How to make an office emergency procedure chart

An emergency procedure chart should help someone act quickly, even if they have not read the office handbook. It needs to show what to do first, who to contact, and where to go, without making people search through paragraphs.

Start with your organization’s approved safety procedures, then turn the relevant actions into a simple flowchart. Keep the chart specific to your workplace and have the responsible safety lead review it before posting. It is a quick reference, not a replacement for training or the official emergency plan.

Build the chart from approved procedures

Gather the current emergency plan, evacuation routes, internal contact details, and any instructions from your building manager. Open Flowchart Maker to lay out the steps and connect them with arrows.
Choose the situations to cover. List the emergencies that staff need to respond to at this location, such as a fire alarm, a medical emergency, a security concern, or a building-wide evacuation. Follow your organization’s plan rather than assuming every office uses the same procedure.
Write the first decision. Start with a plain question such as “What is happening?” Then give each situation its own clearly named branch. If staff need to decide whether a specific condition is present, phrase that as a yes-or-no question.
Add the next action to each branch. Put one action in each box, in the order it should happen. Use direct wording such as “Call the local emergency number” or “Follow the marked exit route,” when that matches the approved procedure.
Assign roles. Identify who is expected to call for help, alert a manager, guide visitors, or account for staff, if those duties are part of the office plan. Use a job title or team role rather than relying on one named person who may be absent.
Check the paths. Trace each branch from the first question to its ending. Make sure arrows point to the next action, and that no route stops at a vague instruction such as “get help.”

Keep the wording tied to your actual procedures. For example, do not add instructions to use a particular exit, elevator, or assembly area unless that information has been confirmed for your building.

Make each path easy to scan

People may be worried, distracted, or unfamiliar with the building when they use the chart. Make the most important action stand out, and avoid cramming the poster with policy details. A person should be able to find the right branch in a quick glance.

Use short labels. Name a situation with a few familiar words, then use brief action phrases in the boxes. Put longer explanations in the official plan or training materials.
Keep decisions distinct. A decision box should ask one question. Label outgoing arrows clearly, for example with “Yes” and “No,” so readers can follow the right route.
Show who acts. Begin an action with the role when responsibility matters, such as “Floor warden: guide visitors,” if that matches the assigned duties.
Use color as a cue, not the only cue. Color can separate types of emergencies, but also label each branch with words. This helps people who cannot distinguish the colors and makes the chart easier to read in a low-quality print.
Make the destination clear. If the procedure includes a designated assembly point or reporting contact, name it exactly as the organization does. Avoid vague directions such as “go outside” when staff need a specific location.

In Flowchart Maker, put the starting question near the top, arrange each emergency path below it, and connect the boxes in reading order. If the paths cross repeatedly, move the branches apart or split the chart into separate pages or posters.

Include the details staff need on the wall

Add essential contact and location details only after verifying them with the person responsible for safety. Depending on your office procedure, that may include the local emergency number, building security, an internal incident contact, the assembly point, and the address or suite information responders need.

Check that any phone number or office location is current. Use a reliable source, such as the official emergency plan or building notice, rather than copying old details from an informal message. Do not include door codes, passwords, private medical information, or personal phone numbers that should not be publicly displayed.

If visitors, contractors, or temporary staff may use the chart, explain unfamiliar terms the first time they appear. Use common words such as “exit,” “front desk,” and “assembly point,” and do not assume everyone knows the names of internal teams.

Review the chart before printing it

Ask the safety lead to verify it. Compare every action, contact, route, and assigned role with the current official procedure. A neat diagram is not useful if it gives outdated directions.
Read it as a new employee. Start at the top and follow each path without relying on background knowledge. Replace unclear terms and fill in missing steps.
Test it with a drill or walkthrough. Ask staff to point out what they would do next in a sample scenario. If people hesitate at a box or follow different arrows, revise the wording or layout.
Print a readable copy. Use a large enough type size for the intended viewing distance, strong contrast, and clear arrows. Check the printed version on the wall, since text that looks readable on a screen may be too small on paper.
Post it where people will look. Place the chart near relevant work areas or common routes, and keep it visible rather than behind a door, notice, or movable object. Add the review date or document version if your organization uses one.

Common problems to avoid

The chart has too many details

Move background explanations, long policy notes, and uncommon exceptions to the official plan or a separate reference. Keep the wall chart focused on immediate actions and the next decision.

Every emergency seems to use the same route

Do not force different situations into one generic sequence. A fire alarm, a medical incident, and a security concern may have different instructions. Show a separate path for each, using the approved procedure for that situation.

Staff cannot tell who is responsible

Name the role responsible for an action, and include a backup role if the plan provides one. Avoid assigning a critical task only to one person who might be off-site or unavailable.

The details change over time

Set a reminder to review the chart when contacts, routes, roles, or building procedures change. Remove old copies when you post a revision so staff do not have to guess which version to trust.

Keep the final chart consistent with the workplace safety plan and local emergency guidance. If an incident is happening, follow the instructions of emergency responders and the designated incident lead.