Make Crisis Communication Successful with a Mass Notification System
As our world changes and technology improves, processes, procedures and tools need to be modernized as well. The subject of mass notification and crisis communications is no different, and in fact, the cloud-based tech, social media networks and ability to communication from almost anywhere, anytime that our time has developed has vastly improved crisis communications. From cradle to grave, a crisis is aided by mass notification capabilities from the distribution of early warning messages, the instantaneous delivery of critical information and follow on messages after events have secured.
As a mass notification provider, we’ve put together our top 5 “must haves” for mass notification success. In other words, follow these five steps/tips to ensure your organization is prepared. After all, the best hedge against a crisis is preparedness.
Pocketstop’s Top 5 “Must Haves” For Mass Notification Success
- Take advantage of and be feared by “real-time” information.
A digital mass notification system is the simplest way for an organization to communicate to an audience via multiple-channels. Mass notification is direct, personal, and instantaneous. A mass notification system gives your organization the capability to deliver real time information on demand (which is no longer something that sets you apart—what sets you apart is if you can’t deliver on demand). Also know, that the flow of real-time information, especially during a crisis situation, can get out of hand. Be cautions of what kinds of information you deliver via mass notification during a critical situation as text messages and emails are easy to screen grab and post on social media. There is risk of rumors and misinformation so communications must be managed effectively.
- Communicate early and often.
Even if you don’t have much to say, communicating early and often to your organization lets them know you’re there, that you haven’t forgotten about them and you’re in control. Don’t let your mass notification capability collect dust, if you will, during a crisis. Use it—even during uncertainty let people know you’re assessing the situation and will keep them updated.
- Get face-to-face with people.
Use your mass notification system expertly. Use it often and use it to distribute critical information. But don’t forget there are real people who are receiving the real time information you’re sending. Step out from behind your mass notification system and talk to your people. Don’t just send the media a statement but get out there and talk to them. Let them see your face, hear your voice. Provide the empathy that is hard to convey via a digital message.
- Internal and external communications are equally important.
Mass notification messages are often used to distribute information internally but can be used to communicate to external stakeholders (like customer, vendor and others). If the crisis situation concerns other outsiders, be sure to include them by adding a group to your mass notification system contact database.
Before you can send the right text message or draft the right email, you must listen and learn and understand what the people in your organization need. Mass notification is only successful if you’ve done your homework and understand what your audience needs to hear. And after. After your messages have been sent, listen to the response and feedback. Sometimes we are blind to what we don’t know. Listening to others will allow us to grow and, in a crisis, provide one very important attribute—peace of mind.
For more information about the RedFlag mass notification system and how mass notification can help your organization during a crisis situation, please give us a call at 877-840-2444 or visit www.pocketstop.com to live chat with us today.