Improving Disaster and Emergency Preparedness Planning Processes and Procedures in a System - Research Paper Example

? Approaches for Improving Disaster and Emergency Preparedness Planning Processes and Procedures in a System – Based Framework Approaches for Improving Disaster and Emergency Preparedness Planning Processes and Procedures in a System – Based Framework Abstract Cases of disasters and emergencies are rapidly increasing in the current world. The fundamental objective of this research paper is to identify the approaches that organizations can use to improve disaster and emergency preparedness. The paper primarily focuses on planning processes and procedures in a system-based framework. Emergencies often occur because of lack of proper systems or failure of the existing systems to limit, control and prevent the circumstances that trigger incidences that cause disasters. Emergencies are common in any given area: in schools, churches, towns, offices and roads. One of the characteristics of emergencies is that they are not predictable; they hit any time when people are not expecting them. This unpredictability character has forced the stakeholders of areas prone to emergencies and disasters to prepare mitigation mechanisms that they can apply to limit the adversities associated with unforeseen circumstances. The purpose of this research paper is to help people to understand the critical aspects of disaster preparedness and emergency mitigation measures. Emergencies that organizations and people predict and prepare for in advance have lesser adversities than those that are unprepared for or in terms of planning. It is crucial for the citizens to understand the processes and procedures for mitigating disasters and emergencies in their environments. This research paper will focus on the background of the approaches for improving disaster and emergency preparedness. The research questions and objectives will be based on planning processes and procedures in a system-based framework. The paper will review the literature available concerning disaster and emergency preparedness planning processes and data concerning procedures in a system-based framework. The paper will use secondary sources to collect data, and data collected will be analyzed using percentages. Introduction A disaster can be either natural or caused by human activities. A disaster results in significant physical damage, destruction, loss of life and drastic change in ecosystems (Arthur, 2007). Disasters are tragic events arising from undesirable events such as catastrophic accidents, explosions, earthquakes, fires, and floods. An emergency constitutes a situation that poses an immediate danger to property, health, environment, and life (Karagiannis, Piatyszek & Flaus, 2013). Emergencies require urgent intervention to act as countermeasures for preventing the worsening of the risk. Emergency preparedness is a long-term program involving activities whose aims are to strengthen the capacity and capability of a community to manage efficiently all types of emergencies and ensure an orderly transition from relief through recovery and sustainable development. Most countries have set government emergency services to respond to emergencies; these agencies are responsible for planning and managing emergencies. Emergencies and disasters can cause both mild and devastating damage. The preparedness and planning for these disasters and emergencies is of paramount necessity at all times. A system-based framework is a structure of operation where several independent units are interrelated to work together towards achievement of a common goal. A system-based framework is characterized by environment, feedback, boundaries, controls, inputs and outputs (Sommer & Nja, 2012). Disaster and emergency preparedness approaches are necessary in a system-based framework to a countermeasure the adversities of the risks. Statement of the Problem Major emergencies and disasters do not respect national borders and never occur at convenient times. The intensity of human suffering caused by these events are huge, and affect many aspects of people’s lives such as housing, health, security, water and access to food. It is, therefore, critical to have plans in place to mitigate the consequences of emergency and disaster in a coordinated response. The challenge of preparedness in handling disasters and emergency is still widespread across the populations (Sommer & Nja, 2012). Most countries have not been able to develop proper approaches for improving disaster and emergency planning in their systems. The most affected areas are less developed countries that constitute victims of disasters because they do not have the technology for identifying, planning, and curbing possible risks that occur. System-based frameworks should be set up in such a way that they depend on one another to ensure success of operations. These frameworks require strengthened channels of communication and collaborations in order to complete successfully operations. System-based frameworks face the consequences of disasters and emergencies because all elements of the system are not usually prepared to handle unforeseen circumstances of adversity (Wise & McGuire, 2009). Proper inquiry into this problem reveals that there are no approaches in place to enhance planning for and procedures for handling emergencies and risks in these types of environments. Objectives of the Research 1. To find out why most communities have not instituted proper approaches for improving disaster and emergency preparedness processes and procedures 2. To identify the best approaches for improving disaster and emergency preparedness in system-based framework 3. To establish the planning processes and procedures for handling disasters and emergencies in a system-based framework Research Questions 1. Why have most organizations not instituted proper approaches for improving disaster and emergency preparedness? 