Where to Place a Defibrillator in a Workplace?

Where to Place a Defibrillator in a Workplace?

A defibrillator should be installed in a visible location that employees know and can reach without delay. The best location is not necessarily the most central point on the building plan. It is the location that allows the device to be retrieved quickly and brought back to the casualty without encountering a locked door, secure access point or other obstacle.

The choice depends on the layout of the premises, operating hours, people flows and the risks specific to the site. SafetyFirst supports businesses with the sale and installation of AEDs, adapting the equipment, its location and its signage to the building’s actual constraints.

Reducing the time needed to retrieve the device

In the event of cardiac arrest, having a defibrillator in the building is not enough. The device must be easy to find, remove and bring quickly to the casualty.

The time to assess corresponds to a round trip:

1. one person leaves the casualty to fetch the AED;
2. they reach the location of the device;
3. they retrieve it without a code, key or authorisation;
4. they return to the scene of the emergency.

This route should be tested under the site’s normal operating conditions. Stairs, lifts, fire doors, badge-controlled access points, obstructed corridors and distances between buildings must all be taken into account.

Suva recommends placing the defibrillator in a central and easily accessible location while integrating it into the company’s emergency plan. The aim is therefore not to find an available wall, but to reduce the time between the cardiac arrest and the arrival of the device.

An AED analyses the heart rhythm and guides the user during the intervention. Employees can also familiarise themselves with the main steps for using a defibrillator in an emergency.

Adapting the location to the site layout

A company operating from a single office floor does not have the same needs as a logistics centre, factory or campus made up of several buildings.

The number of employees alone is therefore not enough to determine the right location. The following must also be assessed:

• the total floor area of the premises;
• the number of floors;
• the distribution of workstations;
• areas open to the public;
• workshops and controlled-access areas;
• the working hours of the different teams;
• outlying buildings;
• car parks and outdoor areas;
• areas involving physical exertion or heavy footfall.

Two companies of a similar size may therefore need different numbers of defibrillators depending on the layout of their premises.

The essential criteria for choosing an AED location

A device that is immediately visible

The defibrillator must be easy to identify without having to open several doors or ask where it is. A clear wall in a busy area is generally preferable to a discreet room, even if the latter seems better protected.

Locations that are often suitable include:

• the entrance hall;
• reception;
• a main corridor;
• a cafeteria;
• a security post;
• a common area connecting several sections.

Visibility should be checked from the natural routes used by employees and visitors. A cabinet placed behind a door, piece of furniture, plant or noticeboard becomes harder to identify in a stressful situation.

The pictogram must also remain visible when the hall or corridor is busy.

Easy access for everyone on site

The defibrillator should not be reserved for a few managers or first aiders. In an emergency, the nearest person may be an employee, visitor, contractor or temporary worker.

It is preferable to avoid:

• a locked individual office;
• a first-aid room accessible only to certain people;
• a locked technical room;
• a locked cabinet;
• an area requiring special authorisation;
• a location known only to internal first aiders.

Protection against theft or damage must remain compatible with immediate access. For example, a cabinet fitted with an opening alarm can signal that the device has been removed without preventing its use.

Accessibility suited to actual operating hours

A defibrillator placed at reception may be fully accessible during the day but unusable when reception is closed.

This issue is particularly relevant to:

• companies operating in shifts;
• industrial sites operating at night;
• warehouses opening early in the morning;
• sports centres used after office hours;
• venues hosting evening events;
• sites occupied at weekends.

The location must remain accessible whenever employees, visitors or contractors are present.

Automatic doors, gates, lifts and badge-controlled access points must therefore be tested outside administrative hours. It must also be verified that a power cut or partial closure of the building will not prevent access to the AED.

Distance assessed under real conditions

The distance shown on a plan can be misleading. Two areas separated by just a few dozen metres may require a long detour because of a secure door, staircase or change of level.

To assess a location, start with the areas that are furthest away or most difficult to access:

• an office at the end of a floor;
• a large meeting room;
• a loading bay;
• an isolated workshop;
• a changing room;
• a car park;
• a basement room;
• an outlying building.

The test is best carried out during an operating period. A clear corridor in the morning may become difficult to cross during a delivery, shift change or period of heavy traffic.

An environment suitable for the device

The defibrillator must be protected from conditions that could affect its operation or make it more difficult to use.

In an outdoor area, warehouse or workshop, the following factors must be considered in particular:

• temperature fluctuations;
• humidity;
• dust;
• splashes;
• impacts;
• direct exposure to sunlight;
• the risk of damage to the cabinet.

These constraints influence the choice of protection and the precise location. They must be assessed during the site survey and installation.

The best locations according to the type of space

Entrance hall and reception

The entrance hall or reception is often a suitable location. This area is generally visible, familiar to employees and easy to indicate to visitors and emergency services.

This solution is suitable only if reception is:

• open during operating hours;
• quickly accessible from the different areas;
• close enough to the occupied floors or buildings;
• clearly signposted;
• accessible without a badge or locked door.

