During the repair of a fire alarm or sprinkler system, more than one team might simultaneously be working on the same safety problem. Fire watch guards are patrolling the property, alarm contractors are working on alarm equipment and fire marshals might inspect the property or give direction. Even the best teams can find themselves working in parallel lanes if they don’t communicate clearly. Permanent systems will be restored through good coordination, ensuring that everyone is kept informed and continues to be protected.
To streamline this multi-party response, establishing a clear protocol for fire watch security ensures that on-site guards, repair technicians, and local authorities remain perfectly aligned throughout the impairment period. Without unified direction, miscommunications regarding system downtime or test schedules can lead to false alarms, unnecessary delays, or regulatory oversight. Bringing all stakeholders onto the same page from the beginning creates an efficient, fully accountable safety operation that keeps the facility protected while permanent systems are brought back online.
The initial step is to start with a clear safety plan.
Property managers should determine the need for fire watch coverage and affected areas of the property prior to the start of the coverage. The fire watch company needs to know the building layout, fire exits, fire hazards, alarm location and non-protected areas of the property.
All instructions from the fire marshal or any other relevant authority must be communicated to the fire watch team and other contractors. All should be aware of what is expected of them, who is responsible for what and who to contact if conditions change.
How to work with the fire marshal.
Fire marshals can be a valuable asset in the event that a building’s fire protection system is compromised. They can check the property, assess the necessary precautions or give directions on fire watch coverage depending on local needs.
Property managers should maintain a line of communication and ensure that pertinent records are on hand. Log files, incident reports, system degradation and repair information can all help demonstrate action being taken. Fire watch guards should use the applicable instructions, and not assume about the regulations. A marshal’s concern should be communicated to the property manager and other responsible teams promptly.
Keeping Alarm Contractors in the Loop
Alarm contractors must have access to the equipment, but must not leave the property without proper monitoring. The contractor and the fire watch provider should know the time of the system downtime and the affected areas prior to the repairs. Guards must be notified of any alarms or status changes if they are going to be tested. This will reduce confusion and help them to differentiate between a test and an emergency.
The parties involved should ensure that the system has been repaired and is functioning as needed following the repairs, prior to the end of fire watch coverage.
Provide updates through sharing (during the shift)
Things can change rapidly in the midst of repairs. If a problem is found in one electrical room, it could result in further work in another. A late repair could also result in a longer fire watch period than anticipated. The property manager, guards, contractors and relevant authorities keep in touch with each other by providing regular updates. Even brief transfers of information can help to avoid missing out on important information.
Documenting What Happens
Records are good for linking the work of different teams. Patrol times, hazards, incidents and actions taken should be documented in a fire watch log. It is important for contractors to record any repair or test work and for property managers to retain any notices and communications. These records, combined together, provide a better picture of what was going on during the time the system was down.
