Crisis Communication Plan
Proactive Preparation to make crisis management as smooth as possible
When do you need a crisis communication plan?
A key global best practice all organisations should have, but is often forgotten or overlooked, is the development of a proactive crisis communications plan.
A crisis communications plan is required when you know ahead of time your business is at risk of exposure to natural disasters, data breaches, product recalls, HR concerns, workplace safety issues, consumer or stakeholder backlash or any event that could significantly impact your reputation or operations.
Proactive crisis communication plans make a significant difference during crucial incidents such as workplace accidents, financial concerns, identified HR risks or negative media coverage, where timely and effective communication is essential to manage public perception and maintain stakeholder trust.
A strategic approach to crisis management reduces the potential for long-term damage. Mishandling communications can have devastating effects – from unnecessarily panicking staff or shareholders, to facing legal consequences due to misinformation.
Having a crisis communication plan in place before the crisis arrives allows your organisation to respond swiftly and coherently, minimising confusion, rumours and misinformation. A well-prepared plan provides clear guidance to your team. It spells out who will communicate what, when, to whom, via which channels.
Bespoken Agency has vast experience in developing strategic and tailored crisis communications plans, as well as guiding organisations when a crisis is taking place.
Hope for the best, plan for the worst
A crisis communication plan will offer your organisation several effective strategies and tactics to manage and mitigate crises. These tactics include establishing a clear chain of command to ensure swift decision-making and communication, and pre-drafting key messages to be quickly adapted and disseminated across various channels.
The plan will also involve training spokespersons to handle potential media enquiries confidently and consistently, monitoring social media and news outlets to gauge public sentiment, and engaging with stakeholders transparently to maintain trust.
It will also provide an updated stakeholder matrix, which identifies each of their risk profiles, preferred method of communicating and key background notes, which will be vital during a time sensitive incident.
Additionally, it could outline procedures for internal communication to keep employees informed and aligned, ensuring a unified response throughout the organisation.
Typically, the responsibility for a crisis communication plan falls to an organisation’s Communications Manager, who will work with the executive and key personnel to execute the plan when or if required.
Additionally, a crisis management team may be established, including representatives from various departments such as legal, HR, sales and operations, to provide a well-rounded crisis response. This team collaborates to ensure that all aspects of the crisis are managed effectively and that communication is consistent and clear.
When writing a crisis communications plan, as well as during its execution, it is important for lawyer(s) to assess and advise on legal risks. We work closely with a legal team to ensure all messaging is correct and not causing long term or future concerns for the organisation.
We are experienced in developing and drafting strategic and tailored crisis communications plans that provide an easy to follow, step-by-step guide for your team to carry out. We are always available to support during a crisis at short notice. Our clients often use us for all media relations during these times, as well as to tailor any internal or external communications for the situation at hand.
Need a crisis communications plan?
With our vast experience, Bespoken is ready to help you prepare for smooth handling of any crisis.