Have relevant information in the plan for contacting outside supportsuch as the public relations agency with whom you work, media monitoring services andgovernmental agencies if appropriate. This prevents the Administrative Coordinator fromwasting time during a crisis looking for the information.
Tip: Reinforcements don't have to come from outside. Have contact information for members of your organization who have completed media training and who could act as spokespeople or perform other communications team roles. That contact information should be in, you guessed it, the crisis communications plan.
Make travel arrangements.
Making travel reservations these days can be a real hassle.Whether you use a travel agency or do it yourself, make sure the relevant contactinformation is included in the plan.
Tip: In this age of heightened travel security the crisis communications plan should include the precise name and other information of all team members needed to facilitateobtaining travel documents.
Napoleon observed, "An army travels on its stomach." The same can be saidfor a crisis communications team. Arrange catering for the team when appropriate and, please, go easy on the junk food.
Tip: Avoid placing food and beverages near where the crisis team, especially your spokespeople, are working. People tend to congregate and gab around food which could cause a distraction. That area must remain quiet.
If it looks like response efforts will continue beyond normal businesshours arrange accommodations for team members. With the Team Leader, determinestaffing requirements for extended operations.
Tip: Crisis response is high-pressure work. If possible, shifts should last no longer than six hours, four during the initial response phase.
Information Technology (IT).
Whether your IT support is from internal or external providers, the crisis communications plan must include specific contact information inthe plan for Information Technology support.
Tip: Crisis exercises and drills are the perfect time for the Administrative Coordinator toreview the plan and ensure critical IT contact information is included and current.
During a crisis your organization's website can provide stakeholderswith timely information about the situation. Posting information can be tricky in the bestof times and a source of frustration during a crisis. Make certain your plan contains up-to-date contact information for the providers of this critical service.