Here's how you can effectively communicate with the media during an emergency.

A very experienced and knowledgeable colleague of mine often talks about communication with stakeholders in terms of knowing who can help you, and knowing who can hurt you. Preparing and actively maintaining a list of internal and external stakeholders and thinking of them in terms of help and hurt, can significantly improve emergency communication. It takes effort and dedication to keep a stakeholder list current - but if the worst happens, you will be very happy for your commitment to Staying Prepared. Staying Protected.

In emergency communications you need at a minimum three forms of communication methods: Primary, Secondary and Tertiary. Redundancy is paramount, as the emergency may limit one or more forms of communication. These are typically text, phone call, and email. These will be preassigned and automated. This guarantees quick changes to the messaging to the appropriate audiences can take place without delay. The notification can quickly be modified to ensure the appropriate actions are taken to confirm the safety of your audience. There should also be bifurcated communications to groups to direct them to their stations or to perform duties to protect life, property and information.

Develop your media relations well before the actual emergency. Invite them to your EOC. Create a media guide for commonly asked questions. Learn their deadlines. When an actual emergency occurs, the media WILL get a story. If you've built a good relationship with them they will come to you as a credible source for emergency communications and will be an ally in amplifying your efforts. During my days as a journalist I covered what seemed like thousands of stories for Zion National Park conservation; fish, birds, rare flowers, etc.,(I loved it) But when COVID hit and they needed help spreading information about park closures, asking people not to graffiti, or other important emergency communications, I helped amplify those stories too.

This always a tough one in prehospital & disaster scenarios, but effective communication is necessary for disseminating accurate information. - Have a media communication plan & procedure tried & tested. - Trained multi-agency representative on ground. - Central media point away from emergency areas. - Provide regular official updates to avoid speculation. - Provide key messages in plain language. - Ask questions to avoid distribution of misinformation. - Show empathy and provide accurate info without too much detail (detail can be made public in official statements after the incident)

Being prepared also involves staying informed about potential risks and having contingency plans in place. Regular training and simulations can help ensure that you and your team are ready to respond effectively when faced with an emergency. Remember, preparation is the key to handling unexpected situations with confidence. Stay prepared stay safe.

Spokespeople generally fall into one of three categories — senior leaders, subject matter experts (SMEs) & PR professionals. CEOs & other executive officers should be trained & ready to speak about issues of operational & reputational importance. SMEs should be trained & ready to speak about their areas of expertise as they pertain to their organizations’ operations & reputation. PR professionals should be trained & ready to oversee & guide their organizations’ media relations efforts. As experts, they should also be able to speak knowledgeably on behalf of their organizations on a wide array of topics at short notice.

Identifying your spokespersons and providing them with media training is a key step in your preparedness journey. Every drill and simulation should offer key players a chance to hone their skills. Spokespersons are the face of your organization during an emergency or disaster. It is imperative they have the skills and confidence to set the tone and bring a sense of calm to the chaos for your audiences. They cannot manage media interviews without the necessary training.

Coordinating emergency communications is essential because it also helps to preserve the credibility of the organisation or company affected.

One of the crisis situations I handled involved providing a statement to the media regarding an employee procedural error that had a direct negative environmental impact on the community. During the protests, I was interviewed amidst an angry crowd. Maintaining composure, carefully choosing my words, and conveying the seriousness of our crisis management and resolution efforts had a very positive impact on both the media communication and the organization's image

? Clear Hierarchy: Designate primary and alternate spokespeople with clear roles and responsibilities. ? Expertise and Authority: Select spokespeople who are knowledgeable about the situation, authorized to speak on behalf of the organization, and capable of maintaining composure during media interactions. ? Consistency in Messaging: Ensure all spokespeople are aligned on key messages and updates to avoid conflicting information.

In your rapid response, make use of holding statements in the areas where you are still gathering information. And be clear about the aspects of the emergency where you don't have information yet. Make a commitment to get back to reporters with that information as soon as it is available, and deliver on that promise.

It’s important to communicate without delay as in absence of information , lot of misinformation is filled up in environment which proves detrimental to the interest of the company & stakeholders.

Of course yes. A thoughtful quick response is very important. It's important to be precise and focus on the urgency and accordingly make the audience informed on a chain of quick response. No frills. Just respond.

En la empresa que trabajaba teníamos ya listos junto a los teléfonos fijos de las personas los números de emergencia y que decir frente a posibles escenarios ya que como sabemos en situaciones de emergencia no a todos se nos ocurre que decir.

