The time to prioritize and modernize your department's approach to incident pre-planning is now.
1. Understanding Incident Pre-Planning
What Is Incident Pre-Planning?
Incident pre-planning is the systematic process of gathering, documenting, and distributing detailed information about properties and potential emergency scenarios before an incident occurs. It gives first responders critical insights about a location's layout, hazards, access points, and available resources, enabling them to make more informed decisions during emergencies.
Pre-planning follows recommendations outlined in NFPA 1620, the Standard for Pre-Incident Planning. This standard provides guidelines for developing pre-incident plans to help emergency responders effectively manage incidents and enhance operational safety.
Core Components of Effective Pre-Plans
A comprehensive pre-plan typically includes:
- Building information (construction type, height, occupancy)
- Floor plans and site layouts
- Access points and barriers
- Utility locations and shut-offs
- Fire protection systems
- Hazardous materials information
- Special occupant considerations
- Water supply information
- Tactical considerations
The Evolution of Pre-Planning
Pre-planning has transformed dramatically over the decades. What once existed as paper files stored in binders at the station has evolved into sophisticated digital systems accessible from responding apparatus. Modern pre-planning leverages technology to provide up-to-date information that can be instantly accessed when and where it's needed most.
The most advanced pre-planning systems now integrate with mapping software, computer-aided dispatch (CAD), and records management systems (RMS) to create a seamless flow of critical information to first responders.
2. Benefits of Comprehensive Pre-Planning
Enhanced Responder Safety
The primary benefit of pre-planning is increased safety for emergency personnel. When responders know about building construction features, hazardous materials, and potential collapse zones before arrival, they can make tactical decisions that minimize risk while maximizing effectiveness.
Pre-plans help identify dangerous conditions that might not be immediately apparent during an emergency, such as:
- Truss roof construction prone to early collapse
- Hazardous materials storage locations
- Areas with potential for backdraft or flashover
- Fall hazards or confined spaces
Improved Response Times
With pre-planning information readily available, responders can make decisions more quickly upon arrival. Rather than spending valuable time gathering basic information about the structure or searching for utility controls, crews can immediately implement appropriate tactical operations based on pre-established knowledge.
Better Resource Allocation
Knowing what you're facing before arrival allows for more efficient resource allocation. Pre-plans can indicate when specialized equipment might be needed, when to call for additional resources early, or when certain tactics would be more effective than others.
Reduced Property Damage
By understanding building layouts, fire protection systems, and high-value areas within a property, responders can target their efforts to minimize damage while still effectively addressing the emergency. This targeted approach can significantly reduce property damage and business interruption costs.
Improved Coordination with Mutual Aid Partners
When pre-planning data is shareable across jurisdictions, mutual aid becomes more effective. Departments can arrive on scene with the same level of knowledge as the home agency, leading to better coordination and safer operations.
Better Community Outcomes
Ultimately, comprehensive pre-planning leads to better outcomes for the communities served. Faster response times, more effective operations, and reduced property damage all contribute to a faster recovery after an emergency incident.
3. Common Pre-Planning Pitfalls and How to Avoid Them
Outdated Information
One of the most significant pitfalls in pre-planning is relying on outdated information. Buildings change over time—renovations alter layouts, occupancies change, and fire protection systems get upgraded or modified.
Solution: Implement a regular review cycle for pre-plans, with priority given to high-risk occupancies. Modern digital pre-planning systems can simplify this process by making updates more accessible and providing notifications when reviews are due.
Inadequate Collection Methods
Collecting comprehensive pre-plan data can be challenging, especially for departments with limited staffing or numerous occupancies to cover.
Solution: Create a standardized collection process using digital tools that guide responders through the appropriate data collection steps. The StreetWise "Preplan Wizard" follows NFPA 1620 standards and walks users step-by-step through collecting all essential pre-incident plan elements while in the field.
Poor Accessibility During Incidents
Even the most detailed pre-plan is useless if responders can't access it during an emergency.
Solution: Utilize mobile technology that makes pre-plans accessible on apparatus-mounted tablets or laptops. Ensure that critical information is available even when internet connectivity is limited—many modern systems offer offline caching of pre-plan data.
