2025 has tested organizations in new ways, with record-breaking weather events and shifting workplace risks. Recent reports from federal and safety agencies reveal a critical truth: many HR and people teams still lack the systems and visibility to protect their workforce when emergencies strike.
From missing employee data to untested evacuation protocols, the 2025 findings point to a larger challenge: workforce safety plans that meet compliance standards but fail in practice. We explore the human side of emergency preparedness and what HR leaders must do differently in 2026 to safeguard their people.
The state of readiness: new reports point to old problems
When it comes to emergency preparedness, too many organizations still rely on dangerous assumptions: that everyone can use the stairs, that first responders will always arrive in time, and that people will instinctively know what to do. But recent federal and safety reports are proving those assumptions false—and widening the gaps in evacuation readiness.
The U.S. first-responder system is increasingly burdened by workforce shortfalls. A recent national survey found that 94% of firefighters and 86% of EMS professionals say their departments have experienced staffing challenges. With fewer trained personnel available for immediate emergency response, organizations should not assume that rapid external support will arrive on time.
At the same time, The Occupational Safety and Health Administration (OSHA) spotlighted a glaring inequity: many employers still overlook workers who can’t evacuate without assistance. The agency urged implementation of buddy systems, evacuation chairs, and mobility equipment, yet studies show that less than half of workplaces actually drill inclusive evacuation procedures. The assumption that “everyone can get out on their own” continues to put vulnerable employees—and their rescuers—at risk.
And even when organizations plan, they often fail to communicate effectively. FEMA highlighted how few companies pre-approve multi-channel, multilingual alerts for evacuation or shelter-in-place orders. Too often, managers are left to improvise under pressure, resulting in inconsistent or confusing messaging at the worst possible moment.
These findings all point to the same conclusion: the traditional assumptions driving emergency plans are insufficient at protecting the most vulnerable in your workforce. To protect employees and meet the realities of a rising and complex threat landscape, safety leaders must replace assumptions with systems built on data, inclusivity, and proactive communication.
Four gaps that threaten employee safety
1. The accountability gap
OSHA requires employers to account for every employee after an evacuation, and common practice is to conduct a roll call at an outdoor assembly area. But with roughly half of remote-capable U.S. employees now working hybrid, and with assembly points vulnerable to weather and secondary hazards, relying on manual headcounts alone often leaves people unaccounted for.
Progressive organizations are investing in digital mustering tools, badge scanners, and mobile apps that confirm safety status in real time. The future of accountability will rely on live data, not clipboard checkmarks.
2. The accessibility gap
Evacuation planning often assumes every employee can walk independently down multiple flights of stairs. In reality, up to 25% of people have a disability or health condition that limits major life activity and could require some level of mobility or sensory assistance.
Ethical and regulatory obligations aside, inaccessible evacuation routes can slow everyone down. Inclusive design, trained support staff, and the right evacuation equipment like Med Sled® and Ethos Evacuation Chair are proving to be the difference between a coordinated exit and chaos. This equipment allows two rescuers to move a non-ambulatory person safely, reducing both injury risk, evacuation time, and anyone being left behind.
3. The self-sufficiency gap
During a regional disaster, first responders are contending with the same things that the community is. Roads may be blocked. Dispatchers may prioritize hospitals, schools or mass-casualty scenes. Your building may be safe to evacuate but unreachable for an external rescue in the minutes that matter. Employers should be ready to operate independently for at least 12–24 hours.
That means pre-arranging off-site assembly areas, transportation, and reunification plans. It also means preparing employees with adequate training and drills, especially around equipment that may be needed to evacuate non-amulatory personnel.
4. The awareness gap
When an emergency strikes, the awareness gaps in emergency actions plans are stark. Even when danger is clear, people delay. They look for confirmation on what to do, collect personal items, make calls, check with managers or wait for instructions. People also tend to favor the familiar and head towards the entry doors that they typically use versus the emergency-only exits. In fact, a study shows that emergency-only exits were noticed at 20% the rate of regular stairways. In any crisis, social proof and habit drive behavior more than posted maps.
Most companies only update emergency plans annually (53%), and 28% don’t test or update them regularly at all. Employee training has been shown to reduce pre-evacuation delay by nearly 1.5 minutes. Not only are employees more confident in what to do, but the muscle memory actually enables them to act based on habits they have formed.
Looking ahead: what 2026 demands from HR and people leaders
If 2025 was the year of identifying weaknesses, 2026 must be the year of implementation. Safety leaders should focus on four strategic investments:
- Modernize drills and data. Move beyond compliance-based exercises. Incorporate technology that tracks evacuation performance, identifies bottlenecks, and integrates with HR systems for instant rosters.
- Prioritize accessibility from the start. Budget for inclusive equipment including evacuation chairs or sleds, signage, and training, rather than retrofitting later. When mobility devices like Med Sleds are strategically placed and staff are confidently trained, the organization can protect everyone equitably and ensure that no one is left behind.
- Strengthen local partnerships. Coordinate with fire, EMS, and community emergency management teams to align response expectations and discuss what measures your company can take in the event that outside help is delayed.
- Build resilience into budgets. Treat evacuation readiness not as a compliance line item but as a business continuity investment. The cost of downtime, litigation, or injury far exceeds proactive planning.
From policy to practice: A people-centric approach
Beyond tools and technology, preparedness is cultural. The most resilient organizations foster a mindset where every employee knows two things: how to act and how to assist others.
Training that empowers peer support, like buddy assignments or floor warden programs, can reduce panic and confusion. During drills, leaders should test not only routes but also the decision-making process: Who triggers the alarm? Who verifies floor clearance? Who stays behind to assist?
Equipment like the MedSled makes that assistance tangible. But its value multiplies when paired with practice. An untrained employee faced with a disabled coworker and an unused sled will hesitate. A trained one will act.
Building the business case for 2026
As budgets tighten, safety leaders must compete for attention against cyber risk, environmental, social and governance (ESG) compliance, and capital projects. The key is reframing evacuation readiness as a return on resilience.
- Cost of failure: OSHA fines for inadequate emergency planning can reach six figures; lawsuits and reputational damage can exceed that many times over.
- Cost of preparation: A modest investment in inclusive evacuation gear, communication upgrades, and quarterly drills yields measurable reductions in incident severity and recovery time.
- Talent and trust: Employees who feel their employer can protect them are more likely to stay. In an era of workforce volatility, that trust is a differentiator.
Keeping employees safe in 2026 and beyond
The next year will bring more complexity in climate-driven disasters, hybrid workplaces, an aging workforce and infrastructures. But the challenge also brings opportunity.
By pausing to recognize today’s gaps and investing in inclusive, data-driven evacuation systems, business leaders can transform compliance into confidence. It’s not just about passing an audit, it’s about protecting people when they need it most.
Preparedness is no longer a plan on the shelf; it’s a lived practice. And 2026 will reward those who plan, equip, and train accordingly.
About Ethos Preparedness
Ethos Preparedness is a leading provider of emergency preparedness solutions, specializing in training, planning, and equipment to ensure organizations are ready for any crisis. Trusted by over 5,000 facilities nationwide—including the top-ranked hospitals in the U.S.—Ethos Preparedness partners with businesses, healthcare providers, and institutions to enhance emergency response capabilities. Through innovative solutions like Med Sled® evacuation devices and tailored training programs, Ethos Preparedness empowers organizations to protect their most valuable assets: their people. Learn more at www.ethospreparedness.com.
Rob Marshall
