Preparedness Planning: Checklists, Risk Audits, and Scenario-Based Drills

What Preparedness Planning Is (and What It Is Not)

Preparedness planning is the practical work of turning earthquake hazard awareness into actions that can be carried out under stress, with limited time, limited information, and disrupted services. It is not a single document that sits on a shelf, and it is not a one-time purchase of supplies. It is a repeatable cycle: identify what you need to keep people safe and operations functioning, check what you already have, close the gaps with specific tasks, and practice those tasks until they become routine.

In this chapter, preparedness planning is organized into three tools that reinforce each other: checklists (what must be in place), risk audits (how well you are actually prepared, verified by observation), and scenario-based drills (whether people can execute the plan in realistic conditions). Used together, these tools reduce the common failure mode of “we thought we were ready” by forcing you to verify assumptions and practice decision-making.

Core Principles for Earthquake Preparedness Plans

Plan for disrupted lifelines, not just shaking

Many earthquake impacts come from what happens after the shaking: power outages, water interruption, blocked roads, overwhelmed communications, and delayed emergency response. A preparedness plan should assume that outside help may not arrive quickly and that normal routines (school pickup, commuting, deliveries, medical access) may be disrupted.

Make the plan executable under stress

During and after a strong earthquake, attention narrows and memory becomes unreliable. Plans must be simple, visible, and practiced. The best plans are designed around short, clear actions: “shut off gas if you smell gas,” “text the out-of-area contact,” “meet at the secondary assembly point if the primary is unsafe.”

Separate “immediate life safety” from “continuity”

Preparedness planning works better when you separate actions into time horizons: (1) immediate life safety actions during and right after shaking, (2) first-hour stabilization actions (injury check, hazard control, accountability), and (3) continuity actions (shelter, water, sanitation, information, and resuming critical functions). This prevents continuity tasks from distracting from urgent safety tasks.

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Checklists: Turning Needs into Specific, Verifiable Items

A checklist is a structured list of items and actions that should be in place before an earthquake. The checklist is not the plan itself; it is a tool to build and maintain readiness. A good checklist uses observable criteria (you can verify it) and assigns ownership (someone is responsible).

How to build a checklist (step-by-step)

• Step 1: Define the setting. Create separate checklists for a household, a classroom, a small business, or a community group. Each setting has different constraints and responsibilities.
• Step 2: Choose a planning period. Many groups use 72 hours as a baseline for self-sufficiency, but you can also plan for 24 hours (minimum) and 7 days (robust). The planning period sets quantities for water, food, medications, and fuel.
• Step 3: Organize by functions. Use functional categories that match real needs: communication, medical, water, sanitation, shelter/warmth, tools/lighting, documents/cash, and role assignments.
• Step 4: Write items as pass/fail statements. Example: “Two methods to cook without grid power are available and tested” is better than “cooking supplies.”
• Step 5: Assign an owner and a review date. Every item should have a person responsible and a schedule (monthly, quarterly, or semiannual) to re-check.

Household preparedness checklist (example)

• Communication: Out-of-area contact selected; all household members know the number; phones have emergency contact card; two charging methods available (battery bank and car charger); text-first plan agreed.
• Meeting points: Primary and secondary meeting locations chosen; a neighborhood check-in point identified; a reunification plan for school/childcare is written and shared.
• Water: Stored water meets the chosen planning period; containers are sealed, dated, and stored safely; a water treatment method is available (filter or disinfectant) and instructions are printed.
• Food: Non-perishable food for the planning period; manual can opener; special dietary needs covered; rotation schedule set.
• Medical: First-aid kit stocked; prescription medications have a refill buffer; copies of prescriptions stored; basic training completed by at least one adult.
• Sanitation: Backup toilet plan (liner bags, absorbent material, hand sanitizer); soap and disinfectant available; waste storage plan identified.
• Lighting and power: Flashlights/headlamps with spare batteries; lantern option; no-candle policy decided if fire risk is a concern.
• Tools and safety: Work gloves, sturdy shoes accessible; pry bar or multi-tool; fire extinguisher checked; whistle for signaling.
• Documents and cash: Copies of IDs, insurance, and key contacts stored in waterproof pouch; small cash reserve in small bills.
• Pets: Pet food/water, leash/carrier, and vaccination records included; pet reunification plan set.

Small business checklist (example)

• People: Employee contact tree; accountability method (roll call app or paper roster); designated floor wardens; first-aid/CPR coverage per shift.
• Critical operations: List of critical processes and acceptable downtime; manual workaround procedures printed; vendor alternatives identified.
• Data and records: Offsite backups verified; recovery procedures documented; key passwords stored securely with access controls.
• Facility and utilities: Utility shutoff locations labeled; staff trained on when and how to shut off; emergency lighting tested; fire extinguishers inspected.
• Supplies: Water and basic supplies for staff for the planning period; PPE for dust/debris; basic tools for minor stabilization.
• Customer communication: Pre-written messages for closure, delays, and safety updates; alternate channels (website banner, social media, voicemail).

