preparation: getting ahead of the game presented by: cindy lawson
TRANSCRIPT
Preparation: Getting Ahead of the Game
Presented by:
Cindy Lawson
Assess Vulnerability
Conduct Risk Management Assessment Develop continuity plans Issues Management
Crisis Communications Plan
Develop a “blind” site– Ready to activate instantly– Include facts, statement, press releases, updates
that are archived – hourly in some cases; daily in others
– Provide links and info for contacting proper authorities or for more information
– Include other information as appropriate
Crisis Communications Trunk
Office Supplies (notepads, pens, etc.) Batteries (cell phone, flashlights, etc.) Personal items Snacks First aid Business cards Copy of crisis communications plan Emergency cell phones Etc.
Plan Ahead
For Each Type of Crisis…
Identify experts and spokesperson Prepare holding statements Collect background information as
appropriate Identify stakeholders Identify methods for communicating with
each stakeholder
Different Target Audiences Require
Different Messages&
Different Methods
Communicate by stakeholder group What does each want and need to hear? How frequently do they want to hear it? In what format do they want to hear it? And at what stage in the crisis?
Clarify Processes & ProceduresWho Does What?
Who releases What information When an How Press Release Approval Process Who’s Responsible for What & When Identify Experts, Designate Spokespersons &
provide training Emergency Intranet Site Develop a “”blind” site
– Provide links and information
Call-out Procedures
Emergency notification Telephone trees Working from home-by phone or online Alternate communication systems Other
Communication Tools
Siren (blast or verbal) Emergency information hotline Reverse 911 – broadcast voicemails Short wave radio & dedicated frequencies
Communication Tools
Marquee Blast E-mail Emergency information Website (“blind”) Satellite phones
Communication Tools
Emergency alert text messaging Cable TV interruption message (audio and
scrolling messages) Pop-up alerts on campus computers
Communication Tools
Stadium broadcasting systems LCD’s in classrooms and hallways PA systems (“blue lights”)
Communication Tools
Campus advisories posted in buildings Community meetings Media alerts
Communication Tools
Residence hall assistants Chalking Posters, newsletters, etc.
Communication Tools
Short Wave Radios and Dedicated Frequencies
Sirens Satellite Phones Cable and TV Interrupt Computer Pop-ups
etc., etc., etc.,…
Practice Makes Perfect
Table-top drills Mock drills Communication systems Test semi-annually
Modify the plan Inform team about changes to the plan