A crisis management plan is a written document that outlines the steps you take during a crisis. It helps ensure that your organization can respond effectively in an emergency by keeping track of critical information. In this article, we will discuss twelve essential elements of any effective crisis management plan:
1. Identify and assess potential crises.
Disasters are unavoidable, hence is crucial to identify them and manage them as early as possible. Perform risk analysis to identify and evaluate the risks associated with various crises. Include crisis scenarios based on how likely they are to occur. For example, organizations based in Japan are more likely to get impacted by an earthquake.
These preparations may seem expensive and daunting, but disasters always come at a cost. When faced with a crisis, the only way to recover from the losses is to put together contingencies beforehand.
2. Determine the resources needed to manage a specific crisis.
Your crisis management plan should include sufficient equipment and emergency kits with food supplies, water filters, and flashlights to deal with each type of crisis.
Consider getting funding from outside sources like insurance companies or charitable foundations who might donate money towards helping your employees affected by major incidents.
Recommended read: 7 Crisis Management Mistakes Your Organization Might Be Making
3. Build a team that can effectively handle each crisis.
Trained safety professionals assess potential risks and manage emergencies effectively. The team should have human resources advisors, public relations specialists, safety advisors, financial advisors, etc.
The purpose of this team is to help businesses manage potential risks and ensure emergency preparedness. Having the right team in place can make all the difference in a crisis.
4. Communicate with stakeholders about each crisis to ensure everyone is on the same page.
Develop a crisis communication plan to prepare your employees, customers, media contacts, vendors, suppliers, and other stakeholders for possible emergencies. Ensure your crisis communication team is well-trained, prepared, and able to answer questions on short notice. Finally, assign personnel responsible for executing a crisis management plan.
5. Set up a crisis management communication channel.
A detailed crisis management plan should include a medium to communicate any updates, questions, or instructions if necessary. The communication channel should have a safety check feature to assess and handle the situation effectively.
6. Assign roles to the crisis response team.
The goal is to ensure that everyone in your team understands the roles they will take on during a crisis and their specific responsibilities. Transparency of roles and responsibilities helps to take necessary actions.
After all members of your crisis response team have roles assigned, you can develop an initial meeting agenda. It will ensure that everyone involved knows who they are working with and the expectations from them during a crisis. Have people represent their ideas or suggestions on how best to respond during emergencies.
7. Get a tool to broadcast safety check messages with the ability to send assistance requests.
Use a Microsoft Teams integration tool like AreYouSafe? bot. Ideal for safety admins and HR teams to use during emergencies with a real-time safety status dashboard.
AreYouSafe? also offers a quick and easy assistance request feature. A valuable asset for companies who want to ensure the safety of their employees. Free for up to 10 users and offers a 45-day trial of the premium version with unlimited users. No credit card is required.
8. Establish emergency response procedures and protocols for the crisis management team.
Your plan should include robust emergency response procedures and protocols. This way, you and your team will know what to do during a major incident.
Keep the crisis management team notified about all significant events impacting the company and its employee’s ability to function during a crisis.
A crisis management team should have protocols to ensure a coordinated and effective response. Protocols should cover all aspects of the emergency response and guidelines for when and how to escalate the response.
9. Keep the crisis management plan well-documented.
A crisis management plan should outline your emergency response procedures and how to communicate with employees, customers, and the public during a crisis. It will help you maintain control during emergencies and keep everyone safe.
This plan should include all emergency contacts like time zone-based designated safety officers and external emergency contacts like the local law enforcement, fire department, first responders, electricians, etc.
Pro tip: Regularly update the crisis management plan document and ensure it remains effective.
10. Train the crisis management team on your plan.
Train the team on their assigned roles to prepare them for emergencies, such as notifying everyone of evacuations. The training can help minimize the impact of any crisis in your organization.
Conduct training via online courses, workshops, and simulations. Make sure to meet the necessities of your team. By investing in training, you can help to protect your business from the effects of a crisis.
Recommended read: 6 Techniques To Ensure Employee Safety During A Crisis
11. Host emergency preparedness training for employees.
The effectiveness of your crisis management plan depends on how well it executes by the people you have designated to carry out its tasks. Employee safety should always be a top priority, and emergency preparedness training is a crucial part of ensuring that.
These training sessions should cover evacuation procedures, first aid, and how to use the company’s emergency communications systems. Review response procedures regularly for emergency preparedness.
12. Conduct regular audits and emergency drills in the workplace.
Conducting regular audits and drills helps to test the effectiveness of your crisis management plan and identify weaknesses.
Test your plan by running through different scenarios to ensure everyone knows their responsibilities during a crisis. Create awareness of any gaps in training or knowledge before it becomes a problem.
- Easily personalize incident management.
- Quickly reach out to your employees during a crisis.
- Improve emergency response amid major incidents with real-time reports.