When it comes to workplace safety, planning ahead can make the difference between a well-coordinated evacuation and chaos during an emergency. Every organisation, regardless of size or industry, has a responsibility to protect its employees, clients, and visitors. A critical part of that responsibility is having clear, compliant, and visible evacuation diagrams and emergency plans in place.
These diagrams aren’t just mandatory compliance documents—they’re lifesaving tools that guide people to safety in high-stress moments. Understanding how to create, source, and maintain them ensures your organisation stays prepared and meets legal safety obligations.
This guide walks you through how to source professional evacuation diagrams and develop effective emergency plans that fit your workplace’s layout and operations.
Why Evacuation Diagrams Are Essential
Evacuation diagrams serve as quick visual maps that guide occupants toward the nearest exits, firefighting equipment, and assembly areas during an emergency. They are strategically placed throughout buildings, ensuring that everyone—staff or visitors—can easily locate the safest path to evacuate.
Under Australian Standards AS 3745:2010, workplaces are legally required to display up-to-date evacuation diagrams. These diagrams must clearly indicate:
- The building’s floor plan and exit routes.
- Fire extinguisher, hose reel, and alarm locations.
- Assembly point areas outside the building.
- “You Are Here” markers for orientation.
- Evacuation procedures specific to the site.
Beyond compliance, well-designed diagrams provide peace of mind. They make safety visible, reinforce training, and reduce confusion during real emergencies when seconds truly matter.
Step 1: Assess Your Organisation’s Needs
Before sourcing or creating your diagrams, start with a site assessment. Consider the following:
- Size and layout of your premises: Larger or multi-level buildings require multiple diagrams placed in visible areas.
- Industry-specific risks: A factory, office, and healthcare facility all have different emergency needs.
- Accessibility requirements: Diagrams should include routes suitable for people with disabilities.
- Occupancy patterns: Consider how many people use each area and at what times.
An accurate understanding of your building’s layout and risk profile ensures your evacuation diagrams are not only compliant but also practical for real-life use.
Step 2: Choose a Professional Provider
While some organisations attempt to design their own diagrams, partnering with professionals ensures compliance and accuracy. Fire safety specialists understand the legal requirements, proper symbols, and layout standards mandated by Australian law.
Professional providers use advanced software and precise floor measurements to create detailed, scaled diagrams that meet AS 3745:2010 standards. They also ensure diagrams are positioned correctly—at eye level, in accessible locations, and protected from damage.
Partnering with an expert like First 5 Minutes ensures that your diagrams are up to standard and regularly updated to reflect any building or procedural changes.
Step 3: Collaborate on Design and Customisation
Your evacuation diagrams should reflect your specific workplace environment. When working with your provider, you’ll typically be asked to provide:
- Updated floor or architectural plans.
- Locations of firefighting equipment and alarms.
- Designated assembly points.
- Emergency contact details and procedures.
Design professionals then create custom diagrams that include all relevant information. They may also recommend updates to improve safety—such as repositioning fire extinguishers or clarifying exit signage.
Customisation options can include branding, multilingual labels, or digital displays for modern facilities. A tailored approach ensures clarity and usability for all building occupants.
Step 4: Ensure Proper Placement and Visibility
Even the most accurate diagram is ineffective if people can’t find it. According to regulations, evacuation diagrams must be:
- Displayed in common areas, including hallways, lobbies, kitchens, and meeting rooms.
- Mounted between 1.2m and 1.6m above floor level for optimal visibility.
- Located so that anyone in the building can easily see one within a short distance.
For multi-storey buildings, every floor should have multiple diagrams to ensure complete coverage. Workplaces with frequent layout changes should regularly review their placement to ensure diagrams remain relevant and visible.
Lighting is another consideration. Diagrams placed in low-light corridors or corners should have adequate illumination, ensuring visibility during power outages or emergencies.
Step 5: Integrate Your Evacuation Plan
An evacuation diagram is only one part of your overall emergency management strategy. A complete plan outlines roles, responsibilities, and procedures for different emergency types—from fires to medical incidents or chemical leaks.
Developing the best emergency evacuation plan involves:
- Identifying potential hazards unique to your workplace.
- Assigning fire wardens and emergency response team members.
- Establishing communication methods during emergencies.
- Conducting evacuation drills to test and refine procedures.
- Regularly reviewing and updating the plan to reflect any operational or structural changes.
Training employees to understand the plan is just as important as having it. Regular fire drills reinforce familiarity with routes, roles, and response times—ensuring efficiency when a real event occurs.
Step 6: Keep Everything Updated
One of the most common oversights in workplace safety is neglecting to update evacuation materials. Even small layout changes, like moving furniture or adding partitions, can affect escape routes.
Workplaces should review their evacuation diagrams at least annually or after any significant changes. Updates should also be made when:
- Fire safety equipment is added, moved, or replaced.
- Assembly areas change.
- New employees join who require accessibility considerations.
- The organisation relocates or renovates.
By keeping diagrams current, your organisation remains compliant and ensures employees always have accurate, actionable information during emergencies.
Step 7: Conduct Regular Drills and Reviews
Sourcing evacuation diagrams and writing plans are only part of the process—testing them is crucial. Regular fire drills confirm that employees understand the evacuation procedure and can follow it effectively.
After each drill, conduct a debrief session to review:
- Whether people exited quickly and safely.
- If any confusion occurred about routes or assembly points.
- Whether communication methods worked as intended.
- Any physical obstructions or hazards identified during the drill.
Continuous improvement ensures your plan remains not only compliant but also effective under real-world conditions.
The Role of Leadership in Safety Preparedness
Safety starts from the top. Management must prioritise emergency planning as part of workplace culture. By visibly supporting training, drills, and regular reviews, leaders reinforce that safety is everyone’s responsibility.
Encouraging staff feedback after drills or incidents helps identify gaps and refine procedures. Involving employees in planning fosters a sense of ownership and ensures the entire team works together to maintain a safe environment.
Common Mistakes to Avoid
Even well-intentioned safety programs can fail if key details are overlooked. Avoid these common mistakes:
- Using outdated or inaccurate floor plans.
- Displaying diagrams in hidden or low-traffic areas.
- Ignoring accessibility needs for mobility-impaired individuals.
- Failing to update diagrams after renovations.
- Treating fire drills as a formality rather than a learning opportunity.
By addressing these issues, you create a culture of readiness and reduce risks during emergencies.
Conclusion
An effective evacuation strategy is not just about compliance—it’s about saving lives. Sourcing accurate, professional evacuation diagrams and combining them with a clear, well-rehearsed emergency plan ensures everyone knows what to do when seconds count.
First 5 Minutes has shown how a proactive approach to emergency planning builds confidence, protects employees, and safeguards property. Investing in proper preparation today means you can act decisively tomorrow, ensuring your workplace remains a safe and organised environment for all.
