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AI agent for facilities managers

Emergency Drill Planning Agent

Run a drill with full coverage and close every lesson learned before the report is final.

PlanningOperationsManagement
See how it worksGet access
Emergency Drill Planning Agent: what goes in, what the agent does and what you get

What it does

A fire drill that is rushed teaches little, and lessons often vanish after the day. This agent plans the drill: it picks a date, checks that every floor has warden coverage and that the roster is current, and sends notices after the manager approves. On the day it collects timings from wardens, notes blocked exits and slow areas, and counts people at the assembly point. It drafts corrective actions with owners and dates and tracks them. After the fixes are due, it checks each item is closed with evidence, and only then lets the manager approve the final report. Edge case: a floor with no warden present is flagged as a coverage failure.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Drill is due 2 USES A TOOL Check the roster and warden coverage for every floor 3 CHECKS THE RESULT Does every floor have a trained warden? If not: Find a replacement warden and update the roster.Back to step 2. 4 YOU APPROVE Manager approves the date and the notice 5 USES A TOOL Send notices and schedule the drill 6 DOES Collect timings and issues on the day and comparewith the last drill and the target 7 USES A TOOL Draft corrective actions with owners and dates 8 USES A TOOL Track each action to its due date 9 CHECKS THE RESULT Is every action closed with evidence? If not: Chase owners and extend the date only with themanager's approval. Back to step 7. 10 YOU APPROVE Manager approves the final report 11 RESULT Drill report with closed actions
Read the steps as a list
  1. Drill is due
  2. Check the roster and warden coverage for every floor
  3. Does every floor have a trained warden?If not: Find a replacement warden and update the roster. Back to step 2.
  4. Manager approves the date and the noticeThe agent waits here for your OK.
  5. Send notices and schedule the drill
  6. Collect timings and issues on the day and compare with the last drill and the target
  7. Draft corrective actions with owners and dates
  8. Track each action to its due date
  9. Is every action closed with evidence?If not: Chase owners and extend the date only with the manager's approval. Back to step 7.
  10. Manager approves the final reportThe agent waits here for your OK.
  11. Drill report with closed actions

How it decides

It compares timings with the last drill and the target, and adds an action for each issue found.

  • Every floor needs at least one trained warden present
  • Target full evacuation in under the time of the last drill or the set limit
  • Every issue gets an owner and a date
  • Open actions block the final report

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Evacuation target time (default 6 minutes)
  • Drill frequency (default twice a year)
  • Who must be notified
  • Evidence required to close an action

What keeps you in control

It always asks you first

  • Manager approves the drill date and notice
  • Manager approves the final report

Hard limits

  • Never end the drill report with open actions
  • Never skip warden coverage checks

It stops when

  • Done: all actions are closed and the report is approved
  • Stop: the manager postpones the drill

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFloor 3 has no trained warden this month, so the agent finds one from floor 2 and updates the roster. In the drill, evacuation takes 7 minutes 40 seconds against a 6 minute target. A blocked stairwell is the cause. The agent drafts an action to clear it. The facilities team shows a photo a week later, and the report is approved.

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