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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
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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.
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.,…
Table-top drills • Mock drills • Communication systems • Test semi-annually
Modify the plan • Inform team about changes to the plan