Air raid alerts have become a constant part of daily work life for most companies in Ukraine. In these conditions, office safety is no longer a formality or a “future consideration” — it directly affects people’s lives, business continuity, and the psychological well-being of teams.
It is important to understand that office safety during an alert is not limited to the mere presence of a shelter. It is a system of coordinated measures that includes the readiness of premises, the organization of the business center, and proper team preparation. Below is a structured checklist designed to help assess the real level of office safety.
1. What Must Be in a Shelter: Basic Checklist
The presence of a shelter does not guarantee safety if it is not prepared for regular use. A shelter must be functional, accessible, and suitable for people to remain there for extended periods of time.
Minimum requirements for a shelter:
- sufficient space to accommodate all employees without overcrowding;
- solid load-bearing structures and no windows;
- lighting (main and emergency);
- ventilation or access to fresh air;
- benches, chairs, or seating areas;
- a first-aid kit;
- drinking water;
- a fire extinguisher.
Desirable but often overlooked elements:
- backup flashlights or autonomous lighting;
- power banks or charging points;
- basic hygiene supplies;
- information signs with behavioral guidelines.
Beyond basic equipment, it is essential to assess whether the shelter is suitable for repeated use throughout the day. During periods of intense attacks, employees may need to use the shelter several times in a row, and it must remain functional. This means cleanliness should be easy to maintain, water access should not be limited to a one-time supply, and lighting should operate independently of the main power grid. Temperature and humidity also matter — excessive dampness or cold quickly reduces people’s ability to remain inside for longer periods.
2. Shelter Accessibility: A Critical Factor
Even a perfectly equipped shelter is useless if it is difficult or impossible to reach during an alert.
Check the following:
- whether the shelter is accessible during both working and non-working hours;
- whether access is restricted by passes or approvals;
- whether the route from the office is clear and intuitive;
- how long it realistically takes to reach the shelter;
- whether navigation signs and directions are available.
Ideally, the route to the shelter should take no more than 2–3 minutes and should not depend on security approvals or third-party assistance.
Special attention should be paid to the human factor during an alert. In real situations, employees move simultaneously, often under stress, with different physical abilities and walking speeds. Accessibility is therefore not just about open doors but also about sufficient corridor width, the absence of bottlenecks, and the ability to navigate quickly — even for new or temporary staff. If the route passes through turnstiles, elevator halls, or service areas, these aspects must be planned and tested in advance.
3. What to Check in the Business Center Overall
Office safety depends not only on your floor or unit, but on how the entire business center operates.
Key questions for the property management:
- who is responsible for opening the shelter during an alert;
- whether there is a clear action protocol for security and administration;
- how engineering systems operate during emergencies;
- whether backup power is available;
- how communication is maintained during outages.
Signs of a responsible business center:
- clear instructions for tenants;
- regular shelter inspections;
- timely communication about changes or restrictions;
- willingness to provide specific answers rather than vague assurances.
When assessing a business center, it is important to look beyond formal statements and evaluate the maturity of crisis management. This is reflected in how administration communicates with tenants during alerts, whether centralized notifications exist, and how well security and technical teams coordinate their actions. Well-managed business centers typically have a single communication channel, a clear hierarchy of responsibility, and the ability to adapt quickly rather than improvise every time.
4. Engineering Safety and Autonomy
Air raid alerts are often accompanied by additional risks such as power outages, communication failures, or ventilation issues.
What should be verified:
- the presence of a generator or alternative power supply;
- power prioritization (shelters, lighting, elevators);
- ventilation operation inside the shelter;
- availability of emergency communication with administration.
Engineering safety is not only about having equipment, but also about understanding usage scenarios. For example, a generator may exist formally but be designed only for minimal loads or short operation periods. Tenants must clearly understand which systems are supported during alerts: shelter lighting, ventilation, communication systems, or fire safety automation. Knowing these limits allows companies to prepare alternative solutions and avoid unrealistic expectations.
5. How to Prepare the Team: As Important as Infrastructure
Even the best infrastructure fails if people do not know what to do.
Every employee should know:
- where the shelter is located;
- how to reach it quickly;
- what actions are allowed and prohibited during an alert;
- who is responsible for coordination.
Recommended actions for companies:
- conduct short safety briefings;
- distribute shelter route maps;
- appoint responsible coordinators;
- regularly update safety information.
Team preparation is not a one-time briefing but a continuous internal communication process. Over time, staff changes, new employees, contractors, and interns join the team. If alert procedures are not regularly updated, even a well-equipped office cannot guarantee safety. The psychological aspect is also critical: clear rules and predictable actions reduce panic and help people act more confidently in stressful situations.
6. Common Mistakes That Reduce Safety Levels
In practice, companies often repeat the same mistakes:
- relying solely on the business center owner’s assurances;
- failing to inspect the shelter personally;
- not informing new employees;
- neglecting to update procedures after changes.
Another common mistake is formalizing safety after people “get used” to alerts. Over time, companies stop checking shelter readiness, fail to update instructions, and ignore minor issues that accumulate. This loss of attention often leads to critical failures at the very moment when the safety system must function flawlessly. Regular checklist reviews help prevent this effect.
Conclusion
An office safety checklist during air raid alerts is a practical tool for objectively assessing preparedness for real risks. It covers not only the shelter itself, but also the organization of the business center and team readiness.
For tenants, office safety is not only about caring for people — it is also a responsibility toward business continuity.
FAQ
Should a shelter be checked even if the business center is new?
Yes. A new building does not guarantee that the shelter is ready for real use during alerts.
Who should be responsible for coordinating actions during alerts?
It is best to appoint responsible coordinators or a designated safety lead to avoid chaos and conflicting decisions.
Is it worth conducting drills or test routes to the shelter?
Yes. Short familiarization walks help identify bottlenecks and reduce stress during real alerts.
What if a shelter exists formally but is not ready?
The tenant should document the issue in writing and request corrective actions from the property management.
How often should safety information be updated for the team?
Instructions should be updated after any changes in the business center or team composition and periodically reinforced.