Lack of Standardization
When pre-plans vary in format and content, it becomes difficult for responders to quickly find the information they need during high-stress situations.
Solution: Adopt standardized templates that align with NFPA 1620 and ensure consistency across all pre-plans. Standardization should extend to symbols, terminology, and format to reduce cognitive load during emergencies.
Training Gaps
Even with excellent pre-plans available, responders must be trained on how to access and utilize this information effectively.
Solution: Incorporate pre-plan utilization into regular training exercises. Conduct periodic drills that require accessing and applying pre-plan information to reinforce its value and familiarize all personnel with the system.
4. Building an Effective Pre-Planning Program
Step-by-Step Approach
- Assess current capabilities and needs
- Evaluate existing pre-planning processes
- Identify high-priority occupancies
- Determine available resources
- Establish program goals and objectives
- Define what success looks like
- Set measurable targets
- Create a timeline for implementation
- Develop standardized procedures
- Create templates aligned with NFPA 1620
- Establish collection protocols
- Define review cycles
- Select appropriate technology solutions
- Consider systems that integrate with existing platforms
- Prioritize mobile accessibility
- Ensure offline capabilities
- Train personnel
- Provide comprehensive training on collection methods
- Ensure all shifts know how to access and use pre-plans
- Include pre-plans in tactical training scenarios
- Implement the program
- Begin with highest-risk occupancies
- Collect feedback and refine processes
- Regularly update pre-plans
- Evaluate and improve
- Review program effectiveness
- Solicit feedback from end-users
- Make continuous improvements
Essential Data Points to Collect
While the specific information needed may vary based on occupancy type, these core data elements should be included in most pre-plans:
- Building address and contact information
- Construction type and features
- Occupancy type and capacity
- Access points (including Knox Box locations)
- Utility locations and shut-offs
- Fire protection systems and controls
- Hazardous materials locations and types
- Fire department connections and standpipe locations
- Water supply information (hydrants, static sources)
- Special hazards or concerns
- Exposures and potential fire spread paths
- Evacuation considerations
- Tactical priorities and considerations
Technology Solutions
Modern pre-planning solutions offer significant advantages over traditional paper-based systems:
- Mobile accessibility: Access pre-plans from apparatus tablets or laptops
- Real-time updates: Ensure all responders have the latest information
- Offline capability: Access critical data even without internet connectivity
- Integration with other systems: Connect with CAD, RMS, and mapping platforms
- Multimedia support: Include photos, videos, and 360° imagery
- Data sharing: Seamlessly share information with mutual aid partners
The StreetWise CADlink solution exemplifies this approach, offering full-featured preplan management that follows NFPA 1620 standards. The system includes data collection, storage, distribution, and display capabilities, with an exclusive "Preplan Wizard" that guides personnel through field surveys on the same tablets used during response.
Integration with Existing Systems
For maximum effectiveness, pre-planning systems should integrate with other critical emergency response technologies:
- Computer-Aided Dispatch (CAD): Automatically deliver relevant pre-plans when calls are dispatched
- Records Management Systems (RMS): Connect pre-plan data with inspection history and other occupancy information
- Geographic Information Systems (GIS): Link pre-plans to mapping data for improved spatial awareness
- Mobile Data Terminals (MDTs): Make pre-plans accessible on apparatus computers
5. The Future of Pre-Planning
Mobile and Cloud Technology
The future of pre-planning is increasingly mobile and cloud-based. Mobile devices allow responders to access pre-plans from anywhere, while cloud storage ensures data is always up-to-date across platforms. This approach also enables real-time updates during incidents, with new information immediately available to all connected responders.
Integration with Smart Building Systems
As buildings become smarter, pre-planning systems will increasingly interface with building automation systems. This integration could provide real-time information about occupancy, HVAC status, fire alarm activation points, and even video feeds from building security systems.
Regional Data Sharing
The emergency services community is moving toward greater regional cooperation. Future pre-planning systems will need to support seamless sharing across jurisdictional boundaries, enabling true interoperability during mutual aid responses. This approach allows departments to share not just pre-plan data but also hydrant locations, tactical waypoints, and apparatus locations during major incidents.
Systems like StreetWise already support this concept, allowing multiple departments to share map data and unit locations for enhanced mutual aid response while retaining complete control over their own data.
