Month: September 2024

The 2017 Grenfell Tower fire underscored the devastating consequences of poor resident engagement. The subsequent Hackitt inquiry revealed that residents felt ignored, lacked crucial safety information, and that there were no up-to-date records reflecting their identities and needs.

 

The Building Safety Act 2022 aims to address these failures by requiring building owners to establish a Resident Engagement Strategy (RES) that ensures residents are informed about building safety and have a voice in its management. This is especially important in higher-risk buildings, where the Accountable Person (AP) must listen to resident concerns and act accordingly.

Why Resident Engagement Matters

Your residents are the eyes and ears of your building. They are often the first to notice issues like malfunctioning fire doors or missing extinguishers. However, their ability to report these problems depends on having clear communication channels and feeling that their concerns are valued and heard.

They are also huge stakeholders in the management of the building. Their main investment, all their belongings, their sense of home and safety are all tied up in the correct management of their unit and the building.

What Should a RES Include?

The Government has laid out what must be included in a RES – you can find the full guidance here.

In summary though, a RES has to keep residents informed about building safety measures and explain how residents can get involved in decisions about those measures.

Every resident engagement strategy will be different, but the Act says it must detail:

• What safety information is shared with residents.
• How residents are consulted on safety issues.
• How feedback is collected and used.
• How the effectiveness of the strategy is measured.

Who do I need to send the RES to?

The RES will need to be provided to all residents (tenants, leaseholders, shared owners) that are over the age of 16 and who lives in or owns a residential unit. It also forms part of the golden thread of information and must be submitted with the safety case to the Building Safety Regulator. 

Catering to Diverse Resident Needs

To ensure all residents are informed, communication should be adapted to their needs. This may involve translating documents or providing alternative formats, such as audio or large print, for residents with disabilities.

Leveraging Technology for Resident Engagement

Technology can significantly enhance the effectiveness of a RES. Digital platforms like Spike streamline communication, foster feedback, and help building managers meet the safety requirements of the Building Safety Act 2022. Here’s how technology can improve your RES:

1.) Identifying Resident Needs

When a resident first moves into the building, they can automatically be sent a short survey to complete via the Spike app. This survey helps identify what their preferred communication channels are such as whether they would prefer all correspondence via the app, email or written letters, their preferred language, as well as whether they have any disabilities to cater for.  This ensures communication is tailored to their needs from the start.

2.) Distributing the RES

Once the RES is complete, it can be distributed to all residents digitally through platforms like Spike. You can upload different versions of the RES – whether in different languages or formats – based on the residents’ preferences. Push notifications and emails direct residents to review the document.

If residents are in the process of moving into the building, using Spike’s rules engine, the RES can be set to automatically send to residents on their move-in date, ensuring it’s one of the first documents they review.

3.) Gathering Feedback on the RES

You must then offer at least 3 weeks of consultation on the strategy and the opinions received should be considered and applied to the strategy if necessary.  Technology makes it easy to gather feedback. With Spike, residents can submit opinions via surveys or use chat features to voice concerns. A dedicated RES channel allows ongoing discussion, helping building managers monitor and address issues in real time. In addition, face-to-face appointments and meetings can be organised, with availability shared with residents to choose a suitable time.

Spike also tracks who has read the RES, ensuring transparency and accountability. You can send reminders to residents who haven’t reviewed the document, making sure everyone has an opportunity to participate.

4.) Boosting Engagement through Digital Tools

Digital platforms significantly increase resident participation. People are more likely to engage with app-based content than traditional printed materials. This not only ensures greater involvement but also provides a sense of community, where residents feel their voices are heard.

Summary

Using technology like Spike to manage your Resident Engagement Strategy makes the process more efficient and effective. It enhances resident participation, ensures compliance with the Building Safety Act 2022, and creates a safer, more informed community. By integrating digital tools like Spike, building managers can build trust and accountability, leading to safer, better-managed environments.