In a large building, a device placed at the entrance may be too far from a workshop, upper floor or warehouse at the rear of the site.

Reception should therefore be considered a possible location, not an automatic solution.

Offices, open-plan areas and meeting rooms

In administrative premises, the defibrillator can be placed in a central corridor, near a common area or close to the main circulation core.

It is better to avoid installing it inside an office, even if it is the office of a safety manager or first aider. The office may be closed or unoccupied when the emergency occurs.

Large meeting rooms, auditoriums, cafeterias and reception areas deserve particular attention. They may temporarily bring together a large number of people, including visitors who are unfamiliar with the premises.

In a multi-storey building, locating the device near the stairs and lifts may seem practical. However, it must be verified that the location remains visible and does not create an excessively long route from the ends of each floor.

Production areas, workshops and warehouses

In an industrial area, the location must take account of distances, noise, secure access and the movement of people or vehicles.

A defibrillator installed in the administrative offices does not necessarily cover:

• a production hall;
• a remote workshop;
• a loading bay;
• a storage area;
• a technical room;
• an isolated workstation;
• changing rooms located in another building.

The device must be accessible without requiring the responder to cross an area presenting an additional hazard. The person retrieving it should not have to move near an operating machine, cross a route reserved for forklifts or enter an area requiring specific equipment.

In a noisy environment, visual signage and the allocation of roles become even more important. An alert that is only audible may not be heard in every area.

Companies exposed to mechanical, thermal or logistical risks can also strengthen their preparedness with training in life-threatening emergencies and trauma in the workplace.

Sports facilities and areas involving physical exertion

A company gym, outdoor sports field, fitness area or changing rooms may justify locating a device nearby.

The AED should be located along the natural route to the sports area rather than in a distant administrative office. Its accessibility in the evening and at weekends must also be checked when these facilities remain open outside normal operating hours.

When the sports area is separate from the main building, a dedicated device may be necessary. The decision depends on the retrieval time, access arrangements and actual usage levels.

Car parks, garages and outlying buildings

Car parks, garages, guard posts and secondary buildings are sometimes overlooked when choosing a location.

Yet these areas may be used early in the morning, late in the evening or outside reception opening hours. They may also be far from the main defibrillator or separated by secure doors.

The following must therefore be checked:

• the distance from the parking areas;
• access to the main building;
• locking times;
• coverage for teams working in outlying buildings;
• the visibility of the signage from outside.

For a device located outdoors, protection against extreme temperatures, humidity and direct exposure to sunlight must be appropriate.

Obstacles that can make a defibrillator inaccessible

Doors, badges and keys

A badge-controlled door may seem easy for a regular employee to pass through. In a stressful situation, however, it can become an obstacle if the person does not have their badge with them or belongs to another team.

The same problem can arise with a key kept at reception, a code known only to a few managers or a locked cabinet.

Access to the AED should remain as direct as possible. Each additional step increases the risk of hesitation and wasted time.

Stairs and lifts

In a multi-storey building, a single device located on the ground floor is not always sufficient.

The lift may be far away, occupied or unusable in certain circumstances. Stairs slow the journey, especially when the person has to go down and then back up with the device.

The retrieval time must be measured from every occupied floor. This check helps determine whether a second defibrillator is necessary.

A location known only to first aiders

Internal first aiders must know where the device is, but they may not be present when cardiac arrest occurs.

The information must therefore be shared with all teams. The location can be indicated:

• during the induction of new employees;
• in first-aid instructions;
• on internal plans;
• during emergency drills;
• in common areas;
• on the company intranet.

Complicated access, poor allocation of roles or insufficiently familiar instructions are among the common workplace first-aid mistakes that regular preparation can help correct.

Changes to the layout of the premises

A suitable location may no longer be suitable after renovations or changes to the layout.

A new partition, secure door, relocated reception area or closed corridor can change the access time. The choice must therefore be reassessed after:

• an internal move;
• an extension of the building;
• a change in operating hours;
• the opening of a new workshop;
• a change to access control;
• a significant increase in staff numbers.

How should a defibrillator be signposted in a workplace?

Making the device identifiable from a distance

The signage must make it possible to identify the AED’s location immediately. The pictogram must be visible above or near the cabinet and not be obscured by furniture or an open door.

The installation height must make the sign easy to spot in a busy area, even when several people are moving through the corridor or hall.

The cabinet itself must stand out from its surroundings. A discreet installation or one that matches the furniture may look attractive, but it slows down identification of the device.

Providing guidance from the main routes

When the defibrillator is not directly visible, directional signs must guide users to it.

Signs with arrows may be necessary:

• at a corridor intersection;
• near a staircase or lift;
• at the entrance to a workshop;
• in a hall with several access points;
• between two buildings;
• from a sports hall or car park.

The signage must lead all the way to the device without creating ambiguity. An isolated pictogram without directional information can waste time.

