It can be frustrating when a fire alarm or sprinkler system goes offline and paperwork is required to be completed later. The property manager may have to make rapid fire watch arrangements as well as cooperate with the fire marshal or other local authorities. While the approval process differs from location to location, having a good property manager can ensure that there is no unnecessary delay.
To keep approval delays to a minimum, property managers should immediately line up qualified coverage to demonstrate proactive compliance. Securing a reliable fast fire watch service allows management to present local authorities with a fully formed monitoring plan, complete with trained personnel and structured patrol protocols, satisfying the fire marshal’s safety mandates without wasting valuable time.
Know What the Fire Marshal Needs
Get the essential information first, before making the call. Know what fire protection system is involved, when it is not functioning, why it is not available and how big the area affected is. Be ready with the property address, type of building, occupancy details, number of floors and estimated repair date. They can guess or give incomplete information, which can result in more questions and back-and-forth.
Create a Simple Fire Watch Plan
A clear plan provides concrete information for the fire marshal to consider. It should include details on how the property will be monitored, where patrols will be made, how frequently they will be made and what the guards will do if they find smoke, fire, or another serious hazard. Add the number of people assigned and the areas they will be responsible for. If there are high-risk areas, mention them, instead of burying them in a lengthy document.
Use Trained Fire Watch Personnel
The citizens assigned to the property should know what is expected of them prior to their arrival. They should be taught how to patrol the site, how to know if there are obvious fire hazards, how to report problems and what to do in case of an emergency. Ensure training or qualification records are kept if requested by the local authority. Having this information available in a timely fashion can help the approval process go much easier.
Keep Communication Direct
If time is short, there are no needless delays when there is some scattered communication. Assign one person to work with the fire marshal, fire watch contractor, building personnel and repair company. When asked for further information by the marshal, answer promptly and give only the information requested. Don’t leave ambiguous updates like “the system is going to get fixed soon. It is much more helpful to have a particular repair status and an estimated completion time.
Document Everything
Maintain copies of the approvals, notifications, patrol logs, incident reports, repair updates, and communications with the proper authorities. Good records make it clear what went on and what actions were taken.
Don’t think of Approval as a single step.
Site conditions may cause changes in fire watch requirements. Construction activities could increase, a repair might be delayed, or an area that was not previously impaired could be included in the impairment. Notify the fire marshal of important changes to circumstances. Do not allow the original fire watch plan to continue in the event that the needed coverage is changed.
Quick but Correct
The best way to get approved is to prepare, not pressure. The fire marshal needs to have accurate property information, a practical fire watch plan, trained staff and organised documentation to make efficient decisions.
