Evacuation Diagrams: 7 Common Issues We See in SA Workplaces

The short version. Evacuation diagrams are one of those compliance items most workplaces walk past every day without really looking at. They are printed, framed, and mounted on the wall, which makes them look right. They often are not. We commonly see diagrams that are out of date, missing key information, mounted in the wrong spot, or no longer matching the actual building. This article walks through the seven issues we see most often in SA workplaces, and what to look for when you check yours.

Evacuation diagrams are a core part of any workplace emergency plan. Staff, visitors, contractors, and emergency services all rely on them in the moments that matter most. The standard that sits behind them, AS 3745-2010, sets out what a diagram needs to show, how often it needs review, and where it should be displayed.

The standard is straightforward. What we see in practice often is not.

Here are the seven issues that come up most often when WLSS reviews evacuation diagrams across South Australian workplaces.

 

Issue 1: The diagram has no visible validity date

 

Every evacuation diagram should show a validity date. That date tells you when the diagram was last reviewed and whether it is still inside its review period.

A diagram with no validity date is harder to defend at audit. It is also harder for the workplace to manage internally, because no one knows when it was last looked at.

✅ Check every diagram on site and confirm a validity date is visible and current.

 

Issue 2: The “You Are Here” marker is wrong

 

The “You Are Here” marker needs to reflect the actual position of someone standing in front of the diagram. The marker also has to match the orientation the viewer is facing.

This sounds simple. It is also one of the things we see go wrong most often, especially when the same diagram template gets reused at multiple locations without adjusting the marker or rotating the layout.

✅ Stand in front of each diagram and confirm the marker matches where you actually are, and the orientation makes sense from that position.

 

Issue 3: The diagram does not match the actual building

 

Workplaces change over time. Walls move, offices get reconfigured, an exit gets blocked off, fire equipment is relocated, an assembly area shifts because the car park layout changed.

If the diagram still shows the old layout, it is no longer reliable in an emergency. It is also a clear non-conformance at audit.

This is the issue WLSS finds most often. Many workplaces have not reviewed their diagrams since the original install, even though the building has changed.

✅ Walk the building with the diagram in hand. Anywhere the building does not match what the diagram shows is an issue.

 

Issue 4: Exits and pathways are unclear or inconsistent

 

Evacuation diagrams need to clearly show the designated exits and paths of travel out of the building. Where the markings are missing, faded, shown in the wrong colour, or inconsistent across different diagrams on the same site, the diagram does not do its job.

✅ Check that exits and travel paths are easy to see, easy to follow, and consistent across every diagram in the building.

 

Issue 5: The assembly area is missing or out of date

 

The assembly area is where everyone gathers once they have evacuated. It needs to be clearly shown on the diagram.

We commonly see diagrams showing assembly areas that have since moved. The car park got built out. The neighbouring tenancy changed. The site access arrangement was updated. The diagram did not get refreshed.

✅ Confirm the assembly area on the diagram is still the right location, and is somewhere occupants can actually get to safely.

 

Issue 6: Accessibility has not been properly considered

 

Not everyone in a building can use the nearest stairs. Emergency planning needs to consider occupants and visitors with mobility, sensory, cognitive, or other access needs.

An evacuation diagram should support the wider emergency plan, not contradict it. Where the diagram shows only the stairs but the building has lifts, refuge areas, or alternative arrangements, the gap between the diagram and the actual plan can confuse people during an emergency.

✅ Think about whether the diagram and emergency procedures work for every person on site, not just the most able.

 

Issue 7: The diagram is installed in the wrong place

 

Even a correctly drawn diagram fails if no one sees it. We commonly see diagrams mounted too high, hidden behind furniture, placed in poor lighting, or installed in locations where occupants would not naturally look.

The standard expects diagrams to be installed where they can actually be read by the people who need them.

✅ Walk every common area, entrance, and major workspace. Confirm each diagram is visible, well lit, and at a height people can read.

