Times when employee communication is critical
Whether you are responsible for 100 employees or 1,000 employees, effective communication is essential. Being able to communicate with employees quickly and efficiently is especially important during times of high stress or danger. In order to ensure the safety of your employees, you need to develop a practical communication plan that allows you to send emergency notifications to all of your employees instantaneously.
Anticipating Critical Events
No matter how well you prepare, you cannot prevent every possible threat or disaster. Examples of unpredictable events that may be disastrous for your company include:
- Bomb threats
These are just a few of the events that may put your employees at risk. When any of these events occur or become likely, you will need to communicate with your employees immediately in order to inform them of the situation and provide instructions. For example, if a tornado is sighted in the area, all employees should be made aware of the storm and instructed to take cover. Likewise, if a bomb threat is received, employees should be notified of the threat, as well as any steps you are taking to neutralize it.
Preparing an Emergency Communication Plan
To ensure that you will be able to reach your employees quickly in the event of a crisis, developing an emergency communication plan is essential. Follow the steps below to prepare an effective plan.
1. Make a list of people you need to contact.
The first step in creating a successful communication plan involves making a list of all the people you need to contact in the event of an emergency. In most cases, this list will include all of your employees, as well as any administrative personnel that would want to be made aware of the situation.
2. Organize the list of contacts by “audience.”
Organize the list of contacts by dividing them into various audiences. Examples of possible audiences include administrators, managers, team leaders, and entry-level employees.
3. Determine which events will require communication.
Make a list of the different events that will warrant an activation of your emergency notification system. For each possible event, decide which audiences will be contacted.
4. Choose one or more communication channels.
Determine how you will contact your employees in the event of an emergency. For example, you may decide to send emergency notifications via telephone, email, and/or text message.
5. Collect contact information.
Collect the relevant contact information from each of the individuals on your list. Maintain this information in an electronic database.
6. Invest in an application or software program.
To save time and facilitate quick communication in a crisis, consider investing in a program designed to send instantaneous communications to multiple recipients. For example, with One Call Now, you can send emergency notification via voice, email, and text to all of your employees at the same time.