Emergency Responsiveness:
Are Facilities Really Prepared for a Crisis?How prepared is your facility for a crisis?
When an emergency strikes—whether it's a gas leak, active shooter, or natural disaster—seconds matter. The ability to instantly access critical building and equipment information, like shut-off locations and evacuation routes, can mean the difference between swift containment and irreversible damage.
Our 2025 Emergency Preparedness Survey sheds light on the current state of emergency readiness in facilities management, revealing both encouraging progress and critical gaps that still exist.
Digital Facility Access: Still a Work in Progress
When asked how they currently access building data in an emergency:
- 36% use a digital system or database
- 6% rely solely on paper records
- 39% use a mix of both
- Only 19% rely on a dedicated facility management app
This reveals a troubling disconnect: while many teams have digital documents, few are equipped with real-time, mobile access that’s essential in high-pressure scenarios.
Why Your Emergency Response System Needs an Upgrade
Ask yourself: Can your entire team—maintenance, custodial, grounds, security—quickly find shut-off locations, floor plans, and emergency contacts on their phones?
If not, the status quo could be slowing down your emergency response and putting safety at risk.
Accessing Emergency Information: Not Fast Enough
We asked professionals to rate how easily they could retrieve critical emergency data, such as floor plans:
- 22% rated their access as “excellent”
- 41% said “good”
- 23% said “fair”
- 14% admitted it was “poor”
In an emergency, anything short of excellent access introduces risk. If you're still flipping through paper binders or digging through folders, you may be sacrificing valuable time.
The Real Risk Behind “Good Enough”
Even if your systems are decent, ask yourself: How fast can every department—operations, construction, compliance, planning—get the information they need without delays?
If the answer isn't “immediately,” it's time to rethink your approach.
What Facility Leaders Want Most in an Emergency Tool
When asked what features in an emergency facility management tool matter most:
- 48% said real-time updates
- 22% want better emergency plan access
- 16% prioritize access to shut-off locations
- 13% value emergency maps the most
The takeaway? Facility managers want mobile, fast, and dynamic tools—especially those that support response coordination during fast-evolving incidents.
ARC Facilities meets all these criteria with our mobile emergency preparedness app that puts shutdowns, floor plans, and emergency procedures at your fingertips.
Speed of Access: The Critical Benchmark
So how quickly are teams able to retrieve emergency data?
- 39% have instant access via mobile apps
- 47% can access within a few minutes
- 11% take up to 30 minutes
- 7% take longer than 30 minutes
That’s nearly 1 in 5 facing significant delays—an eternity during a fire, flood, or power failure.
The High Cost of Delay
A 30-minute delay in locating shut-offs during a water incident could cause tens of thousands of dollars in damage. ARC Facilities clients report reducing that access time from 30 minutes to under 30 seconds with our mobile app.
What Facility Leaders Should Do to Improve Emergency Preparedness
To be truly crisis-ready, leading facilities teams are now:
- Digitizing emergency plans, shut-offs, and maps
- Providing mobile access to all field teams and departments
- Phasing out paper binders and scattered documentation
- Equipping teams with tools for real-time updates and communication
This approach not only boosts emergency responsiveness—it improves daily operations, capital planning, and compliance.
Final Thoughts: Emergency Readiness is a Mindset, Not Just a Plan
Our survey confirms that while facilities teams are improving, there’s still a long road ahead. Having the data isn't enough—it must be accessible, usable, and fast to retrieve during an emergency.
With ARC Facilities, you're not just storing information—you’re empowering your team to respond confidently, consistently, and quickly when it matters most.