 

A short example: what a diagram review actually finds

 

For an Adelaide professional services firm with two floors and about 60 staff, the brief was to confirm the evacuation diagrams were current before the next workplace audit. The firm had diagrams installed three years earlier when they fit out the office.

The review found:

• None of the diagrams had a validity date marked.
• One floor’s diagram showed an old office layout from before a partial reconfiguration the previous year.
• The assembly area shown on both floors had been changed by building management nine months earlier, and the diagrams had not been updated.
• Two of the six diagrams were mounted in poorly lit corridors where the text was hard to read.

None of these were complicated to fix. They were also typical. A workplace that has not had its diagrams reviewed in the last few years is almost always carrying at least one of these issues.

 

When should you review your diagrams?

 

As a practical rule, evacuation diagrams should be reviewed whenever:

• The building layout changes.
• Exit paths or doors change.
• Fire equipment is relocated.
• The assembly area changes.
• The way the workplace is used changes.
• The emergency plan is updated.
• The validity period is coming up for renewal.

If none of these have happened in the last five years, the diagrams still need a refresh. AS 3745-2010 expects diagrams to be reviewed at least every five years even when nothing else has changed.

 

FAQs

 

How often do evacuation diagrams legally need to be reviewed?

AS 3745-2010 expects diagrams to be reviewed at least every five years, or sooner if the building, exits, fire equipment, assembly area, or emergency arrangements change. The five-year rule is the floor, not the target. Most workplaces benefit from a review every year or two, particularly where the layout shifts.

Who is responsible for keeping evacuation diagrams current?

The person conducting a business or undertaking (PCBU) is responsible under the Work Health and Safety Act 2012 (SA). For most workplaces, that means the business owner, the facilities manager, or the WHS lead. The duty does not move just because the building is leased: the tenant carries the duty for their tenancy, and building management usually carries it for common areas. Worth checking your lease and your emergency plan to see who covers what.

Do I need a professional to do the diagrams, or can I do them myself?

There is no legal requirement to use a professional. There is a practical reality: AS 3745-2010 has specific requirements around symbols, colours, layout, validity dates, and installation that are easy to get wrong. Diagrams produced by someone unfamiliar with the standard often pass a quick look but fail at audit. For most workplaces, having the diagrams produced or reviewed by a specialist is faster and more defensible than doing them in-house.

What happens if our diagrams are not compliant?

The bigger issue is not the penalty. The bigger issue is that a non-compliant diagram does not do its job in an emergency. That said, SafeWork SA inspectors can and do issue notices for evacuation planning deficiencies, and insurers and auditors regularly flag diagram issues during reviews. The cost of fixing the diagrams is usually small compared to the cost of finding out they were wrong at the wrong moment.

 

Why workplaces work with WLSS on this

 

• Triple ISO certified: ISO 9001, ISO 45001, ISO 14001.
• 80+ years of combined team experience across SA workplaces.
• 500+ South Australian businesses and organisations supported.
• Adelaide-based. We attend your site and walk it with you.
• Evacuation diagrams are part of a wider emergency plan, and we do both, not just the diagram in isolation.

 

Get your diagrams reviewed properly

 

If you are not sure whether your evacuation diagrams are current, book a free 30-minute advisory call. WLSS will walk through what you have, identify the issues, and tell you what needs to change.

Book a Free Advisory Call →
Or call (08) 8322 2279

Related WLSS services and content

• Emergency Planning, the full WLSS emergency planning service including diagrams, plans, and drills.
• Schools and ELC WHS + Emergency Management Plan Consultant Adelaide, emergency planning specifically for SA schools, kindys, and OSHC services.
• WHS System Audits Adelaide, independent audit covering emergency planning alongside the wider WHS system.

Authoritative references

• AS 3745-2010 Planning for emergencies in facilities, the Australian standard for workplace emergency planning. Standards Australia.
• Work Health and Safety Act 2012 (SA), the underlying duty to manage emergency risks. legislation.sa.gov.au.
• SafeWork SA: Emergency Planning guidance. safework.sa.gov.au.