This step of Ready Business provides direction for developing a crisis communications plan. Understanding the audiences that a business needs to reach during an emergency is one of the first steps in the development of a crisis communications plan. The crisis communication or business continuity plan should include documented procedures for notification of suppliers.
Communications with government officials depends upon the nature and severity of the incident and regulatory requirements.
Human Resources (HR) is responsible for the day-to-day communications with employees regarding employment issues and benefits administration.
If there are hazards at a facility that could impact the surrounding community, then the community becomes an important audience. If the incident is serious, then the news media will be on scene or calling to obtain details.
Develop a company policy that only authorized spokespersons are permitted to speak to the news media. Determine in advance who will speak to the news media and prepare that spokesperson with talking points, so they can speak clearly and effectively in terms that can be easily understood. Another important element of the crisis communications plan is the need to coordinate the release of information.
Another important goal of the crisis communications plan is to move from reacting to the incident, to managing a strategy, to overcome the incident.
The “contact center” fields inquiries from customers, suppliers, the news media and others. The crisis communications team, consisting of members of the management team, should operate in an office environment to support the contact and information centers.
This week's Social Media Roundup examines how to use social media in crisis communications. Though there are many aspects that I could write about regarding the way Carnival Cruises handled the management of this crisis, I’ve chosen to evaluate and analyze their social media crisis communications (go figure!).
However, with the conditions that his guests found themselves miserably in, Cahill should have been much quicker to be front and centre of this crisis.

All in all, I have to say that Carnival Cruises did a thorough and sincere job at communicating with their audience throughout this crisis on their social media channels. Subscribe and arm yourself with Crisis Intelligence!Get the tips and strategies you need to prevent, manage and overcome any type of organizational crisis, by subscribing to The Crisis Intelligence Blog and Podcast.
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More and more garrison commanders are understanding the need for a dynamic social media program to complement their crisis communication plan. This is another great example of the importance of listening as well as communicating in a crisis. Our research shows that folks over 35 are grappling with using social media in any situation but especially during a crisis.
If there are a lot of customers, then the list should be prioritized to reach the most important customers first. The risk assessment process should identify scenarios that would require communications with stakeholders.
Management needs to develop the strategy and the crisis communications team needs to implement that strategy by allaying the concerns of each audience and positioning the organization to emerge from the incident with its reputation intact. However, I do have to note that some of their updates, especially those towards the beginning of the crisis, tended to be too repetitive.
Within their social media updates, Carnival Cruises announced when their press release was to be held, tweeted and posted soundbites from the press release, announced its end and published both a link to the press release once it was available and embedded it straight into a Facebook post. The following evaluates both Carnival Cruises Facebook and Twitter crisis communications, from beginning to end of the crisis. She is also the editor of The Crisis Intelligence Blog and host of The Crisis Intelligence Podcast. An organization needs to be prepared to post pertinent information on social media sites during a crisis. Announcing his presence via online channels and expressing his gratitude and sincere regret was equally important.
Organizations should also listen to the conversation online during a crisis, respond to rumors and provide updates when they become available.

Lists should be updated regularly, secured to protect confidential information and available to authorized users at the emergency operations center or an alternate location for use by members of the crisis communications team. Similar protocols and procedures should be established for notification of directors, investors and other important stakeholders.
HR should also coordinate communications with those involved with the care of employees and the provision of benefits to employees and their families. There are tons of excellent examples and strategies within this case study that I hope you will incorporate into your own crisis communications plan. Close coordination between management, company spokesperson, public agencies and HR is needed when managing the sensitive nature of communications related to an incident involving death or serious injury. Using this input, the crisis communications team can inform management about the issues that are being raised by stakeholders.
President of the crisis management firm Agnes + Day, Melissa has developed a worldwide reputation for crisis management, planning and training by helping global brands and government agencies prevent and manage a wide range of issues and crises. All of these “audiences” will want information before the business has a chance to begin communicating.
Notification requirements specified in regulations should be documented in the crisis communications plan. In turn, management should provide input into the messages generated by the crisis communications team. Together, they discuss the leading trends, issues and strategies for effective crisis, issues and emergency management. Rather than waiting to put out a press release, or reaching out to each individual reporter, social media tools help spread information quickly and effectively.
Detailed repeats tend to get repetitive, giving the allure that you’re simply trying to speak for the sake of speaking, or worse, avoiding important issues that should be addressed and replacing them with fluff.

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