Risk Audits: Verifying Readiness in the Real World

A risk audit is a structured inspection that tests whether your checklist items are actually true. Audits catch the gap between intention and reality: expired batteries, blocked exits, unlabeled shutoffs, supplies stored where they cannot be reached after a quake, or plans that depend on a single person who might be absent.

Audit mindset: look for failure points

Audits are not about blame; they are about identifying weak links. Use the question: “If the earthquake happened right now, what would fail first?” Then verify by observation. If you cannot verify it, treat it as not ready.

How to run a preparedness audit (step-by-step)

• Step 1: Choose an audit scope. Start with one area (home kitchen, office floor, classroom) and expand. Keep the first audit small enough to finish in one session.
• Step 2: Use a simple scoring system. For each item: Green (ready and verified), Yellow (partially ready or uncertain), Red (not ready). Avoid complex numbers at first.
• Step 3: Walk the space with the checklist. Physically locate supplies, check dates, open containers, test devices, and confirm access routes.
• Step 4: Identify single points of failure. Examples: only one exit route, only one person knows the plan, only one key stored in one location, only one communication method.
• Step 5: Convert findings into tasks with deadlines. Every yellow/red item becomes a task: who will fix it, what is needed, and by when.
• Step 6: Re-audit the fixes. Close the loop by verifying that the task was completed and works as intended.

What to audit: practical categories

• Access and reachability: Can you reach the kit if cabinets jam or items fall? Are shoes and gloves accessible at night? Are exits blocked by storage?
• Redundancy: Do you have at least two ways to communicate, two ways to light, and two ways to obtain safe water?
• Dependency checks: Does the plan assume cell coverage, internet, elevators, or a specific road? Note alternatives.
• Labeling and instructions: Are shutoffs labeled? Are instructions printed (not only on a phone)? Can a visitor follow them?
• Maintenance: Battery dates, medication expiration, water rotation, and extinguisher gauges verified.

Mini-audit example: “10-minute night scenario”

Run this quick audit without moving items first. Imagine it is 2:00 a.m., power is out, and there is broken glass on the floor. Verify these items in real time: can you find a light within 10 seconds, put on shoes within 30 seconds, locate a whistle, and reach the first-aid kit without crossing hazards? If any step fails, change storage locations and re-test.

Scenario-Based Drills: Practicing Decisions, Not Just Motions

Drills are where plans become behavior. A scenario-based drill is different from a simple “Drop, Cover, and Hold On” practice. It adds realistic constraints and decision points: an injured person, a blocked exit, a missing coworker, conflicting information, or a communication outage. The goal is to practice roles, communication, and prioritization under time pressure.

Designing a good scenario

A useful scenario is specific, plausible, and aligned with your setting. It should test the parts of the plan most likely to fail: accountability, communication, hazard control, and resource management. Keep the scenario challenging but safe and respectful.

Scenario drill structure (step-by-step)

• Step 1: Define objectives. Choose 2–4 objectives, such as “account for everyone within 5 minutes,” “send a status update within 10 minutes,” or “set up a safe assembly area.”
• Step 2: Assign roles. Incident lead, safety lead, first-aid lead, communications lead, and a recorder. In small groups, one person may hold multiple roles, but name them explicitly.
• Step 3: Set constraints. Examples: no voice calls (text only), one exit blocked, one person absent, or limited lighting.
• Step 4: Run the scenario in phases. Phase A: during shaking actions. Phase B: first 10 minutes after. Phase C: first hour stabilization. Stop if real hazards appear.
• Step 5: Conduct a hot wash. Immediately after, ask: What went well? What was confusing? What failed? Capture concrete fixes.
• Step 6: Update the plan and re-drill. Change checklists, signage, kit locations, and role assignments based on what you learned.

Household drill scenarios (examples)

• Scenario 1: “Separated at the worst time.” One adult is at work, one child is at school, and the earthquake happens during commute hours. Practice: who contacts whom, which messages are sent, which meeting point is used, and what to do if roads are closed. Include a rule like “no driving until a text confirmation is received” if that fits your context.
• Scenario 2: “Utilities disrupted.” Power is out and you smell gas. Practice: decision threshold for leaving, how to ventilate safely if appropriate, where to meet outside, and how to communicate with neighbors. Include the step of locating the shutoff tool if your plan uses one.
• Scenario 3: “Injury and limited supplies.” Simulate a minor injury (paper cut is not enough; use a realistic constraint like a sprained ankle). Practice: first aid, documentation of care, and how you would move safely without overexertion.

