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?

Template:Crisis Communications

Plan

lawsonc@uncw.edu

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