Crises and disasters can come in many different forms: industrial accidents, dangerous product flaws, labor problems or natural disasters, to name just a few. And one of the things that makes them so difficult is that they are, by their very nature, completely unpredictable. Out of the blue.

But advance planning, preparation, and maintaining key communications contacts up to date can be an important ingredient in preparing for these unwanted occurrences . . . and handling them when they occur.

• Public Relations Policy and Procedure Overview — A clear statement of mandate, values, program and leadership
• Detailed Crisis Communications Plan — Key people, roles, decision-making authority, action steps, potential crisis scenarios
• Fact Sheet - "Big Picture" information — Clear, accessible information about the organization (preferably already on public Web site)
• Fact Sheets - "Window" information — Clear, accessible information about major programs, initiatives, business units, primary facilities, etc. (preferably already on the Web . . .)
• Background files on potential crisis situations — Background information, internal use only, related to each potential crisis scenario identified in the Crisis Communications Plan
• Key person list — An indexed, portable list of board members, senior management, senior managers at each major location, health/safety and environmental officers, etc., including work, home and cell phone numbers and email addresses; with one-page bios and job summaries
• Designated spokesperson(s) — Default assignments established prior to a crisis. Arrange for all to have some public speaking training.
• Designated media contact and coordination — Should be well established with media relations staff -- both in-house with outside PR agency -- and primary media contacts. Familiarity and trust are huge assets in the midst of a crisis.
• Media contact database/list — A concise list of the most likely media contacts in the event of a crisis -- major media, industry and trade media, local media (for each major location), etc. Database or list should be accessible to all those with media contact and coordination roles
• Media contact log — If/when Crisis Communications Plan is activated, all media contacts should be logged and tracked to provide a comprehensive view of all media that are following the story and what specific information, interviews, etc., have been provided to each media contact

We can help you find ways to develop a crisis communications plan. Godfrey has experience in developing these plans, and implementing them in an emergency.