COMMUNICATION DURING AN EMERGENCY
In an emergency, Property Management will make every attempt to provide information to you as quickly as possible. Methods of communication available include postings on the Electronic Tenant Handbook site, e-mails, phone calls, announcements via the Public Address (P.A.) system and posting of information on a 1-800 number. Each method is explained in detail below:
Electronic Tenant Handbook
The Electronic Tenant Handbook site can send e-mail announcements to both work and personal e-mail addresses. If you have a personal e-mail address that you are comfortable sharing, please provide that to Property Management so that we may include that address, as well as your work e-mail address, in the Instant Alert e-mail addresses stored in the Electronic Tenant Handbook. Please note that e-mails from the Electronic Tenant Handbook are sent such that the recipient only sees his/her e-mail address.
Phone Calls
Property Management will call our primary tenant contacts in an emergency. It is very important to remember to advise Property Management when emergency contact information (such as home phone, cell phone, etc.) changes. It is also important to provide Property Management with an alternate contact in the event that the primary contact is not reachable, as well as with an alternate contact we should use when the primary contact is out of town or on vacation. Please be sure to update your Emergency Contact Form at least once per month to make sure that we have the latest emergency information on file for your company.
Please note that should an emergency occur during normal working hours, Property Management will first issue e-mails through regular channels and/or the Electronic Tenant Handbook, as these methods of communication distribute information more quickly than phone calls.
Public Address (P.A.) System
Property Management may use the P.A. system as a means of broadcasting information to the entire building population at one time or to broadcast information to selected floors. We would typically only use this form of communication for situations which require immediate action from building occupants, but may need to use the system if we discover that phones and/or the internet are not functional.
Your Role in Staying Informed
In an emergency, Property Management may not have access to each of these lines of communication. We will, therefore, need each tenant to be active in gathering information as well, by doing the following:
We cannot guarantee which line of communication will be most reliable in an emergency event, so ask each of you to be diligent about checking the various communication methods available. Your cooperation in seeking information will be integral to the implementation of your internal emergency preparedness and business continuity plans. And, as a reminder, please do not wait to hear from Property Management prior to implementation of your internal emergency response plans. We will do our best to share information with you in as timely a manner as possible; however, we encourage and ask each of you to take whatever measures you feel are necessary to ensure the safety of your office and employees, without waiting for specific direction or guidance from Property Management.