Corporate risk management through emergency and contingency planning communication

Corporate Risk Management: Emergency & Contingency Planning

Communication is one of the most important elements of running a business. It plays a crucial role in daily operations and teamwork, while also being of utmost importance during unusual circumstances such as times of emergency and crisis. In fact, it is particularly during emergency and crisis situations that communication plays an especially important role. Regular communication establishes interpersonal trust. This trust is vital during all stages of a crisis situation, including contingency planning prior to the event, the event itself, and the recovery period after the crisis event. It is only by establishing trust that crises can be handled, mitigated and planned for with optimal success.

Specifically, pre-crisis communication entails not only spoken, but also written language. Risks are identified, analyzed and controlled first by means of oral communication. The culmination of such planning is then to create written contingency plans. Each personnel members should be fully versed in these prior to any crisis incidents. The establishment of a contingency plan and its importance in the minds of employees depends upon the quality of communication used to establish this.

Once a crisis situation does occur, communication is of even greater importance. Once again, both written and oral communication occur. Personnel are expected to act according to the established contingency plan. To do this, they need to be organized according to the written contingency plan. This needs to occur firstly by oral communication. In order to achieve optimal results, persons in leadership positions should be in charge of such an operation. These persons should handle communication with a calm air in order to inspire confidence in their followers during the crisis situation.

During a crisis situation, it is unlikely that personnel members will take the time to read through a written contingency plan. It is therefore imperative that personnel be encouraged and trained in familiarizing themselves with the written plan prior to a crisis situation. These plans must also be communicated in as simple a way as possible. People are more likely to remember the steps they need to take when these are presented in a clear, easy to remember style. A summary of the contingency handbook should therefore be displayed prominently around the workplace at all times. In this way, a combination of written and oral communication during pre-crisis training underscores oral communication during the crisis itself.

During the recovery period after the crisis, communication helps to mitigate future crisis events. Once again, trust is the key to success for such communication. This trust is most effectively established prior to a crisis situation. If the crisis was handled effectively and calmly via communication, post-crisis communication and trust should not present any problems.

Post-crisis communication should then entail an examination and assessment of the crisis that occurred. This assessment is measured against the existing contingency plan and its effectiveness to mitigate the crisis and help people remain calm. The written plan can then be mitigated according to the findings of the assessment. The assessment can occur both in spoken and written language, while the existing contingency plan can be modified in writing. It is important to include all personnel members and obtain their input regarding the effectiveness of the contingency plan. This will be helpful in establishing trust for future crisis situations.