What can you do today to prepare as much as possible?

• Write down a list of the worst-case scenarios eg. Reduced staff numbers, office closure, trying to think about all the different situations that could arise and map out how this could impact your organisation.
• Identify those individuals, groups or organisations that will need to be kept informed of the situation and with whom, 2-way communication will be key.

(Download our free Stakeholder Mapping Tool)

• Make sure you have an up-to-date list of their contact information such as email addresses or telephone numbers.
• Think about what is important to them and how they could be impacted by the different scenarios or actions and how you can best prepare for and maintain minimal disruption. Eg. If your production line were to slow down or stop, or if your staff becomes sick or need to work remotely – how would this impact your customers?
• Look at the different channels for communication and decide which would be the most appropriate for each contact. Remember individuals are all different and react in different ways so make sure you take that into account when choosing the right channel. Do you need to just update them and provide them with key information or would a telephone call or Zoom call be more appropriate so that you can discuss the situation together and be able to listen to their concerns or needs and reassure them?
• Start to communicate with each one as soon as possible, inform them of the potential risks and how they could be affected. Listen to their concerns and requirements and ensure that you have done everything you can at this time and let them know that you will update them regularly and when necessary.
• Reassuring them that you have a plan and that you will be doing everything possible to minimise the impact of the situation.
• Create a simple and flexible plan that identifies the different steps that you need to take to ensure that you communicate clearly and timely with the relevant individuals and groups.
• Ensure that you plan regular reviews and updates, continuously monitoring the situation.

Your team or staff.

• Communicate, communicate, communicate – informing, sharing, listening and then feeding back continually. (not just top down – listen to what people are saying, their needs, the noise off the street so that you can react accordingly and manage the situation).
• Depending on the size of your business, find the most appropriate way to communicate with all of your staff and let them know that you are aware of what is happening and you are taking the appropriate steps to minimise the risk to them and the business.
• Inform them of any key actions or possible scenarios that may occur and how they can help to ensure that things run as smoothly as possible. Eg. What will happen if there is a need for self-isolating or sick leave, remote working or a drop in business due to a lack of supplies. Ask them for their input, thoughts or concerns.
• Explain to them that you are monitoring the situation on an ongoing basis and will adjust your actions accordingly.
• Inform them and ask them to follow the guidance and what they need to do if they feel unwell or become infected. Provide them with as much information as possible – see guidance here from the UK government.
• Communicate the next steps that you have outlined in your plan should you be faced with any of the situations or scenarios listed above.
• Define and share the channels chosen for communication between you and them such as: face to face, telephone, email, Whatsapp or other so that they know what to keep an eye on and how to get in touch with you or another member of your team.
• Visit our website https://lrcomms.co.uk/resources/ for more information and tools.