The Crisis Communications Plan (Other (Not Listed) Sample)

The Crisis Communications Plan Name of Student Institutional Affiliation The Crisis Communications Plan List Emergency Personnel Crisis communication team include emergency personnel that will try to implement some or all of the steps described on the plan based on the circumstances. In the entire phase of the crisis, the emergency personnel will schedule frequent meetings to review the changing facts, determine whether there is need to change the strategies, and evaluate the most important messages to reach the audiences. Floods often develop slowly, over a period transcending to several days or it can develop within minutes as in the case with flash floods. In general, providing a list of emergency personnel during crisis communication plan in the organization would allow an organization to take control of the incidence by announcing the bad news themselves as well as frame the issue and develop solution prior to the media. As such, the emergency personnel may include the police, Center for Disease Control, Law Firms, or a task force on standby within the department of emergency management. In addition to that, the emergency members’ acts as agents for gathering information and researching the degree of damage that resulted from the floods. Equipment and Supplies for the Crisis Control Room A list of equipment and supplies is important in assembling all the necessary material resources for controlling floods. The crisis management team must ensure the prerequisite equipment and supplies, such as food, clean water for drinking and cooking, police radios, and press kits are in the crisis control room before the eventual crisis. Crisis communication or the business continuity plan of within the University of King Abdulaziz, for instance, should have ensured well-documented procedures for notification of suppliers. In the event, the procedures should describe the date and concept used to adopt them. Meanwhile, the director of media relations within the organization coordinates media advisories, which include providing an arrangement of the required equipment and supplies and related materials. Items such as tables and chairs are important within the emergency center and the university must ensure equipping this center with such tools. Furthermore, there is always need to equip the crisis control room with wireless capabilities, incorporating at least three access points that provide room for 90 concurrent connections. Primarily, the equipment and supplies required included university letterhead, pens and pencils, social media log-in information, printers, radios and televisions, stock images and photographs, and power supplies. Crisis Communications Checklist Nature of Crisis ____________Flooding __________________________________________ ______________________________________________________ Date of Occurrence ____May 2012____________________ Time 2pm__________________________ Response By Whom Date Time Comments Crisis center set up. University 12/May/2012 Crisis team mobilized. Crisis Control Department Key stakeholders notified: Community CEO Vice Chancellor Lawyer Mayor Union officials Insurance agent _____________ _____________ Basic facts gathered. What happened? Flooding When? Cause? Number of deaths? Number of injuries? Extent of damage? Names/titles of deceased? Employees Names/titles of injured? Students What is being done? Establishment of mobile clinics Emergency officials at scene? Police, Red Cross Estimated return to normalcy? Two weeks Notification of nearest of kin of deceased or injured? Al Eqtisadiah Daily Newspaper Dissemination of facts of crisis? Akhbaralarab Pre-gather Information In the eve of the King Abdulaziz floods, this section may have included but not limited to prepared press or media release. An immediate press release provides the details of the incident, including the places affected and when it occurred. Secondly, there is a need to document the university profile and fact sheets, which presents data on the number of students, employees, social amenities, and the corresponding individuals affected by the floods. Further, this section offers a brief history of the institution and its commitment to curbing natural calamities, such as floods. Develop Key Messages Planning and preparing of key messages for specific events during the crisis would assist in the effective communication of the plan. Primarily, during and following the flooding incident, the institution’s stakeholders will seek information that is specific to them. After successful identification of the audiences, including students, employees, the media, the local community, among other stakeholders, it is important script messages. Even though this may be challenging, messages should follow information developed in the process of risk assessment. Key messages, for instance, evacuation issues should address specified needs of the audiences. The development of key messages during floods may entail the documentation of warning messages disseminated through the mainstream media. Organizations, the University, for example, provide flood alert, flood warning, and prepare the stakeholders to tune to local and nationwide news platforms, such as radio and television. Plan Dissemination of Key Messages This section of crisis communication would provide a procedure used by the crisis communication team to plan and spread information from the media to specific audiences, observing precise formats. In order address the publics and the media appropriately; there is a need to disseminate key messages to the employees, customers, executives, shareholders, foundation, newspapers, radio, community, and television. For instance, the organization may use email, telephone numbers, Twitter, News Letters, fax, Facebook, Press Release, its Website to disseminate its key messages. Methods of Communication Telephone E-mail Fax Letter By Messenger Letter By Mail Newsletter Bulletin Board Personal Visit News Release Meetings Employees Madani Madani P Students Madyan ...