Pre Crisis

Prevention involves seeking to reduce known risks that could lead to a crisis. This is part of an organization’s risk management program. Preparation involves:

• creating the crisis management plan
• selecting and training the crisis management team
• conducting exercises to test the crisis management plan and crisis management team

Crisis Preparation Best Practices defined by Barton (2001) and Coombs (2006):

• Have a crisis management plan and update it at least annually.
• Have a designate crisis management team that is properly trained.
• Conduct exercise at least annually to test the crisis management plan and team.
• Pre-draft select crisis management messages including content for dark web sites and templates for crisis statements. Have the legal department review and pre-approve these messages.

  
Crisis Management Plan
A crisis management plan (CMP) is a reference tool, not a blueprint. A CMP provides lists of key contact information, reminders of what typically should be done in a crisis, and forms to be used to document the crisis response. A CMP is not a step-by-step guide to how to manage a crisis. Barton (2001), Coombs (2007a), and Fearn-Banks (2001) have noted how a CMP saves time during a crisis by pre-assigning some tasks, pre-collecting some information, and serving as a reference source. Pre-assigning tasks presumes there is a designated crisis team. The team members should know what tasks and responsibilities they have during a crisis.

Crisis Management Team
Barton (2001) identifies the common members of the crisis team as public relations, legal, security, operations, finance, and human resources. However, the composition will vary based on the nature of the crisis. For instance, information technology would be required if the crisis involved the computer system. Time is saved because the team has already decided on who will do the basic tasks required in a crisis. Augustine (1995) notes that plans and teams are of little value if they are never tested. Management does not know if or how well an untested crisis management plan with work or if the crisis team can perform to expectations. Mitroff, Harrington, and Gia (1996) emphasize that training is needed so that team members can practice making decisions in a crisis situation. As noted earlier, a CMP serves only as a rough guide. Each crisis is unique demanding that crisis teams make decisions. Coombs summaries the research and shows how practice improves a crisis team’s decision making and related task performance.

Spokesperson
A key component of crisis team training is spokesperson training. Organizational members must be prepared to talk to the news media during a crisis.

Crisis Media Training Best Practices by Lerbinger, Feran-Banks and Coombs:

• Avoid the phrase “no comment” because people think it means the organization is guilty and trying to hide something
• Present information clearly by avoiding jargon or technical terms. Lack of clarity makes people think the organization is purposefully being confusing in order to hide something.
• Appear pleasant on camera by avoiding nervous habits that people interpret as deception. A spokesperson needs to have strong eye contact, limited disfluencies such as “uhms” or “uhs”, and avoid distracting nervous gestures such as fidgeting or pacing. Coombs reports on research that documents how people will be perceived as deceptive if they lack eye contact, have a lot of disfluencies,or display obvious nervous gestures.
• Brief all potential spokespersons on the latest crisis information and the key message points the organization is trying to convey to stakeholders.

Public relations can play a critical role in preparing spokespersons for handling questions from the news media. The media relations element of public relations is a highly valued skill in crisis management. The public relations personnel can provide training and support because in most cases they are not the spokesperson during the crisis.

Pre-draft Messages
Finally, crisis managers can pre-draft messages that will be used during a crisis. More accurately, crisis managers create templates for crisis messages. Templates include statements by top management, news releases, and dark web sites. Both the Corporate Leadership Council (2003) and the Business Roundtable (2002) strongly recommend the use of templates. The templates leave blank spots where key information is inserted once it is known. Public relations personnel can help to draft these messages. The legal department can then pre-approve the use of the messages. Time is saved during a crisis as specific information is simply inserted and messages sent and/or made available on a web site.


Communication Channels
An organization may create a separate web site for the crisis or designate a section of its current web site for the crisis. Taylor and Kent’s research finds that having a crisis web sites is a best practice for using an Internet during a crisis. The site should be designed prior to the crisis. This requires the crisis team to anticipate the types of crises an organization will face and the types of information needed for the web site. For instances, any organization that makes consumer goods is likely to have a product harm crisis that will require a recall. The Corporate Leadership Council (2003) highlights the value of a crisis web site designed to help people identify if their product is part of the recall and how the recall will be handled. Stakeholders, including the news media, will turn to the Internet during a crisis. Crisis managers should utilize some form of web-based response or risk appearing to be ineffective. A good example is Taco Bell’s E. coli outbreak in 2006. The company was criticized in the media for being slow to place crisis-related information on its web site.

Of course not placing information on the web site can be strategic. An organization may not want to publicize the crisis by placing information about it on the web site. This assumes the crisis is very small and that stakeholders are unlikely to hear about it from another source. In today’s traditional and online media environment, that is a misguided if not dangerous assumption. Taylor and Kent and the Corporate Leadership Council emphasize that a web site is another means for an organization to present its side of the story and not using it creates a risk of losing how the crisis story is told. Refer to the PR News story “Lackluster Online PR No Aid in Crisis Response” (2002) for additional information about using dark web sites in a crisis, Intranet sites can also be used during a crisis. Intranet sites limit access, typically to employees only though some will include suppliers and customers. Intranet sites provide direct access to specific stakeholders so long as those stakeholders have access to the Intranet. notes that the communication value of an Intranet site is increased when used in conjunction with mass notification systems designed to reach employees and other key stakeholders. With a mass notification system, contact information (phones numbers, e-mail, etc.) are programmed in prior to a crisis. Contacts can be any group that can be affected by the crisis including employees, customers, and community members living near a facility.

Crisis Communication Channel Preparation Best Practices:

• Be prepared to use a unique web site or part of your current web site to address crisis concerns.
• Be prepared to use the Intranet as one of the channels for reaching employees and any other stakeholders than may have access to your Intranet.
• Be prepared to utilize a mass notification system for reaching employees and other key stakeholders during a crisis 

Take a look how we can use Social media as a Crisis Communication Channel: