We all strive for perfection. It’s human nature. In almost all cases, perfection is impossible. However, being precise is very possible. In the case of sending an emergency notification to your organization, precision is critical. You want your emergency notification to be as clear and concise as possible. When an emergency situation does happen, you need to ensure that the correct people are reached in as many ways as possible.
Creating your messaging prior to an emergency is key. Not only does this save you time creating a message in the midst of an emergency happening, but it also adds peace of mind knowing all you need to is hit send. Preplanning the entire sequence of actions that are required for a specific emergency scenario is the next critical step.
Here are four key tips to ensure your emergency messages are simple and ready to use:
1. Is your message clear and simple?
Be short and detailed. Make sure to only include what information is necessary. State the emergency, as well as, the date and time so your organization understands the urgency. If there are procedures or actions to be taken, such as relocation, make sure to state that shortly, as well. Having these messages prepared ahead of time and loaded into your emergency notification platform saves you time that you aren’t afforded during an emergency.
2. Is your alert being sent to the correct people?
Make sure you’ve included the correct groups for the message. A best practice is creating groups within your emergency alert system to keep your subscribers organized. Some group examples: students, employees, executive team, HR, etc. Separating your people like this allows you to assign them to different groups in an effort to receive the most appropriate information for their role. Preplanning what groups you will send specific messages or alerts is just as important as the precision of the actual message.
3. What endpoints should you send your message?
Before you send your message, think about what endpoints you want it to be sent. If the message is being sent in regard to an emergency, you want to make sure you reach everyone no matter where they are and what they are doing. In addition to text messages, emails, and voice calls, this might include other mass notification solutions like PA systems, digital signage, and/or desktop computers. Your emergency notification system will be used for a wide variety of critical situations. For non-life safety type of communications, you probably won’t need to alert everyone using the PA system; a text and email may suffice.
4. Is the message content correct?
In lieu of recent events, it’s critical that you make sure the content of the message is correct. Pre-planning is necessary; however, testing and verification are also important steps in your goals of precision.
Remember, emergencies are unplanned, but you don’t have to be. Preparation and precision are critical when it comes to the safety of your organization. Use these 4 steps to help you create messages before an emergency happens. Doing so will save you stress and frustration when an emergency situation does happen. Your people will be better prepared and informed due to your precision notifications. To learn more about the planning and critical communications before, during, and after an emergency, please read the Insight here.