I completely agree that the speed of information is a crucial part of serious crisis management. Ensuring that communication is parallel with the mitigation actions and that the information received aligns with the actions taken forms a comprehensive crisis management operation. This approach can transform risks into opportunities, enhancing the company's reputation and positive image

During a crisis, organisations struggle mainly on two fronts: 1. Managing the crisis as quickly as possible. 2. Managing misinformation and preventing the loss of credibility with customers and other external stakeholders. To address these challenges, messages must be crafted with utmost care and transparency to avoid speculation and maintain credibility with both external stakeholders and internal employees. Any room for speculation can damage the reputation and lead to a loss of trust. Clear communication prevents uncertainty, controls the narrative, and reassures stakeholders. The fight is not just about managing the crisis but also about protecting the brand image and avoiding regulatory defaults.

It is extremely important to make a clearly worded guiding statement, clear do's and don'ts, and deliver the message in action words.

Establishing clear communication channels is key. Have secure messaging formats if available and constant touchpoints to ensure the integrity of the situation is maintained in an active and fluid posture. Designate a spokesperson or communication team to handle media inquiries and provide updates on the situation at designated intervals or as key developments are made. This is being situationally aware.

Tener previamente armado un gabinete que acuerde quien, cuando, como, donde y que decir es bien importante para no tener varias versiones, y posturas es de suma importancia y de ayuda

? Be Direct and Simple: Use clear, plain language to ensure everyone understands your message. Avoid technical jargon and ambiguous terms. ? Consistent Key Messages: Identify and consistently repeat key messages. This reinforces important information and ensures it sticks with the audience. ? Structured Information: Present information in a structured manner. Start with the most critical points, followed by supporting details. This helps the audience quickly grasp the essential information.

In emergencies, managing false information quickly and effectively is crucial. Verify all information before sharing, and promptly correct any errors. Establish a crisis communication team as the official information hub, deliver clear and transparent messages, and use social media for quick updates. Build good relationships with the media and train your team to handle emergency situations. This approach ensures accurate information reaches the public and helps minimize speculation.

Misinformation often arises from the overwhelming flow of information when the relevant authorities, who should be the primary source of information, do not handle it seriously and comprehensively. One effective way to address misinformation, based on my experiences, is to ensure a single point of communication and to provide continuous, coherent updates. This approach has proven effective in several instances I've encountered.

? Active Monitoring: Continuously monitor media reports and social media platforms for misinformation. Use tools and teams dedicated to tracking and analyzing public discourse. ? Swift Response: Address misinformation quickly with factual corrections. Provide clear evidence and authoritative sources to support your corrections. ? Engage with Influencers: Collaborate with trusted figures and influencers who can help disseminate accurate information and counter false narratives.

It's smart to network along the situation and responsibly share what one must, as the situation may be rapidly changing dynamics. Emergency is abrupt. Leading to situations leading cards falling down fast.

? Regular Briefings: Schedule regular updates to keep the media and public informed. Consistency in communication helps prevent speculation and rumor. ? Use Multiple Channels: Disseminate updates through various channels, including press releases, social media, and official websites. This ensures a wider reach. ? Transparency in Updates: Be transparent about what is known, unknown, and what actions are being taken. Honest updates build trust and credibility.

Atualizar plano periodicamente: pessoas, telefones, responsáveis, e incremento de novas regras e legisla??o. N?o deixe para descobrir na hora da crise que o responsável n?o trabalha mais na empresa.

Give continuous updates with meaningful information on the steps the emergency managers are taking to ensure safety of the public and also rescue and evacuation of those affected by the emergency to the media and public .The updates should also advice the public on how to appropriately respond to the emergency so as to avoid being harmed.

Avoid clichés when expressing empathy for people affected by the emergency. Empathy statements can be powerful when they are authentic and demonstrate connection with the community. Invest the time to make them strong. They are almost certainly going to be one of the quotes or sound bites used by reporters.

Agencies should have a designated person trained to be a PIO. The initial press conference should be "information only" with no questions. It should provide "bare bones" facts relating to the incident. The media should be told when the next conference will be held where questions will be answered.

Train regularly. Emergency response and crisis management requires regular training to do it well. Conduct tabletop exercises and drills regularly. They need not be expensive endeavors, but can be affordable trainings that help build skills and confidence to respond quickly and transparently when the time comes.

Taking off from Scott's comment - Be present. Have a point person that is talking to all agencies involved in the emergency - and who can reach the heads of those agencies immediately - who is available (or has a close 2nd available) 24/7 until the emergency is over.