Crisis Communication Plan Outline

Introduction

Objective: To establish a proactive communication strategy in the event of a crisis, ensuring timely, accurate, and effective messaging to all stakeholders.

I. Preparation Phase

A. Crisis Communication Team Formation

• Roles & Responsibilities:
  • Team Leader: Oversees the plan and decision-making.
  • Spokesperson: Communicates with the public and media.
  • Social Media Manager: Manages online presence.
  • Legal Advisor: Provides legal counsel.
  • HR Representative: Addresses internal staff concerns.

B. Risk Assessment and Potential Crisis Scenarios

• Table 1: Potential Crisis Scenarios
  • Scenario | Likelihood | Impact | Preventative Measures

C. Communication Channels and Tools

• Primary Channels: Email, Social Media, Press Releases.
• Secondary Channels: SMS, Website Updates, Hotline.

II. Response Phase

A. Crisis Identification and Assessment

• Criteria for Crisis Identification: Severity, Impact, Urgency.
• Initial Assessment Form: See Graph 1.

B. Messaging and Communication

• Initial Response: Acknowledgement of the situation.
• Ongoing Communication: Regular updates, factual information.
• Final Statement: Resolution and steps taken.

C. Media Management

• Press Release Template: See Template A.
• Media Briefing Guidelines: Key messages, dos and don’ts.

III. Recovery Phase

A. Post-Crisis Evaluation

• Feedback Collection: Surveys, social media analysis.
• Performance Review Meeting: Evaluate the response effectiveness.

B. Updating the Crisis Communication Plan

• Revisions Based on Learnings: Modify scenarios, team roles, communication channels.

IV. Training and Simulation

A. Regular Training Sessions

• Topics: Crisis communication strategies, media handling.

B. Simulation Drills

• Frequency: Bi-annually.
• Simulation Drill Report: Analysis of team’s performance.

Appendices

Appendix A: Contact Information

• Internal Contacts: Team members, department heads.
• External Contacts: Media outlets, emergency services.

Appendix B: Templates and Checklists

• Press Release Template: For immediate release of information.
• Checklist for Crisis Response: Step-by-step guide during a crisis.