You can download our full RES guide for more in depth insights:

The Grenfell Tower fire in June 2017 tragically underscored the dire consequences of inadequate evacuation planning. According to evidence from the Inquiry, 41% of disabled residents died in the fire. Fazilet Hadi, Head of Policy at Disability Rights UK, emphasised that disabled residents felt like “sitting ducks” due to the neglect of safety precautions and planning by the council and management company. 

Despite the Grenfell Tower Inquiry’s recommendation, the previous UK Government decided against mandating PEEPs. This decision sparked significant concern among disabled rights groups, as the absence of mandatory PEEPs leaves a gap in ensuring the safety and security of all residents during emergencies. 

However, with Rushanara Ali, the building safety minister, confirming in a statement to parliament this week that plans for “residential PEEPs” would be brought forward by the Home Office in the autumn, this brings a welcome focus back onto resident safety.

Despite the previous Government’s stance, it is encouraging to see that a growing number of property managers and operators are already taking the initiative to implement PEEPs voluntarily. This proactive approach demonstrates a commitment to resident safety and acknowledges the importance of individualised evacuation plans. 

What is a Personal Emergency Evacuation Plan? 

A PEEP is necessary when someone cannot evacuate safely on their own. It contains all the required information and arrangements to help that person reach safety. 

Typically, a PEEP will consider: 

• What assistance is needed, and who will provide that assistance 
• If additional equipment is needed 
• If additional training is needed 
• Safe escape routes 

Although many overlap, no two PEEPs should be identical. They must account for the personal circumstances that make independent evacuation unsafe.

The Role Technology Can Play 

By using platforms like Spike in the development, implementation, and sharing of PEEPs, this can significantly enhance their effectiveness. Spike can streamline communication, ensure real-time updates, and provide easy access to critical information, improving the overall safety and preparedness of building occupants. 

How to Identify Residents Who Need PEEPs

When a resident first moves into the building, they can automatically be sent a short survey to complete via the Spike app. This survey helps identify those who may require assistance during an evacuation. Collecting this information through the Spike app ensures that it is gathered and stored in a private and confidential manner.

Sharing and Communicating PEEPs  

Once a resident has identified themselves as needing a PEEP, staff can collect further information through follow-up questions and direct messaging via the Spike app. This allows them to then develop a PEEP for the resident. Components of a PEEP could include:  

1. Personal Information: Details about the individual, including contact information, and any specific needs. 
2. Assistance Required: Specific types of assistance the individual requires, such as mobility aids or personal escorts. 
3. Evacuation Routes: Designated evacuation routes that are accessible and safe for the individual. 
4. Communication Protocols: Preferred methods for alerting and communicating with the individual during an emergency. 
5. Training and Drills: Regular training sessions and drills to ensure that both the individual and staff are familiar with the PEEP. 

Internal Communication 

Once a PEEP has been created, it can be shared directly via the Spike app with the individual resident and any named people appointed to provide assistance. The Spike platform allows residents to easily access, review and accept the PEEP at a tap of a button.  All interactions with the PEEP are captured and logged in the system, enabling staff to follow up with anyone who hasn’t reviewed or accepted the PEEP within a specified time frame. This ensures that any additional comments or questions are addressed promptly. 

Once the PEEP has been accepted by all parties, regular tests and safety equipment inspections can be scheduled in the system. Reminders are automatically sent to all staff and residents via email and push notifications. 

In addition, if a resident’s needs change, they can submit a new form via the Spike app. Staff members can then revise the PEEP as appropriate and reshare it for further acknowledgment. The system also maintains a central activity log, which serves as evidence of notification in case of future disputes. 

In the unfortunate event of an emergency, staff can send out urgent push notifications within minutes to inform residents of immediate danger. They can quickly identify those in the building who may need to be alerted separately and execute their PEEPs. Staff can then provide regular updates about the incident and respond to any queries or concerns raised via the Spike app. 

Summary 

The implementation and sharing of PEEPs may not yet be a regulatory requirement, but there is a compelling moral and practical necessity for property management companies to adopt them. Prioritising the safety and inclusivity of all residents enhances emergency preparedness, fosters a culture of safety, and helps ensure compliance with evolving legal standards. 

You can download our full PEEPs guide for more in depth insights: