More Than a Box on the Wall

Why workplace AED readiness depends on planning, accessibility and response coordination.

• By David Kopf
• Jun 18, 2026

When a worker collapses from sudden cardiac arrest, every second matters. Yet in many workplaces, emergency response plans still rely heavily on the assumption that emergency medical services will arrive quickly enough to save the victim. In reality, even well-equipped EMS systems may not reach a patient in time to prevent irreversible brain damage or death.

According to the American Heart Association, approximately 10,000 cardiac arrests occur annually in U.S. workplaces (1). OSHA has noted that survival rates can fall to as low as 5 to 7 percent when treatment is delayed until emergency responders arrive. (2  Immediate CPR and rapid defibrillation with an automated external defibrillator (AED), however, can dramatically improve survival outcomes. (3)

As awareness of workplace cardiac emergencies grows, more employers are purchasing AEDs and incorporating CPR training into their safety programs. But safety professionals are increasingly recognizing that true emergency preparedness involves much more than hanging a device on a wall and certifying a few employees every couple of years.

The difference between possessing an AED and being operationally ready to use one can determine whether a worker survives a cardiac emergency.

Response Time Becomes the Real Hazard

Sudden cardiac arrest is uniquely unforgiving because survival odds decline rapidly with every passing minute. Studies consistently show that for each minute defibrillation is delayed, survival chances can decrease by approximately 10 percent. (4) In many facilities, particularly large campuses, warehouses, manufacturing plants and remote operations, internal response delays can become just as significant as EMS travel time.

This reality has shifted the way many safety professionals think about emergency preparedness. The question is no longer simply whether a workplace owns an AED. The more important question is whether employees can retrieve and deploy the device quickly enough during a real emergency.

In some workplaces, AEDs may technically exist but remain difficult to access during an incident. Devices may be mounted in low-traffic areas, located inside locked offices, hidden behind equipment or positioned far from high-risk work zones. Multi-building facilities may have only one centrally located device despite requiring several minutes to reach certain departments.

Placement strategy has become a major consideration for safety managers evaluating their emergency response capabilities. Many emergency preparedness sources recommend that an AED should be reachable within roughly one to two minutes from anywhere in the facility. (5)  That recommendation often forces organizations to rethink both the number of devices they maintain and where they are located.

Visibility also matters. Employees under stress may lose valuable time searching for equipment if signage is unclear or inconsistent. In some environments, noise levels, low lighting or complex facility layouts can further complicate retrieval efforts.

The problem becomes even more pronounced during off-hours operations. Night shifts, weekend crews and temporary contractors may not know where AEDs are located or who is trained to respond. A robust cardiac emergency response plan must account for all shifts and occupancy conditions, not just daytime administrative operations.

Why AED Programs Can Break Down

Even organizations that invest in equipment and training can encounter operational problems during a real emergency. One of the most common failures is confusion surrounding response roles.

Employees may hesitate because they assume someone else is more qualified to help. Others may focus on calling supervisors instead of dialing 911 immediately. In large facilities, responders can lose valuable time trying to locate the victim or determine who has retrieved the AED.

Some safety professionals have discovered that even well-intentioned features can unintentionally create delays. AED cabinets equipped with alarms, for example, are commonly intended to signal that an emergency is occurring. But in practice, responders may run toward the cabinet instead of the victim, creating confusion about where help is actually needed.

These challenges have prompted some organizations to rethink how they structure emergency response protocols. Increasingly, safety managers are assigning specific response functions during drills and training exercises. One employee may be designated to call 911, another to retrieve the AED and another to direct EMS personnel into the facility.

Large facilities may also benefit from assigning employees to meet arriving emergency responders and escort them directly to the scene. In sprawling manufacturing plants, warehouses and office complexes, EMS personnel can lose critical minutes navigating unfamiliar layouts.

Communication systems can play an important role as well. Some organizations now integrate cardiac emergency procedures into existing radio systems, public address systems or facility-wide emergency notification protocols. Others are incorporating AED locations into facility maps and evacuation diagrams to improve visibility and familiarity.

Regular drills are equally important. CPR certification alone does not necessarily prepare employees for the confusion and stress of an actual cardiac emergency. Drills help workers practice decision-making, communication and coordination under pressure while exposing weaknesses in response plans before a real emergency occurs.

Training for Confidence, Not Certification

Traditional CPR and AED certification programs remain an important foundation of workplace preparedness, but many organizations are beginning to recognize their limitations.

Employees who complete training may still feel hesitant to intervene during a real emergency, months or years later. Skills can fade over time, particularly when workers rarely encounter medical emergencies in their daily responsibilities. Some employees may fear making mistakes or causing harm, even when Good Samaritan protections exist.

To address these concerns, many employers are moving toward more frequent refresher training, scenario-based exercises and blended learning models that combine online instruction with hands-on practice.

Scenario-based training has become particularly valuable because it introduces employees to realistic workplace conditions rather than controlled classroom environments. Responders may need to navigate noisy production floors, crowded office areas or physically demanding worksites while coordinating with coworkers and emergency responders.

Some organizations are also broadening participation beyond formally designated responders. Instead of relying solely on a small group of certified personnel, employers are encouraging wider workforce familiarity with CPR principles, AED locations and emergency communication procedures.

This broader approach recognizes an important reality of cardiac emergencies: the nearest available person is often the one most capable of saving a life. Expanding awareness throughout the workforce can help reduce hesitation and accelerate intervention before professional responders arrive.

Technology is also reshaping how emergency response skills are reinforced. Mobile applications, digital refreshers and adaptive learning tools allow employees to review procedures more frequently and at their own pace. While these tools are not substitutes for hands-on practice, they can help reinforce familiarity and improve confidence between formal training sessions.

Building a Culture of Emergency Readiness

For many organizations, the most effective AED programs are ultimately those embedded within a broader workplace safety culture.

Employees are more likely to act decisively during emergencies when leadership consistently emphasizes preparedness, communication and shared responsibility for worker well-being. Cardiac emergency planning becomes more effective when it is treated as an ongoing operational priority rather than a compliance exercise completed once every few years.

Routine equipment inspections, battery and pad replacement schedules, clearly documented response procedures and recurring drills all contribute to program reliability. Equally important is fostering an environment where workers understand that taking immediate action during a medical emergency is encouraged and expected.

Sudden cardiac arrest can occur in virtually any workplace and affect workers of any age or physical condition. While no organization can eliminate the risk entirely, safety professionals can significantly improve outcomes by reducing the barriers that slow emergency response.

An AED mounted on a wall may represent the beginning of a preparedness program, but it is not the program itself. True readiness depends on whether employees can recognize an emergency, retrieve the device quickly, coordinate their response and act confidently during the critical first moments that define survival.

This article originally appeared in the issue of Occupational Health & Safety.