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Pre-planning Communications for Hurricane Season

2 minute read - Posted by Daniel Wagstaff on Feb 26, 2014 9:24:20 AM

June 1 is approaching quickly. Not only does mean we’ve reached the middle of the year, but it marks the official start of Hurricane Season. Many people living on the coast spend at least some of their springtime preparations making sure they are prepared for these potentially damaging storms.

Hurricanes not only cause acute damage to mankind and property, if impacts everyday life and business operations. Prevention is always better than cure and the same holds true for natural disasters such as hurricanes. It always helps to be prepared in advance and take measures to ensure your business’ disaster management plan is in place in the event of a calamity.

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  • A requisite for disaster planning is to count all the risks and take steps to avert each of those. When a disaster is forecasted or strikes, these steps can be immediately implemented.
  • The first and foremost step is to gather relevant information regarding the area under consideration. The details should include the area’s vulnerability to storms and floods.
  • Emergency communication back-up personnel should be in place. Also contractors and volunteers who may be required to work in the hurricane afflicted zone should be identified.
  • Contact numbers of staff, family members, building residents, key personnel, etc. should be identified, collected and backed up in a database with multiple people having access to the information. An effective emergency notification system should also be set in place so as to contact people affected immediately.
  • It is advisable to have contact numbers of local emergency and fire department, radio stations as well as agencies like the Red Cross, so they can be contacted as required.
  • Your emergency response communications team should be prepared in advance and duties should be assigned to the members. These duties can range from monitoring the National Weather Service forecasts, checking in with property managers, and distributing proactive emergency instructions to employees.
  • During and after a calamity like a hurricane, there is a possibility that various essential facilities are damaged. You should be prepared to communication to employees on a per location basis as well as overall company messages.

The critical role of an crisis communication system in facilitating communication during a crisis can never be underestimated. An emergency notification system can be easily set up to ensure messages are broadcasted to affected individuals in a way they are likely to receive it. Emergency notification system can also be used to inform authorities and contractors about what you are experiencing and to seek immediate help. Sending text messages and information through social networks are services that can be used during a crisis. Communications should not be limited to one form.

Notification systems, such as RedFlag, can send important information by voice, text, and email as well as posting to social media sites. By including multiple communications format you help ensure the greatest number of people possible receives your information quickly.

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