6. Building a Culture of Pre-Planning
Creating effective pre-plans is only part of the equation. Departments must also build a culture that values and utilizes this information.
Make Pre-Planning Part of Regular Operations
Rather than treating pre-planning as a special project, integrate it into regular operations. Companies can conduct pre-plan surveys during routine inspections or dedicated company-level activities. This approach distributes the workload and keeps pre-plans current.
Use Pre-Plans During Training
Incorporate pre-plan information into training scenarios and drills. This reinforces the value of pre-planning and familiarizes personnel with accessing and applying this information during emergencies.
Recognize and Reward Quality Pre-Planning
Acknowledge personnel who create detailed, accurate pre-plans. Recognizing these efforts reinforces their importance and encourages thorough data collection.
Share Success Stories
When pre-plans contribute to successful outcomes, share these stories throughout the organization. Real-world examples help personnel understand the concrete benefits of thorough pre-planning.
7. FAQ: Incident Pre-Planning
How often should pre-plans be updated?
Pre-plans should be reviewed and updated at least annually for most occupancies. High-risk occupancies may warrant more frequent updates, especially after renovations, occupancy changes, or incidents that reveal new information.
What occupancies should be prioritized for pre-planning?
Priority should typically be given to:
- High-occupancy buildings (schools, hospitals, shopping centers)
- Buildings with vulnerable populations (nursing homes, assisted living)
- Buildings with hazardous processes or materials
- Buildings with complex layouts or access challenges
- Buildings with historical or community significance
- Buildings with unique construction features
How can small departments with limited resources implement effective pre-planning?
Small departments can:
- Focus on highest-risk occupancies first
- Use regional partnerships to share resources
- Utilize technology to streamline the process
- Train all personnel to contribute to pre-planning during regular duties
- Consider grant funding for pre-planning technology
How detailed should a pre-plan be?
Pre-plans should be detailed enough to provide actionable information without overwhelming responders. Focus on critical information that would impact tactical decisions, rather than trying to document every aspect of a building. Remember that pre-plans need to be quickly accessible and understood during emergencies.
How do we ensure pre-plans are actually used during incidents?
- Train personnel regularly on accessing and applying pre-plan information
- Integrate pre-plans into dispatch protocols so they're automatically provided
- Debrief after incidents to discuss how pre-plans were used and how they could be improved
- Make pre-plans easily accessible on mobile devices
- Ensure pre-plans are in a standard, easy-to-navigate format
What's the relationship between code enforcement inspections and pre-planning?
While related, these functions serve different purposes. Code enforcement focuses on ensuring compliance with fire codes, while pre-planning focuses on gathering information to support emergency operations. However, inspections provide excellent opportunities to collect or update pre-plan information, and many departments combine these activities.
How can we make pre-plans useful for mutual aid departments?
- Use standardized formats and terminology
- Consider regional pre-planning standards
- Utilize technology that allows secure sharing of pre-plan data
- Include information particularly valuable to outside agencies, such as water supply locations, access points, and radio communication considerations
- Conduct joint training using shared pre-plans
Can pre-planning information create liability concerns?
While there's always concern about liability in emergency services, the greater risk typically comes from not having critical information. Departments should consult with their legal counsel, but generally, making reasonable efforts to gather and utilize pre-plan information demonstrates due diligence rather than creating liability.
Conclusion: The Time to Act Is Now
In today's complex emergency environment, comprehensive pre-planning is not a luxury—it's a necessity. The challenges facing emergency services—from staffing shortages to increasingly complex building environments—make having reliable pre-plan information more important than ever.
With modern technology making pre-planning more accessible and effective, there's never been a better time to evaluate and enhance your department's pre-planning program. Whether you're starting from scratch or upgrading an existing system, investing in pre-planning is investing in the safety of your personnel and the community you serve.
The question isn't whether your department can afford to implement comprehensive pre-planning—it's whether you can afford not to. The time for enhanced incident pre-planning is now.
StreetWise CADlink offers full-featured pre-planning solutions designed specifically for fire and EMS agencies. Our NFPA 1620-based system streamlines the collection, management, and utilization of critical pre-plan data. Contact us to learn how we can help your department enhance its pre-planning capabilities.