Emergency Responsiveness

In facility management, swift recovery or costly damage depends on the speed of emergency response time and how quickly one can tap into critical emergency information.

Recent survey results shed light on how prepared facility professionals truly are when accessing critical information under pressure. The results are both encouraging and eye-opening.

Digital is In—But Not Fully There Yet

When asked how they currently access facility data, only 36% of respondents reported using a digital database or system, while 6% still rely solely on paper records. The majority—39%—use a combination of both, which can slow down response times. Surprisingly, only 19% use a dedicated facility management app, even though apps are often designed for quick, mobile-friendly access during emergencies.

Why it's time to rethink the standard approach to accessing information:

While apps are gaining ground, many still rely on a combination of paper and digital information sources could stall emergency response. There’s still a gap between having information and accessing it when it counts. Ask yourself: Can everyone on your team quickly find a list of emergency contacts or evacuation routes?

Accessibility of Emergency Data: A Mixed Bag

When accessing critical data like floor plans during a crisis, only 22% rated their accessibility as “excellent.” The largest group—41%—said “good,” while 23% reported “fair” and 14% called it “poor.” In an emergency, anything less than excellent could delay decision-making and jeopardize safety.

Why business as usual might not be good enough:

Even in organizations with decent systems, there’s room for improvement. Having data is one thing; retrieving it in an emergency is another. Ask yourself: How easy is it for custodial, groundskeeping, space planning, operations, security, construction, and maintenance, and other departments to find this information?

What Matters Most in a Crisis?

When asked what features in a facility management app or emergency access tool would benefit them most:

• 48% chose real-time updates during a crisis
• 22% wanted better access to emergency plans
• 16% prioritized shut-off access
• 13% said emergency maps were most important

What you need to know about today’s practices:

These statistics show that facilities managers want mobile-friendly tools that deliver fast, actionable information during a crisis. By understanding and prioritizing these needs, FM leaders can invest in solutions that improve safety, speed up response, and ultimately save lives and property. Ignoring these preferences risks leaving teams underprepared when emergencies strike.

Ask yourself: What’s keeping you and your organization from using an app to tap into emergency information?

Speed of Access: A Critical Benchmark

So how fast can professionals access key emergency info like evacuation routes, shut-offs, and emergency contacts?

• 39% can access instantly using mobile apps
• 47% within minutes via digital documents
• 11% take up to 30 minutes
• 7% take longer than 30 minutes

Takeaway: While most respondents fall in the "minutes or less" category, 18% still face delays of 30 minutes or more—an eternity in an emergency.

The hidden risks of the status quo:

Facilities managers and organization leaders should care deeply about these statistics because they expose a critical gap in emergency preparedness—a gap that can have life-or-death consequences.

Final Thoughts: Continuous Improvements

These findings reveal both progress and persistent gaps in emergency preparedness. To truly be crisis-ready, facility leaders should:

• Prioritize mobile-first tools that centralize emergency information.
• Phase out paper-based systems that slow down access.
• Ensure emergency plans, maps, and shut-offs are easy to find and use in high-pressure moments.
• Invest in real-time communication features for dynamic updates during evolving situations.

Facilities that can respond within seconds—not minutes—will be the ones best prepared to protect people, assets, and operations. In an emergency, readiness isn’t just a plan—it’s a mindset backed by the right tools.