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 Workspeed announcements, postings on the Electronic Tenant Portal site, e-mails, phone calls, dispatch of “runners” through the building to provide information and posting of information on a 1-800 number. Each method is explained below, in more detail:
Workspeed Announcements
Announcements sent from Workspeed are sent to work e-mail addresses. Those of you who have blackberry devices should therefore receive Workspeed announcements at your desktop and on your blackberry. In an emergency, please be sure to check your desktop and blackberry regularly for Workspeed announcements.
Electronic Tenant Portal
The Electronic Tenant Portal 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 Portal. Please note that e-mails from the Electronic Tenant Portal 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 note that should an emergency occur during normal working hours, Property Management will first issue e-mails via Workspeed and/or the Electronic Tenant Portal, as these methods of communication distribute information more quickly than phone calls.
Runners
Should an incident occur during business hours, Property Management may dispatch building and/or security employees to each floor of the building to advise our primary contacts of an emergency situation. Property Management will rely more heavily on phone and e-mail than on runners. Runners will typically only be used if all other lines of communication have failed.
COMMUNICATION DURING AN EMERGENCY
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:
- Tune to local news for updates as this will be one of the information sources on which Property Management will rely.
- Keep e-mail open and check regularly so that any updates sent by Property Management are seen in as timely a manner as possible. If you have provided Property Management with a personal and a work e-mail address, please check each frequently. As noted above, Workspeed will only dispatch to work e-mail addresses, while the Electronic Tenant Portal will dispatch to both work and personal.
- Log on to and keep the Electronic Tenant Portal open for updated posting of information.
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.