2. What are the best approaches for improving disaster and emergency preparedness in a system-based framework? 3. What plans and procedures are necessary for handling disasters and emergencies in a system-based framework? Literature Review Causes of Ineffective Approaches for Improving Disaster and Emergency Preparedness Sommer and Nja (2013) contend that one of the greatest human weaknesses is to forget the past incidences. People do experience the consequences of disasters and emergencies and forget about the recurrence of the same risks. All efforts that should be dedicated towards curbing the problems of these challenges are withdrawn with the hope that disasters will never strike again. According to Arthur (2007), disasters and emergencies are likely to recur. The nature of unpredictability forces all people to be aware that one day an emergency will occur; therefore, people need to be alert and always prepared to handle them. The routine threats from natural disasters such as flooding, hurricanes, thunderstorm and tornados are bound to recur from time to time (Wise & McGuire, 2009). Emergencies and disasters are mutually exclusive; the occurrence of one does not prevent that of another. Approaches for improving disaster and emergency preparedness require heavy financial investment (Wise & McGuire, 2009). Most countries, especially the third-world countries, do not have access to the required funds for instituting strategies for monitoring and controlling the adversities of disasters and emergencies. Traditionally, emergency preparedness focused on stockpiling relief food and provision of urgent services to meet the basic needs of the public (Stewart & Rashid, 2011). Political commitment, human and financial resources are concentrated on these short-term emergency contingencies (Arthur, 2007). Building up capacities for a humanitarian response continue to be prioritized in all countries, but constrained resources limit the success of these initiatives. Extra resources are required to reduce the social, economic and human consequences of disasters and emergencies (Wise & McGuire, 2009). Less-developed countries should seek international assistance to help them place attention on implementation of proactive strategies and comprehensive approaches to enhancing national capacities in emergency preparedness and response (Taohidul & Chik, 2011). Approaches for Improving Disaster and Emergency Preparedness Data sharing is one of the best approaches for improving disaster and emergency preparedness. Taohidul and Chik (2011) argue that disaster preparedness approaches are strengthened by the ability of communication channels to enhance the transfer of information from one person to another. The success of identifying any risk threat will depend on the ability of concerned authorities sharing critical data about the running of the organization or community with due regard to disaster and emergency response (Arthur, 2007). Data sharing enhances the process of communication and decision-making when an emergency strikes. This enables the concerned stakeholders to act promptly in their mitigation activities. Data sharing among the elements of the system enables each element to identify the roles and functions of each party in handling risks (Taohidul & Chik, 2011). An environment where all people understand their roles in relation to disasters, and emergencies is less likely to experience the adversities of risks. Communities need to foster opportunities for collaborative project implementation. Priority area in collaborative project implementation is to encourage and support community-based risk reduction and programs for emergency preparedness. Taohidul and Chik (2011) postulated that community participation is the most critical element in disaster preparedness planning, implementation and evaluation. Community collaboration makes it possible to measure and obtain feedback in planning processes and procedures in a system-based framework (Karagiannis, Piatyszek & Flaus, 2013). The community members are in contact with the environment, and their likelihood of identifying possible disasters should not be ignored. Governments should encourage the community to be vigilant and monitor their environment in response to possible disasters and emergencies. Advanced information technology solutions are crucial in improving disaster and emergency preparedness (Karagiannis, Piatyszek & Flaus, 2013). Advances in information technology in the forms of Geographic Information Systems (GIS), satellite communication, use of the Internet and remote sensing are beneficial in planning and implementing strategies for reducing the effects of disasters and emergencies (Sommer & Nja, 2012). These information systems should be maintained and updated during disasters and emergencies to