An emergency evacuation plan tells everyone in your building what to do when they need to get out quickly and safely: during a fire, a gas leak, a structural problem, a bomb threat or another emergency. Many Kenyan offices have fire extinguishers on the walls and a sign pointing to an exit, but no real plan. When an alarm sounds, people hesitate, take lifts, return for bags, or gather in the wrong place, and nobody knows whether everyone is out.

This guide explains how to create a simple, effective emergency evacuation plan for an office in Kenya, including roles, routes, assembly points, visitors, people who need assistance, drills and the part your security guards play.

Why an emergency evacuation plan matters

Kenya’s workplace safety laws, including the Occupational Safety and Health Act, 2007, place duties on employers to protect workers, including planning for emergencies. This guide is general information; seek professional advice for your specific obligations.

Step 1: Identify likely emergencies

List the emergencies that could require evacuation at your site:

• Fire and smoke
• Gas leaks
• Electrical faults
• Structural damage
• Bomb threats or suspicious packages
• Flooding, depending on location
• Violent incidents, where evacuation may or may not be the right response

Some situations, such as an intruder in the building, may call for a lockdown rather than evacuation. Your plan should say which response applies to which situation.

Step 2: Map escape routes

For every floor and area:

1. Identify a primary and a secondary escape route
2. Make sure routes lead to a safe place outside the building
3. Keep routes clear of boxes, furniture and locked doors
4. Make sure fire exits open easily from inside, without keys
5. Mark routes with clear signage, visible in smoke and in the dark
6. Post floor plans showing routes and assembly points

Lifts should not be used in a fire unless specifically designed as evacuation lifts.

Step 3: Choose assembly points

An assembly point is where everyone gathers after leaving the building.

• Choose a safe distance from the building, away from falling glass and debris
• Keep it clear of the access route for fire engines and ambulances
• Choose a secondary point in case the first is unsafe
• In shared buildings, coordinate so companies do not crowd the same spot

Step 4: Assign roles

Assign deputies for each role in case the main person is absent.

Step 5: Plan for visitors and contractors

Visitors do not know your building. Your plan should make sure hosts guide their visitors out, reception takes the visitor register to the assembly point, and contractors are included in roll calls. See visitor management for offices.

Step 6: Plan for people who need assistance

Some staff or visitors may need help: people with mobility impairments, pregnant staff, people with temporary injuries, or people who cannot hear alarms. Agree personal evacuation arrangements with them, including who will assist and which route or refuge area they will use.

Step 7: Define the alarm and communication

• Use a clear, distinct alarm for evacuation
• Make sure it can be heard everywhere, including toilets and stores
• Have a backup method, such as a handheld siren or phone tree, for power failures
• Decide how emergency services will be called and by whom
• Plan how you will communicate with staff who are off site or not accounted for

Step 8: The role of security guards

Guards are central to any emergency evacuation plan. They should:

1. Raise the alarm if they discover an emergency
2. Call emergency services and the security control room
3. Open gates and keep access clear for fire engines and ambulances
4. Guide emergency responders to the right location
5. Prevent anyone from re-entering the building
6. Support roll call and report missing people
7. Record events in the occurrence book

Make sure your security provider trains guards on your specific plan. See security guard training in Kenya and our corporate security services.

Step 9: Write it down and share it

Keep the plan short and practical. Include floor plans, routes, assembly points, roles with names and phone numbers, and procedures for specific emergencies. Share it with all staff, include it in induction for new employees, and post key information on each floor.

Step 10: Practise with drills

A plan that has never been practised rarely works under pressure. Run evacuation drills regularly, at least once or twice a year, and after major changes to the building or staff. After each drill:

• Time how long evacuation took
• Check whether everyone used the right routes
• Check roll call accuracy, including visitors
• Note problems, such as locked doors or unheard alarms
• Update the plan

Common evacuation mistakes

• Fire exits locked or blocked for “security” reasons
• Staff returning for bags or phones
• Using lifts during a fire
• Gathering too close to the building
• Forgetting visitors and contractors in the headcount
• Allowing people back in before the all-clear

Worked example: a three-floor office in Kilimani

A company occupying three floors of a Kilimani building had never run a drill. When a small electrical fire filled a stairwell with smoke, some staff used lifts, others went to the car park, and it took twenty minutes to confirm everyone was out. Afterwards, the company wrote an emergency evacuation plan with fire wardens on each floor, primary and secondary routes, an assembly point across the road away from the fire engine access, and a roll call using staff lists and the visitor register. The building’s security guards were trained to keep the gate clear and prevent re-entry. The next drill took under six minutes, with every person accounted for.

Evacuation plan checklist

• [ ] Likely emergencies identified
• [ ] Primary and secondary routes for every area
• [ ] Fire exits clear and opening from inside
• [ ] Clear signage and posted floor plans
• [ ] Assembly points chosen, with a backup
• [ ] Coordinator, wardens, roll call officer and first aiders named
• [ ] Visitor register used in roll call
• [ ] Assistance plans for people who need help
• [ ] Guards trained on their role
• [ ] Drills held and plan updated

How Bestcare Security can help

We train our guards to support your emergency evacuation plan, keep access clear for responders and prevent re-entry, and we can help review your plan as part of a broader security assessment. See also fire safety for businesses in Kenya and our office security checklist.

Evacuation in shared and high-rise buildings

Many Kenyan offices occupy floors in shared buildings. In these cases, your emergency evacuation plan must fit the building’s overall plan. Meet the building manager to confirm the building alarm signal, stairwells designated for evacuation, the building’s assembly points, and who coordinates with emergency services. Share your fire warden names with the building manager and join building-wide drills. In high-rise buildings, staged evacuation may be used, where some floors leave first; make sure staff understand any such arrangements.

After the evacuation: returning safely

Only the evacuation coordinator, in consultation with emergency services, should decide when it is safe to return. Guards should keep entrances closed until the all-clear. After any real evacuation, hold a short review: what happened, how long evacuation took, whether anyone was missed, and what needs to change.

Frequently asked questions

What should an emergency evacuation plan include?

Likely emergencies, escape routes, assembly points, roles, visitor and assistance arrangements, alarms and communication, and drills.

How often should offices run evacuation drills?

At least once or twice a year, and after major changes.

Should lifts be used during an evacuation?

Not during a fire, unless they are specially designed evacuation lifts.

What do fire wardens do?

They sweep their areas, guide people out and report to the coordinator.

How are visitors included in evacuations?

Hosts guide them out, and reception brings the visitor register for roll call.

What role do security guards play?

They raise alarms, call emergency services, keep access clear, guide responders and stop re-entry.

Can fire exits be locked for security?

Fire exits must open from inside without keys. Use alarms or monitoring to control misuse instead.

Who should keep the emergency evacuation plan up to date?

The evacuation coordinator or facilities manager, reviewing it after every drill and whenever staff, layout or building use changes.

Can Bestcare Security help with our plan?

Yes. Call 0709 004 600 to discuss guard support and a security review.

Related reading

• Office Security Checklist for Kenyan Businesses: 35 Points to Review
• Shoplifting Prevention in Kenya: Practical Steps for Shops and Supermarkets
• Cargo Theft Prevention for Warehouses and Depots in Kenya

Explore our corporate security services or see all our security services in Kenya.