Six Essentials of a Reliable Workplace AED Program

Simply installing an automated external defibrillator isn't enough. A truly effective AED program depends on planning, maintenance, training and readiness.

• By David Kopf
• Sep 14, 2026

Data released by the American Heart Association reinforce a message safety professionals cannot afford to ignore: more than 350,000 Americans experience an out-of-hospital cardiac arrest each year, and approximately 16 percent occur in public settings (1), including workplaces, schools and other public facilities. Most troubling, the Association's latest CPR and cardiac arrest statistics also show that fewer than half of victims receive immediate help before emergency responders arrive.

For employers, that means emergency preparedness extends beyond first aid kits and evacuation plans. An automated external defibrillator (AED) can be a lifesaving tool—but only if it's accessible, functional and supported by a well-designed response program.

Owning an AED is a good first step. Ensuring it's ready when someone needs it is what ultimately makes the difference.

1. Place AEDs Where They Can Be Reached Quickly

Location can determine outcome. Approximately 16 percent of out-of-hospital cardiac arrests occur in public locations (2), according to the AHA, making rapid access to an AED a critical consideration for employers. Devices should be strategically located so responders can retrieve one within minutes, taking into account facility size, employee density and higher-risk work areas.

Warehouses, manufacturing plants, office campuses and multi-story buildings may require multiple AEDs to reduce response times. Cabinets should be clearly marked with standardized signage, remain unobstructed and be incorporated into facility maps and emergency action plans.

The objective is simple: shorten the time between collapse and defibrillation.

2. Make Readiness a Routine Responsibility

An AED provides little value if it isn't ready to operate. Organizations should establish documented inspection procedures to confirm that every device remains in service. Routine checks typically include verifying the device's status indicator, inspecting cabinets, confirming batteries and electrode pads have not expired, and ensuring rescue accessories are present.

Assigning responsibility for inspections helps prevent maintenance tasks from being overlooked. Whether inspections occur monthly or according to manufacturer recommendations, consistency is essential.

A documented inspection log also provides accountability while making it easier to demonstrate that equipment has been maintained appropriately.

3. Train More People Than You Think You'll Need

Equipment alone cannot save a life. The American Heart Association reports that immediate CPR can double or even triple a person's chance of survival (3) following sudden cardiac arrest. Expanding CPR and AED training beyond designated emergency response teams increases the likelihood that a trained responder is nearby when every second counts.

Today's AEDs are designed to be user-friendly, providing clear voice prompts that guide rescuers through each step. Training builds confidence, reinforces those instructions, and helps employees respond decisively under pressure. As part of that training, organizations should also establish procedures for onboarding new employees and keeping certifications current.

4. Integrate AEDs into Your Emergency Action Plan

A device is only one part of the response. Emergency action plans should clearly define who calls 911, who retrieves the AED, who begins CPR, who directs emergency medical responders to the victim and how communication will occur throughout the incident.

Periodic drills help identify weaknesses before a real emergency occurs. An exercise may reveal that the nearest AED is too far away, that responders aren't familiar with building layouts or that communication procedures need refinement.

Just as organizations practice fire evacuations, they should periodically rehearse their cardiac emergency response process.

5. Keep Records Current

Documentation becomes invaluable when an emergency occurs. Maintenance records, inspection logs, battery and pad replacement dates, training records and equipment locations should all be maintained in a central location. Facilities with multiple buildings or numerous AEDs may benefit from digital tracking systems that automatically notify staff when maintenance or recertification is due.

Good documentation doesn't simply support compliance—it helps ensure routine tasks don't fall through the cracks.

6. Review and Improve the Program

An AED program should evolve along with the workplace. Facility expansions, staffing changes, renovations and operational growth can all affect emergency response times. Periodic reviews allow organizations to determine whether additional devices are needed, whether training should expand to new employee groups or whether emergency procedures require updates.

If an AED is ever deployed, organizations should conduct a post-incident review after the event. Examining what worked well—and where delays occurred—can strengthen future preparedness while supporting continuous improvement.

The U.S. Food and Drug Administration notes that the probability of survival decreases by approximately 7 to 10 percent for every minute defibrillation is delayed (4). That reality underscores why preparedness before an emergency is just as important as the equipment itself.

Preparedness Is the Real Investment

A workplace AED program is not defined by the number of devices mounted on the wall. It's defined by whether employees can respond confidently and effectively when every second matters.

Accessible equipment, routine inspections, ongoing training, clear emergency procedures, thorough documentation and regular program reviews work together to create a culture of readiness.

As the American Heart Association continues to emphasize in its latest guidance, rapid recognition, immediate CPR and early defibrillation remain the strongest predictors of survival following sudden cardiac arrest. For employers, the greatest investment isn't simply purchasing an AED, it's building a program that ensures the device, and the people expected to use it, are always ready.

This article originally appeared in the September 2026 issue of Occupational Health & Safety.