Run better drills that build real confidence

Most schools, multi academy trusts, universities and local authorities have safety plans. Far fewer have practised using them in a realistic, respectful and useful way. When pressure rises, people do not reach for a binder. They reach for habits. This guide explains how to design drills that strengthen communication, clarify roles and improve decision-making without creating unnecessary fear. With support from Cosafe Advisory and the experience of Pia Thevselius, you can turn exercises into practical learning that makes everyday incidents and serious situations easier to manage.

Drills matter more than plans

Drills matter because they reveal how people and systems behave under pressure. A plan can look perfect on paper, but when you first test it, you often discover unclear roles, competing channels and gaps in communication. The goal is not to “catch people out”. It is to build shared confidence, so staff know what to do and how to co-ordinate when time is tight.

What makes a drill effective in schools, Multi Academy Trusts, universities and local authorities?

An effective drill is clear, proportionate and designed to teach. It starts with a simple objective, uses plain language, and focuses on decisions and communication rather than drama. It also respects the people involved, especially in schools, where psychological safety and clear expectations matter.

A strong drill usually includes:

• One scenario and a few realistic constraints.
• Defined roles, including who sends the first message.
• A single source of truth for updates.
• A short debrief that leads to improvements.

Choose the right scenario to practice

Choose a scenario that aligns with your reality and current level of maturity. Start with everyday incidents before moving into higher-risk ones. A power cut, a burst pipe, a missing pupil, an IT outage or severe weather are often better starting points than the most extreme scenarios, because they are familiar and easier to practice without raising anxiety.

Once you have proven the basics, you can expand into more complex exercises that involve multiple sites, external partners or more demanding decision-making.

What is the best progression from tabletop to real-life practice?

A sensible progression is to move from discussion to action in small steps. Tabletop exercises are often the best place to begin because they help leaders clarify roles and communication flows without the pressure of a live drill.

A simple progression looks like this:

1. Tabletop walk-through (10–20 minutes)
   Leaders talk through a scenario, agree on roles, and identify what “good” looks like.
2. Communication drill (5–10 minutes)
   Send a test alert, confirm who receives it, and practise acknowledgements.
3. Site-based exercise (short and contained)
   Practice one part of the response, such as evacuation messaging or parent comms triggers.
4. Multi-site or multi-agency exercise (when ready)
   Coordinate across campuses, services or partners, and practise decision-making at scale.

Keep drills calm, humane and non-alarmist

Keep drills calm by being transparent about purpose and focusing the exercise on learning. Explain what will happen, who is involved, and what the drill is trying to improve. In an education setting, avoid sensational framing and ensure staff understand what pupils will and will not experience.

A good rule of thumb is: practice the communication and decisions, not the fear.

Your first 60 seconds during an exercise

Your first 60 seconds should be simple, repeatable and easy to execute. It begins with one person owning the first message and one system as the source of truth. The message should be plain, action-led, and sent to the right groups without delay.

During exercises, ask:

• Who sends the first alert?
• Which groups receive it?
• Can you see who has acknowledged it?
• Do staff know what to do next without having to search for documents?

How does Cosafe support training and exercises?

Cosafe supports exercises by providing a single place to alert, coordinate, and document. Instead of juggling email, group chats and phone trees, teams can practice using a platform designed for critical communication.