By Gina Cuclis

This Thursday (November 18) I will be on a panel presenting information to the Santa Rosa Chamber of Commerce's Leadership Santa Rosa class about crisis communications. I will have15 minutes to explain how to prepare for, and manage communications during, a crisis.

The best way to prepare for a crisis is to have a crisis communications plan. Here is an outline I will present Thursday of what to consider when writing a crisis communications plan.

Components of a Crisis Communications Plan

1. Anticipate crises: Determine what types of crises your organization most likely could experience.
2. Create a detailed procedure for contacting whoever must be notified that a serious incident has occurred.
3. Designate who will be on the crisis team and assign roles for each member, including who will be in charge and who the spokespersons will be. Also identify who will be responsible for communicating with employees.
   
4. Create a detailed database of the contact information for everyone on the team and for everyone who needs to be notified when an incident occurs.
5. Determine how members of the team will communicate and coordinate.
6. Develop response strategies for each anticipated type of crises.
7. Identify and prioritize key audiences and how you will reach them.
   a. This includes how you will listen to them. Who will monitor social media?
   
8. Outline how messages will be developed and updated during a crisis. Draft potential initial messages.

Exactly what is in a plan depends on the nature, size and complexity of your organization. FEMA (Federal Emergency Management Association) also has advice for writing a crisis communications plan.
 
Any suggestions about what else should be included in a short presentation about this subject?