In the midst of a crisis, how do you maintain clear communication with volunteers in emergency situations?

I believe that just as responsibilities are outlined in the emergency management procedure, volunteer roles should be equally well-defined. Practicing these roles regularly, even outside of emergencies, is key to setting clear expectations and communication. - Establishing a chain of command (Incident Controller) during a crisis for unforeseen situations is crucial to ensure smooth coordination. - It's important to listen to volunteers and address their concerns, no matter how small, to maintain clarity and confidence in the team. Finally, as they say, 'the more you sweat in peace, the less you bleed in war.' Practicing simulation exercises for different scenarios can help clarify confusion and prepare everyone for the unexpected."

Arm your volunteers with accessible resources on things like acronyms, chains of command, glossary of terms etc. Create an environment where they feel safe to ask questions and ask for help, by immediately calling out the intimidating environment they find themselves in. Perhaps share a quick story on a time where you felt over your head, so they know you're human and haven't always been an experienced operator. Let them know mission success is based on their success, and they're a valued and critical part of the team.

Sur ce point, la posture managériale répond aux obligations suivantes?: Définir?la mission?de chacun avec précision Clarifier les relations interpersonnelles?entre les différents intervenants, d’autant plus en présence de salariés. S’adapter aux motivations?des bénévoles pour fédérer l’équipe Respecter l’emploi du temps et la disponibilité?des bénévoles et des professionnels Fixer les objectifs qualitatifs et quantitatifs?selon les aspirations de l’équipe ? Dans ce cadre, la base du management est certes de diriger l’équipe mais surtout de?prendre les décisions stratégiques?nécessaires à la réalisation des objectifs fixés, en l’occurrence, la mission de l’association.

Communication protocols has to be set in place before a crisis. Too often there is confusion as far as what is said, who should say it and when it should be said.

Maintaining clear communication with volunteers during emergencies requires structured coordination and proactive strategies. Establish a clear command structure with designated leaders to streamline messaging. Use multiple communication channels like group texts, apps, and social media for real-time updates. Provide concise, actionable instructions and ensure information is consistent across all platforms. Schedule regular briefings and Q&A sessions to address concerns and adapt plans. Maintain a calm, supportive tone to keep volunteers focused and motivated. Effective communication tools and clear guidance are vital for coordinated efforts in chaotic situations. Appreciate your volunteers! They're there to help.

Technological communications are great as long as they work. It should always come down to paper and pencil my mentor informed me. And he is absolutely correct. It has been my experience in deployments that cell and electrical failures are expected. To combat that you establish Standard Operating Guidelines (SOG's) that explain in advance how communications will happen. ICS 205 Comms Form is what we use. Today there are many apps, email and group texting that can be used that are excellent even for everyday use. It has been my experience to always have a HAM operator with you during a crisis. HAM is inexpensive and can be deployed out of a small box and communicate effectively in any environment. We installed them in the local shelters.

Face to face communication is by far the best way to communicate. Using 10 codes or other abbreviations should be eliminated. If radios are used it should be " Hey you it's me format" in other words Dispatch from Command. This method ensures acknowledgment of the message. Having a standard way of communicating avoids any issues.

Always Encourage Feedback. - Open Channels for Questions: Allow volunteers to ask questions or express concerns. - Surveys or Polls: Use quick surveys to gauge understanding and gather feedback on communication effectiveness.

Redundancy is key to maintaining feedback loops (FL). You should 'block' FL when you drill with different groups to encourage adaptability.

It's been my experience to always expect communication failures. It is by far the number one issue during events or crisis. Have a Standard Operating Guideline (SOG) and a communication plan (ICS form 205) for each event or crisis. Always have a Plan B or contingency plan. Once the event or crisis starts there should be a mandatory physical check back period predetermined. All of these situations should be discussed during the initial operational briefing you have with your volunteers and paper plans should be handed out.

In my experience Acknowledging the Contributions and giving Recognition will make the process more effectively. Regularly acknowledge and appreciate volunteers' efforts to maintain morale and engagement.

One area of conflict I have encountered when working with different groups is sharing information in a timely fashion: if you do not share information it will not be shared with you.