reduce the cost and time for handling contingency (Taohidul & Chik, 2011). GIS aid in searching, aiding, and identifying disaster-prone areas and zone them according to risk magnitudes. Communication technologies such as mobile communications, radio and television are crucial in disseminating warnings of disasters and emergencies (Arthur, 2007). The internet provides a necessary platform for disaster mitigation communications. The website is supportive in global dissemination of information about disasters and emergencies and provides the most effective strategies for overcoming the hazardous effects of a disaster. Improving knowledge and skills among the publics promises risk reduction and emergency preparedness (Sommer & Nja, 2012). Knowledge and skills should involve the development and updating the guidelines, standards and technical information on strategic emergency preparedness and response mechanisms. Another priority area involves promotion and development of sound and credible educational materials. The states need to organize courses, conferences, workshops and seminars with the objective of sharing emergency experiences and material at local, national and international levels (Wise & McGuire, 2009). Training should concentrate on raising awareness, advocacy and sensitization on risk reduction and emergency preparedness, planning processes, needs assessment and building technical skills in emergency preparedness and response (Taohidul & Chik, 2011). Procedures for Handling Emergencies and Disasters The first step in emergency and disaster handling should involve pre-emergency preparation. This step deal with anticipations that there is a probability of an emergency occurring (Wise & McGuire, 2009). The routine threats from disasters and emergencies should be documented to help professionals in predicting the probability of occurrence. Given the trend of disaster occurrence in a particular region, the impending danger of re-occurrence is predicted and proper pre-emergency preparation put in place. Providing alerts and warning is the second step in disaster and emergency handling. Alerting activities include alarms and warnings about the disaster (Arthur, 2007). The third step involves assisting of people to evacuate the disaster or emergency scene in order for them to avoid being victimized. Fourth, emergency professionals should handle the casualties by taking to the hospitals if still alive or mortuary if they have died. The final step is to contain the emergency; professionals and specialists in the area of the emergency usually do this. Hypothesis H1: All communities have instituted proper approaches for improving disaster and emergency preparedness. H2: There are no best approaches for improving disaster and emergency preparedness in system-based frameworks. H3: Planning processes and procedures for handling disasters and emergencies in a system-based framework are effective. H4: Preparedness planning processes and procedures reduces the adversities of disasters and emergencies Methodology The research design adopted for this paper was a secondary qualitative methodology. The research involved collection of data from secondary sources such as publications, journals and peer-reviewed articles. Secondary methodology is advantageous because it is less costly compared to primary methodology. The researcher also adopted an informative research design since the paper intended to enlighten readers about the approaches for improving disaster and emergency preparedness planning processes and procedures in a system-based framework. Data that was collected from secondary sources was analyzed using percentages. Data Analysis The research carried out by Peter and Karen (2011) revealed that not all communities have proper approaches for improving disaster and emergency preparedness in system-based frameworks. Findings from this research concluded that more than 50% of the system-based frameworks have not invested adequately in disaster and emergency preparedness approaches (Peter & Karen, 2011). Approximately, 40% of the frameworks that have set up emergency preparedness plans do not have best approaches for improving emergency and disaster preparedness. Richa & Umashankar (2009) interviewed managers in major business organizations where interdependent activities were critical in the success of the operations. Findings from this research showed that four out of ten managers interviewed opposed the availability of the best approach for improving disaster and emergency preparedness (Richa & Umashankar, 2009). 60% of the managers believed that there are better approaches than the traditional plans and procedures that can be used to mitigate the adversities of the 21st emergencies and disasters (Richa & Umashankar, 2009). Planning processes and procedures for handling disasters and emergencies in a system-based framework are of paramount significance. The procedures and processes identified include pre-emergency preparation, providing alerts, evacuation procedures and containing the emergency. David, Colleen and Ekong (2010) revealed that 95% of the people interviewed stressed on the importance of having emergency exits in all buildings and transportation facilities characterized by system-based frameworks. 