Workplace drill scenarios (examples)

• Scenario 1: “Blocked stairwell.” One primary exit is unavailable. Practice: alternate routes, accountability, and how to prevent people from re-entering the building without authorization.
• Scenario 2: “Communication overload.” Employees receive conflicting messages. Practice: a single source of truth (incident lead), message templates, and a schedule for updates.
• Scenario 3: “Critical process interruption.” A key system is down. Practice: switching to manual procedures, protecting critical records, and deciding when to suspend operations for safety.

Risk Audits + Drills: Building a Feedback Loop

Checklists tell you what should exist, audits tell you what actually exists, and drills tell you what people can actually do. The strongest preparedness programs connect these tools in a loop: drill results create new checklist items, audits verify those items, and the next drill tests them again.

Example feedback loop

• Drill finding: People could not find the first-aid kit quickly.
• Checklist update: “First-aid kit is mounted at eye level in the break room; location marked; contents list posted.”
• Audit action: Verify mounting, signage, and contents monthly.
• Next drill test: Time-to-kit measured under low-light conditions.

Running a Simple Community or Group Preparedness Session

Preparedness improves when neighbors and groups coordinate, because many needs are shared: information, basic tools, and mutual aid for people with mobility, medical, or language barriers. A community session does not need to be formal to be effective; it needs structure and follow-through.

Facilitator plan (step-by-step)

• Step 1: Set a narrow goal. Example: “Create a contact map and run a 15-minute communication drill.”
• Step 2: Map resources and needs. Without collecting sensitive details, identify who has first-aid training, who has tools, and who may need extra help (e.g., seniors living alone). Keep it voluntary and privacy-respecting.
• Step 3: Establish a check-in method. Choose a physical check-in point and a backup method (door hanger cards, group text, radio channel if used).
• Step 4: Run a micro-drill. Simulate: “Earthquake at 7:30 p.m., power out.” Practice: each household sends a status text to a coordinator within 10 minutes, then the coordinator summarizes needs and resources.
• Step 5: Create two improvement tasks. Example: “Print contact list,” “buy two extra headlamps for the shared kit,” “identify a safe outdoor gathering spot.” Assign owners and dates.

Templates You Can Copy into Your Plan

One-page action card (household or workplace)

IMMEDIATE (during shaking)  - Protect yourself using your practiced action.  - Stay away from windows and heavy objects. FIRST 10 MINUTES  - Check yourself and others for injuries.  - Move to a safer spot if there are immediate hazards.  - Account for everyone (roster/family check).  - Check for fire, gas odor, and obvious electrical hazards.  - Send a brief status message to the designated contact. FIRST HOUR  - Set up a safe assembly area.  - Provide first aid and document needs.  - Conserve phone battery; use text-first.  - Decide: shelter in place vs. relocate, based on hazards and instructions.  - Begin water and sanitation plan.

Status message template (text-first)

STATUS: [Name/Location]. We are [OK / need help]. Injuries: [none/minor/serious]. Hazards: [gas smell/fire/blocked exit]. Plan: [sheltering/relocating to ___]. Next update in [time].

Audit worksheet (simple)

AREA: ____________  DATE: ____________  AUDITOR: ____________ ITEM                          STATUS (G/Y/R)   NOTES / FIX / OWNER / DUE DATE Water stored & accessible       ___           _____________________________ Lighting works & reachable      ___           _____________________________ First aid stocked & labeled     ___           _____________________________ Communication plan posted       ___           _____________________________ Exits clear & alternate route   ___           _____________________________ Shutoff info labeled           ___           _____________________________

Common Planning Pitfalls (and How to Avoid Them)

Pitfall: Overly complex plans

If the plan requires reading multiple pages during an emergency, it will not be used. Reduce complexity by creating a one-page action card and practicing it. Keep detailed procedures as a backup reference.

Pitfall: Supplies without training

Equipment does not replace skill. A first-aid kit is more effective when at least one person has practiced basic care. A water filter is only useful if someone has tested it and knows the flow rate and maintenance needs.

Pitfall: Plans that assume perfect communication

Assume networks are congested. Use text-first messaging, pre-written templates, and an out-of-area contact. Practice sending short, structured updates.

Pitfall: No ownership

Preparedness decays without assigned responsibility. Put names next to tasks: who rotates water, who checks batteries, who updates contact lists, who leads drills.

Pitfall: Drills that are only symbolic

If drills never include constraints (blocked exit, missing person, no power), they do not reveal weaknesses. Add one new constraint each drill and keep it safe and manageable.