How Headcount Works: An Emergency Scenario
Stage 1: Launch 911 Headcount on the run
You are in a conference room when the emergency alarm goes off. An assistant rushes in, alerting you that a fire is spreading somewhere in your facility.
You start for the exit.
You take out your mobile device, and launch 911 HeadCount.
In these few seconds you have launched 911 Headcount without the need to return to your computer. This is critical – in an emergency you can’t stay at or go back to your desk, and you won’t have time to use a PC.
Here’s what 911 Headcount just allowed you to do:
First, the 911 Headcount system let you instantly launch spontaneous or pre-recorded messages on the run. These messages were sent simultaneously and instantly, even if that meant sending messages to thousands of different devices. All your initial messages were sent out in less than three minutes.
Second, after the initial messages were sent the system waited for 60 seconds to record responses. The system then sent messages to those who had not responded. Messages will continue to be sent out until all recipients have responded.
Third, those who respond back to the system are recorded on the 911 Headcount electronic checklist. The checklist is your current employee/visitor/contractor list. It automatically records your recipients’ responses. As responses are received by the system the red ‘s (unaccounted for) on the checklist will turn into green s, which indicates that recipients have been accounted for.
Stage 2: Headcount well under way
Within minutes of sending out the emergency messages, the CEO walks up to you to ask how the headcount is going.
Fortunately, 911 Headcount’s on-screen, electronic-checklist displays your organization’s headcount by the total number of people unaccounted for and a list of their names. Those accounted for or unaccounted for can also be listed, totaled and manipulated by department, floor, group, etc.
“We have accounted for 90% of our people,” you reply.
You look at the screen to see that the time since you launched the system is only 4 minutes and 17 seconds.
You walk to your assembly area and see 9 more people who have not checked in on your on-screen checklist. You mark the on-screen checklist to update and account for them. You turn their red s into green s.
While you were doing this the total accounted for increases to 94%. Your screen clock on the 911 Headcount system reports that it’s been 6 minutes and 38 seconds since the emergency began.
Stage 3: Report to management and emergency services
Your cell phone rings. It’s the Chairman of the Board asking for a status report. You remind him that he can monitor 911 Headcount from his computer. He’s mobile on his laptop and clicks the appropriate icons. “We’re up to 97% in 7 minutes and 12 seconds. Where are you now?”
“I’m walking towards the Fire Chief to give him my initial report.”
“I can account for…98% of my people now. The alarm went off 8 minutes and 29 seconds ago” Turning the screen towards the Chief you report, “These are the people I can’t account for. They could be in the building or at Starbucks. I can’t be absolutely sure.”
“Outstanding work! At least now I know what I have to do and who I have to deploy. Can you keep me updated? Can you walk with me as I work?”
The Fire Chief then asks, “I know you have a lot of visitors and contractors. Can you account for them too?”
“Yes, all of our visitors and contractors sign in each day by using a laptop at our three entrances. They give us names, cellphone numbers and providers so we can notify them by voice and text. They’re on my on-screen checklist. So far we have only one visitor missing and all contractors accounted for.”
“Good, keep me informed,” comments the Chief. “Visitors are the least likely to know your facility and the most likely to panic.”
Your cell rings. It’s your Facilities Director. You put your cell on speaker so the Fire Chief can listen. “I have one visitor down in the main conference room. He panicked and went down. I don’t know if it’s his heart or just panic.”
“This is the Chief. Stay with him and keep this line open. I’m sending two EMTs to you now. Stand by!”
Stage 4: Display maps/video for emergency services
The Chief asks you, “can your system tell us where those missing employees normally sit in the building?”
You work the screen on your 911 Headcount system for a few seconds. “All of the remaining employees are here and here,” you report turning your screen to a list of remaining employees identified by their work areas.
“I’ll start my search there. Stay with me.”
You check your 911 Headcount screen. It’s been 12 minutes and 50 seconds since the alarm went off. Ninety-nine percent of employees and all visitors and contractors have been accounted for. In addition to your electronic-checklist, you have access to floor maps, still photos and video of the facility. You report this to the Chief.
At 15 minutes and 23 seconds, 100% of your employees, visitors and contractors have responded. Your 911 Headcount Checklist has all green s. You simultaneously report this to the Chief and your CEO who is standing next to you.
“Our system is smart, and we drill our headcount regularly so that everyone on site, or on vacation for that matter, knows what we expect when we launch the system,” comments the CEO.
Stage 5: Cells fail but 911 Headcount keeps working
A fire officer runs up. “Chief, all the cells and push-to-talks are down because the tower is overwhelmed.” While the Chief deals with that, your CEO turns to you and says, “Now what! Our cells are no good!”
You reassure him. “Our generator is working. So, our wireless is up. I can still communicate with text messaging. And remember, we have triple redundancy with our satellite connection. I’ll get that working so that you can report to the Chairman.”
Stage 6: Redundancy: satellite kicks in
Once the data and voice are established with your satellite connection you’re able to use your screen to send messages to the next shift, customers, employee families, today’s pick-ups and deliveries, supply chain in and out and local media. All these lists and messages have been pre-set.
It’s been 23 minutes and 41 seconds since the alarm went off and you launched 911 Headcount. You turn to your CEO. “I have the Chairman on my screen.” You watch and listen as the CEO and Chairman confer via a satellite connection to talk to and see each other. At one point, the CEO turns the screen and its built-in camera towards the building so the Chairman can see operations underway.
Stage 7: Incident concluded/fire chief and management happy/mission accomplished
Just then, the Fire Chief walks up to address the CEO and you with the Chairman looking and listening in. “I’ve got this situation under control. We should be out of here in 30 minutes once we clean up. You should be happy that your system can report your headcount. Normally, facilities like yours are lost when I ask them where their people are. It made this operation easy.” He turns and walks away.
You and your CEO start to walk back to your building as the Chairman congratulates you.