5% of the respondents opposed emergency exits since they believed that they are loopholes for further human-caused disasters and emergencies (David, Colleen & Ekong, 2010). Proper preparation can potentially reduce the adversities of disasters and emergencies. System-based frameworks with proper plans and approaches for improving disaster and emergency planning have revealed consistency in reduced adversities of the risk effects (Eun, Abhijeet & Makarand, 2010). Research findings reveal that organizations and institutions that properly plan for emergencies have the objectives of strengthening communication channels, data sharing, training, installation of advanced technology and fostering collaborations (Arthur, 2007). These approaches reduce the effects of disasters and emergencies on people and property. Discussion of Findings Lack of approaches for improving disaster and emergency preparedness among some organizations could be resulting from inadequate finances and initial capital. All people could be willing to have some form of countermeasures in place to reduce the impacts of disasters and emergencies; however, limited finances are the main hindrance in the struggle to achieve this objective. Additionally, there is a possibility that managers and leaders are not well informed on the best approaches for planning and preparing for disasters (Arthur, 2007). This lack of knowledge and skills could be hindering the process of implementation of emergency plans. Most people beliefs that the effects of disasters and emergencies are the same, whether there are improved preparedness plans or not. People with this attitude tend to assume that there are not better approaches than the existing ones. The optimistic managers belief that there are always better ways of doing things than the existing methods; this is why they agree that there are additional and innovative approaches that can be used to improve disaster ad emergency planning processes and procedures. People who prioritize safety stress on the importance of having emergency exits. People who oppose the installation of emergency exits belief that these additional ways provide ways for ill-mannered people to gain unauthorized access to the buildings and cause destructions. However, emergency exits are crucial in all buildings and transportation facilities because they promise safety in case an emergency or disaster strikes (Taohidul & Chik, 2011). Improved disaster and emergency preparedness can greatly reduce the adversities of disasters and emergencies. When people are aware that an emergency will occur, they tailor their systems in such a way that there will be proper coordination during the disaster occurrence (Wise & McGuire, 2009). This coordination strengthened by the communication channels and data-sharing capability reduces the intensity of emergencies in system-based frameworks. Preparation for disasters includes approaches such as training the members of the organization or institution how to behave during the emergency, thus acting in an organized manner; this reduces the chances of being hurt when disaster and emergency hit. Conclusion Disasters have undesirable consequences on health, lives and property of the victims. Emergencies pose an immediate danger to property, health, environment and life; they thus require proper intervention mechanisms to a countermeasure their adversities. Improved approaches are required in a system-based to mitigate the adversities associated with these risks. Factors that contribute to ineffective approaches in disaster and emergency preparedness include unpredictability of reoccurrence and inadequate finances. Data sharing, community collaboration, advanced information technology and improved knowledge and skills should be enhanced among the people as the best approaches for emergency and disaster preparedness. The steps for handling emergency and disasters include pre-emergency preparation, providing alerts and warnings, evacuation aid, handling of casualties and containing the emergency. Some system-based frameworks with emergency preparedness plans do not have the improved approaches for planning and mitigating disasters. Most organizational managers belief that there are improved approaches for enhancing planning, processes and procedures for disaster and emergency mitigation. It is critical to institute proper processes and procedures for dealing with disasters and emergencies in system-based frameworks. People need to focus closely on proper preparation for emergencies and disasters since this can potentially limit the effects of disasters and emergencies. References Arthur, S. (2007). Toward a Taxonomy of Disaster and Crisis Theories. Administrative Theory & Praxis, 29(4), 497-512. David, M. E., Colleen, G. C., & Ekong, P. (2010). Addressing vulnerability through an integrated approach. International Journal of Disaster Resilience in the Built Environment, 1(1), 50-64. Eun, H. O., Abhijeet, D., & Makarand, H. (2010). Disaster impact analysis based on inter-relationship of critical infrastructure and associated industries: A winter flood disaster event. International Journal of Disaster Resilience in the Built Environment, 1(1), 25-49. Karagiannis, G. M., Piatyszek, E., & Flaus, J.M. (2013). Model-Driven and Risk-Based Performance Analysis of Industrial Emergency Plans. Journal of Contingencies and Crisis Management, 21(2), 96-114. Peter, T., & Karen, S. (January 01, 2011). 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