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How can you use video conferencing for crisis communication during an emergency?

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Video conferencing is a powerful tool for crisis communication during an emergency. It can help you connect with your team, stakeholders, and the public in real time, share information and updates, and collaborate on solutions. However, using video conferencing effectively requires some planning and preparation. In this article, you will learn how to use video conferencing for crisis communication during an emergency, and what are some best practices and tips to follow.

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Raman Madan

Principal Consultant Crisis Management & Practice Lead Aon International Crisis Management | Non-Executive, Advisory &…
Reuben Weeks, CPP

Security & Investigations Professional | Board Certified in Security Management | Trusted Advisor & Crisis Manager |…
Sushant Lotlikar

Siemens Energy EHS Lead | Zero Harm Champion, Compliance Guardian

1 Choose the right platform

The first step is to choose a video conferencing platform that suits your needs and capabilities. There are many options available, such as Zoom, Skype, Google Meet, or Microsoft Teams. You should consider factors such as the number of participants, the security and reliability of the platform, the features and functions you need, and the compatibility with your devices and networks. You should also test the platform before the emergency, and have a backup plan in case of technical issues.

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Raman Madan

Principal Consultant Crisis Management & Practice Lead Aon International Crisis Management | Non-Executive, Advisory & Supervisory Board Member
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If you ask me, and speaking from experience, videoconferencing is a no-no during an emergency, crisis or disaster. There are a number of reasons why not to use it in the field i.e., it's inconvenience, background noise/visuals, the discipline required and the availability of bandwidth/telecom, just to name a few. On the other hand, if it is possible it does give those who are sitting at a distance trying to make heads or tails from the fragmented info they are receiving, a better understanding why this is the case. Of course video conferencing as a means to discuss scenario's etc at a tactical or more over strategical level between distant partners / stakeholders is very useful as it reveals the non-verbal which is equally important.

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Sushant Lotlikar

Siemens Energy EHS Lead | Zero Harm Champion, Compliance Guardian
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Video conferencing is a valuable tool for crisis communication. It allows for real-time updates, face-to-face interaction, and sharing critical information. Ensure a reliable platform, pre-established contact lists, and clear protocols. Use visuals like maps or charts for clarity. Regular training and drills for using video conferencing in emergencies enhance preparedness, ensuring effective communication during critical situations.

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Dr. Dante N.

Occupational Health Manager / Occupational Health and Safety Trainor Lecturer / Diving Medicine Practitioner & HSE Professional
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During the CVD Pandemic, we had to resort to videoconferencing in our management in containing the spread of the virus. Dire straits require all resources available. So, we had an "All hands on deck" type of strategy and it did work out fine, I should say.

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2 Prepare your message and materials

The second step is to prepare your message and materials for the video conference. You should have a clear and concise message that addresses the situation, the actions you are taking, and the expectations you have. You should also have relevant and accurate materials, such as slides, charts, maps, or videos, that support your message and provide visual aids. You should practice your message and materials beforehand, and check for any errors or inconsistencies.

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Luc ROMBOUT

- Crisis Management (somewhat) Expert - PhD Researcher - Disaster Relief & Crisis Mgnt practitioner through Humanitarian Orgs
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The question is short, thus elementary in nuance, thus quite tricky to reply to with a mere yes or no. But in general: of course. VTC can for example allow the remote participation of crisis team members or experts who cannot join. In addition there is the element of visualisation of communication (not only maps), but also the human. It is different receiving a request for a city EVAC via mail vs in an dialogue with an on-scene commander where body language is important to reflect intention, where you can ask questions etc. The yes-or-no element also comes from possible downsides: VTC can certainly improve SA (sit.aw.) but it does not guarantee COP and can even introduce some cognitive biases.

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3 Set up your environment and equipment

The third step is to set up your environment and equipment for the video conference. You should choose a quiet and well-lit location that minimizes distractions and background noise. You should also check your equipment, such as your camera, microphone, speakers, and internet connection, and make sure they are working properly. You should also adjust your camera angle and position, so that you can be seen and heard clearly by the audience.

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Reuben Weeks, CPP

Security & Investigations Professional | Board Certified in Security Management | Trusted Advisor & Crisis Manager | 15+ years driving operational excellence in large-scale organizations with 600+ employees
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From a security management perspective, having a designated site or office space written into your response plan, with all technical requirements in place, will drastically help in quickly setting up a crisis action team center. In my experience, testing the equipment annually, coupled with an emergency management response exercise aides the organization to identify shortfalls, correct errors, adding needed capabilities, and fostering greater interoperability.

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Luc ROMBOUT

- Crisis Management (somewhat) Expert - PhD Researcher - Disaster Relief & Crisis Mgnt practitioner through Humanitarian Orgs
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The HROs I've consulted check their "room" weekly, and even have hick-ups then. Checking infra 'annually' is a way insufficient, consider just the number of Windows-updates you would have to do if you only switch on the Crisis Centre ICT annually... you wouldn't be able to do any communicating in the first hour or two.

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4 Engage your audience and monitor feedback

The fourth step is to engage your audience and monitor feedback during the video conference. You should start by introducing yourself and the purpose of the conference, and acknowledge the participants and their roles. You should also use interactive features, such as polls, chats, or questions, to encourage participation and feedback. You should also pay attention to the non-verbal cues, such as facial expressions, gestures, or tone of voice, of the participants, and adjust your message and delivery accordingly.

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5 Follow up and evaluate

The fifth step is to follow up and evaluate after the video conference. You should send a summary of the key points and action items to the participants, and ask for their feedback and suggestions. You should also review the recording of the video conference, if available, and identify the strengths and weaknesses of your communication. You should also document the lessons learned and best practices for future reference.

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6 Improve and update

The sixth step is to improve and update your video conferencing skills and strategies for crisis communication. You should keep yourself informed of the latest developments and trends in video conferencing technology, and explore new features and functions that can enhance your communication. You should also update your message and materials regularly, based on the changing situation and needs of your audience. You should also seek opportunities to learn from other experts and peers in the field of emergency management.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you use video conferencing for crisis communication during an emergency?

1

2

3

4

5

6

7

1 Choose the right platform

2 Prepare your message and materials

3 Set up your environment and equipment

4 Engage your audience and monitor feedback

5 Follow up and evaluate

6 Improve and update

7 Here’s what else to consider

Emergency Management

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How can you use video conferencing for crisis communication during an emergency?

1

2

3

4

5

6

7

1 Choose the right platform

2 Prepare your message and materials

3 Set up your environment and equipment

4 Engage your audience and monitor feedback

5 Follow up and evaluate

6 Improve and update

7 Here’s what else to consider

Emergency Management

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