps demonstrate that equipment has been checked and remains ready for immediate use, while also supporting insurer expectations and business continuity planning.

A well-designed evacuation plan gives people certainty when seconds matter. Keep it specific to your premises, practise it honestly and correct small weaknesses before they become an emergency.