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Preparation: Getting Ahead of the Game

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

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  1. Preparation: Getting Ahead of the Game Presented by: Cindy Lawson

  2. Assess Vulnerability • Conduct Risk Management Assessment • Develop continuity plans • Issues Management

  3. 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

  4. 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.

  5. Plan Ahead

  6. 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

  7. Different Target Audiences Require Different Messages&Different Methods

  8. 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?

  9. Template:Crisis Communications Plan lawsonc@uncw.edu

  10. 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

  11. Call-out Procedures • Emergency notification • Telephone trees • Working from home-by phone or online • Alternate communication systems • Other

  12. Communication Tools • Siren (blast or verbal) • Emergency information hotline • Reverse 911 – broadcast voicemails • Short wave radio & dedicated frequencies

  13. Communication Tools • Marquee • Blast E-mail • Emergency information Website (“blind”) • Satellite phones

  14. Communication Tools • Emergency alert text messaging • Cable TV interruption message (audio and scrolling messages) • Pop-up alerts on campus computers

  15. Communication Tools • Stadium broadcasting systems • LCD’s in classrooms and hallways • PA systems (“blue lights”)

  16. Communication Tools • Campus advisories posted in buildings • Community meetings • Media alerts

  17. Communication Tools • Residence hall assistants • Chalking • Posters, newsletters, etc.

  18. Communication Tools • Short Wave Radios and Dedicated Frequencies • Sirens • Satellite Phones • Cable and TV Interrupt • Computer Pop-ups etc., etc., etc.,…

  19. Practice Makes Perfect

  20. Table-top drills • Mock drills • Communication systems • Test semi-annually

  21. Modify the plan • Inform team about changes to the plan

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