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.
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 crisis communications team, consisting of members of the management team, should operate in an office environment to support the contact and information centers. Out of that experience, and many others, like the deployment of CDAC in Pakistan, this concept of coordinating the messages being sent to affected communities became even more complicated by the emergence of new technologies that allow everyone, even the tiniest organization, to set up its own communication channel and broadcast messages to large groups of people.
In the immediate aftermath of an emergency, an information needs and access assessment can be undertaken in order to verify whether the channels of communication outlined in the guide are still functioning.

CDAC Network members believed (and still believe) that information to, and communication with, affected people is essential – as a life-saving device, as key to taking ownership of their own recovery, and as critical to accountability and genuine participation. HR should also coordinate communications with those involved with the care of employees and the provision of benefits to employees and their families. Notification requirements specified in regulations should be documented in the crisis communications plan.
The Infoasaid Message Library is so far the very first experiment in this sense: a complete, searchable library of messages categorized according to topic, target and communication channels. 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. I am also the Co-Founder of the Standby Task Force, and a member of the International Network of Crisis Mappers.
This presentation outlines key things you should do to prepare for all types of potential crises and provides a simple action plan towards completing a preliminary crisis communications plan. Using this input, the crisis communications team can inform management about the issues that are being raised by stakeholders.
Writing messages during an incident can be challenging due to the pressure caused by “too much to do” and “too little time.” Therefore, it is best to script message templates in advance if possible.

Infoasaid works at multiple levels to improve communications with crisis-affected communities.
When deciding how to communicate with affected communities in fact, one of the first questions is how to channel this communication and what best ways to deliver the message are already available in the country. 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.
In turn, management should provide input into the messages generated by the crisis communications team. The new website, which you can find here, is an amazing resource for all agencies and NGOs that need to face the difficult talk of communicating directly with affected communities during emergencies or disaster, or in general in complex emergencies. 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.
What emerged from that experience was the need for a coordinated afford to organize this communication channels in a way that could avoid confusion and misunderstanding (and frustration) from part of people that were already in distress. All of these “audiences” will want information before the business has a chance to begin communicating.

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