Linking signage to emergency instructions

The location of the AED must appear on the company’s emergency plan. Physical signage should be supplemented by simple instructions indicating the essential actions:

1. check the casualty’s condition;
2. call 144;
3. start chest compressions;
4. send someone to fetch the defibrillator;
5. follow the device’s instructions;
6. continue the intervention until the emergency services arrive.

This preparation is part of a coherent workplace safety and emergency response organisation suited to the risks, staffing levels and layout of the site.

Where should AEDs be placed in a large building?

Think in terms of coverage areas

In a large building, the question is not simply where to install a device. It is necessary to determine which areas can be reached quickly from each location.

A coverage area may correspond to:

• a floor;
• a wing of the building;
• a production hall;
• a group of offices;
• a sports area;
• a warehouse;
• an outlying building.

This approach prevents a defibrillator from being theoretically available on the site but too far away from certain teams.

Test routes from the most challenging locations

Testing should begin in the furthest areas, not in spaces located near reception.

For each area, the following must be checked:

• the quickest route;
• the number of doors to pass through;
• changes of floor;
• badge-controlled access points;
• periods when access is closed;
• the presence of temporary obstacles;
• how easily an external person could find the device.

A simple simulation often reveals difficulties that are invisible on a plan.

It is useful to have the test carried out by someone who is not very familiar with the building. This helps verify whether the signage is clear enough for a visitor or new employee.

Plan for several devices on large sites

Several AEDs may be necessary when a company occupies several floors, buildings or areas separated by access controls.

This is particularly the case when:

• distances are considerable;
• teams work in separate areas;
• some areas remain open after reception closes;
• the buildings are not directly connected;
• a sports area or car park is far away;
• routes are slowed by industrial activity.

There is no universal number of devices that applies to every company. The decision must be based on the actual coverage of the site and the time needed to bring an AED to a casualty.

Integrating the defibrillator into the emergency organisation

Assigning roles before an emergency

A suitable location is not enough if no one knows how to respond. The company must plan a simple organisation:

• one person calls 144;
• another immediately starts chest compressions;
• one person fetches the AED;
• an employee guides the emergency services from the entrance;
• one person secures the area if necessary.

These roles can be adapted to the size and activity of the company. The key is to prevent several witnesses from waiting for instructions or all leaving to fetch the device.

This organisation can be formalised by choosing to integrate BLS-AED into the company’s MSST action plan.

Training employees to use the AED

An automated external defibrillator analyses the heart rhythm and guides the user with visual or voice instructions. Training nevertheless remains useful for quickly recognising cardiac arrest, starting chest compressions and using the device with less hesitation.

The certified BLS-AED-SRC training offered by SafetyFirst prepares employees to coordinate the alert, cardiopulmonary resuscitation and use of the defibrillator until the emergency services arrive.

The training also makes it possible to test the internal organisation. Participants can more easily identify difficulties relating to the location of the device, access arrangements or the allocation of roles.

Regularly checking that the location remains suitable

The location must be checked during emergency drills and after every major change to the site.

In particular, it must be verified that:

• the AED remains visible;
• access is not obstructed;
• the signage is present;
• the cabinet can be opened easily;
• teams still know where it is;
• operating hours and access controls have not changed.

Regular visual checks also help identify a sign that has been moved, an obscured cabinet or a new piece of furniture obstructing access.

Have the location approved before installation

The final choice must take account of the building layout, risk areas, traffic flows, operating hours and the internal organisation of first aid.

A site analysis helps avoid locations that are too far away, indirect access routes and protection that is unsuitable for the environment. It also helps determine whether a single device adequately covers the premises or whether several areas need to be equipped.

SafetyFirst supports businesses throughout French-speaking Switzerland with the sale, installation and maintenance of AEDs, providing site-specific placement, clear signage and consistent team preparedness.

Frequently asked questions about defibrillator placement

Should a defibrillator be placed at reception?

Reception is often a good location when it is visible, open during all operating periods and quickly accessible from the different areas. In a large building or industrial site, however, it may be too far from some workstations.

Can an AED be installed in a staff-only area?

Yes, provided that the area remains accessible to people who may need to intervene. A locked area, one requiring authorisation or known only to a few employees should be avoided.

Where should a defibrillator be placed on an industrial site?

The AED should be installed near a route serving the work areas, without requiring the responder to cross a hazardous area. Remote workshops, loading bays, warehouses, changing rooms and night-shift teams must be included in the assessment.

Does the defibrillator need to be accessible 24 hours a day?

This depends on the site’s operating hours. When a company operates at night, in the evening or at weekends, the AED must remain accessible during those periods. A device locked inside a closed reception area does not cover teams present outside administrative hours.

Should a defibrillator be installed on every floor?

Not systematically. The retrieval time must be measured from every floor, taking stairs, lifts and secure doors into account. Several devices become appropriate when the route from certain levels is too long or uncertain.

Why train teams if the AED provides instructions?

Training reduces hesitation and helps witnesses recognise cardiac arrest, call 144, start chest compressions and use the device quickly. It also facilitates the allocation of roles until the emergency services arrive.