Common Issues with AEDs and How to Mitigate Them

An automated external defibrillator (AED) is a portable medical device used to assist someone experiencing sudden cardiac arrest.

During cardiac arrest, the heart stops pumping blood effectively. An AED analyses the person’s heart rhythm and, if a shockable rhythm is detected, delivers or advises an electrical shock to help restore a normal rhythm.

AEDs are designed to be used by anyone, including people without formal medical training. They provide clear voice instructions to guide the user through the process.

When someone is unresponsive and not breathing normally, call Triple Zero (000), begin CPR and use an AED as soon as one becomes available. Follow the AED’s instructions and continue CPR as directed.

Although AEDs are designed to be straightforward to operate, their effectiveness in an emergency also depends on how well the workplace has prepared for their use.

1. The AED is difficult to locate or access

One of the most common workplace AED issues is poor accessibility.

An AED might be installed within a facility, but if it’s hidden behind equipment, stored in a locked office or located too far from high-risk areas, employees may struggle to retrieve it quickly.

In a cardiac arrest emergency, delays in defibrillation can significantly reduce the person’s chances of survival.

How to prevent AED accessibility issues

• Choose a visible, accessible location. Install AEDs in clearly identifiable areas that can be reached quickly, including during after-hours operations.
• Use clear signage. Display appropriate AED signage and directional signs throughout the facility.
• Consider the workplace layout. Larger facilities, multi-storey buildings and workplaces with multiple operational areas may require additional devices.
• Include AED locations in workplace inductions. Ensure employees, contractors and relevant visitors know where to find the nearest device.
• Review access regularly. Changes to building layouts, security arrangements or work areas can affect how easily an AED can be reached.

A workplace first aid risk assessment can help determine the most suitable AED locations and whether additional devices should be considered.

2. The AED hasn’t been properly maintained

Like other emergency equipment, AEDs require ongoing inspection and maintenance to ensure they’re ready when needed.

Although many devices perform automatic self-checks, these don’t replace the need for regular physical inspections and maintenance in accordance with the manufacturer’s instructions.

Common AED maintenance issues include:

• Flat or depleted batteries.
• Expired electrode pads.
• Damaged or missing accessories.
• Fault indicators that haven’t been addressed.
• Devices that haven’t been checked following previous use.

An AED that appears ready on the outside may not be operational if these issues have gone unnoticed.

How to prevent AED maintenance problems

Establish a documented AED inspection and maintenance process.

This should include checking the device’s readiness indicator, monitoring battery and electrode pad expiry dates, inspecting the device and its accessories, and arranging replacements when required.

It’s also important to nominate a responsible person or team to oversee AED inspections and maintain appropriate records.

AED inspection frequencies and maintenance requirements should follow the manufacturer’s recommendations.

After an AED has been used, ensure it is checked, serviced where required and restocked with replacement consumables before being returned to service.

3. Employees are unsure or reluctant to use the AED

AEDs are designed to guide users through an emergency, but that doesn’t necessarily mean employees will feel confident using one.

Some workers may be unfamiliar with how AEDs operate. Others may worry about using the device incorrectly or causing harm to the person requiring assistance.

This hesitation can delay potentially lifesaving treatment.

How to improve employee confidence with AEDs

Workplace first aid and emergency response training can help employees become more familiar with AEDs and their role during a cardiac arrest.

Consider incorporating AED awareness into:

• New employee and contractor inductions.
• Workplace first aid and CPR training.
• Emergency response training and refresher sessions.
• Relevant workplace emergency procedures.

Training should reinforce that AEDs analyse the person’s heart rhythm and only advise or deliver a shock when appropriate.

Employees should also understand the importance of calling emergency services, commencing CPR promptly and following the AED’s instructions.

While formal training isn’t required to operate an AED, familiarity and practical training can help reduce hesitation and improve confidence in an emergency.

4. AED locations and procedures haven’t been reviewed

Workplaces change over time.

New equipment is installed, operational areas expand, teams relocate and access arrangements change.

If AED placement and emergency response procedures aren’t reviewed alongside these changes, previously suitable arrangements may no longer meet the workplace’s needs.

For example, an AED originally positioned near a central reception area may become difficult to access following a building extension or changes to after-hours security arrangements.

How to keep AED arrangements up to date

Include AED accessibility and readiness in your regular workplace safety reviews.

Consider whether:

• AED locations remain appropriate for the current workplace layout.
• Employees across all shifts can access a device quickly.
• Directional signage remains visible and accurate.
• New employees know where AEDs are located.
• Inspection and maintenance responsibilities remain clearly assigned.
• Workplace emergency procedures accurately reflect current arrangements.

Regular reviews can help identify gaps before an emergency occurs.

How to assess your workplace AED requirements

Undertake a workplace first aid risk assessment that considers:

• The nature of workplace activities and associated hazards.
• The size and physical layout of the facility.
• The number of employees, contractors and visitors.
• The availability and accessibility of emergency medical services.
• Existing first aid equipment and trained personnel.
• Applicable state or territory requirements.

The assessment can help determine whether AEDs should be provided, how many may be appropriate and where they should be positioned.

Importantly, AEDs should be considered as part of an overall first aid and emergency response strategy, rather than as standalone equipment.

Frequently asked questions about workplace AEDs

How often should a workplace AED be checked?

AEDs should be inspected and maintained in accordance with the manufacturer’s instructions. Inspection schedules may vary between devices, so employers should establish a documented process that includes readiness checks, battery and pad expiry monitoring, and any required servicing.

Can an employee use an AED without training?

Yes. AEDs are designed to be used by people without formal training and provide voice prompts to guide users through the process. However, first aid and CPR training can help employees respond more confidently and effectively during a cardiac arrest.

Are AEDs mandatory in Australian workplaces?

AED requirements depend on the applicable state or territory legislation and the circumstances of the workplace. Safe Work Australia’s model first aid guidance recommends considering AEDs in higher-risk settings, including workplaces with electrocution risks, delayed ambulance access or large numbers of people.

Employers should review their applicable WHS obligations and conduct a first aid risk assessment to determine appropriate arrangements.

What should you do if an AED is not working?

If an AED displays a fault or fails an inspection, follow the manufacturer’s instructions, arrange appropriate servicing or replacement and ensure the device is not treated as available for emergency use until the issue has been resolved.

Where necessary, review interim first aid arrangements and advise relevant personnel.

Is your workplace prepared to use its AED in an emergency?

An AED is an important piece of emergency equipment, but its presence alone doesn’t guarantee your workplace is prepared.

Accessible placement, regular maintenance, clear procedures and employee awareness all contribute to an effective emergency response.

At Workplace Emergency Management, we help organisations strengthen their emergency preparedness through workplace safety and emergency response training.

Contact Workplace Emergency Management to discuss your workplace training requirements and how we can help your team prepare for an emergency.