The Imperative of Including Crisis Communication in Business Continuity Plan

Business continuity planning (BCP) is no longer just a supplementary measure but a critical component of any organization looking to thrive in today's volatile business landscape. A comprehensive BCP should include a strategic crisis communications plan. This is not merely a matter of protocol, but a necessity for safeguarding your business, employees, and reputation. In this article, we will delve into why crisis communication is an essential part of an effective business continuity plan.

Why Crisis Communication is Essential in a Business Continuity Plan

In today's interconnected world, open and clear communication channels during crises can mean the difference between survival and failure. Key factors that justify including a crisis communications plan include:

Employee and Client Engagement: During tough times, it is through open communication channels that businesses can engage their employees and clients. Clear and consistent messaging builds trust and ensures that everyone remains informed and aligned. Injury Prevention and Safety: A duty of care towards workers means keeping them safe. A well-planned crisis communication strategy can help prevent further injuries or fatalities during and after a crisis. Media Relations and Public Perception: In a crisis, media relations can significantly impact public perception and your business's reputation. A clear communication plan can help manage these impacts effectively. Stakeholder Management: Disasters often involve a wide range of stakeholders, including suppliers, customers, and external agencies. Effective communication ensures all parties are kept informed and that necessary actions are taken.

Details a Business Continuity Plan Should Include

A well-rounded business continuity plan should include several key components beyond just crisis communication:

Alternate Seating Arrangements: Flexible workspace solutions can ensure business continuity even during emergencies. Cybersecurity Measures: Ensuring data and operations remain secure during remote functioning is crucial. Contingency Plans: Having backup systems to keep processes running can prevent downtime and maintain productivity. Employee Safety: Prioritizing the safety of employees should be at the forefront of any BCP. Improving the Current Situation: Quick and decisive action is essential to mitigate the impact of a crisis. Decision-Making Authority: Assigning a single person with the power to make critical decisions during a crisis can streamline responses. Data Backup: Leveraging data backup can help restore operations quickly, minimizing disruption.

Developing a Crisis Communication Plan

Developing a crisis communication plan is a proactive step that can significantly reduce the negative impact of a crisis. Here are some best practices:

Identify Key Messages: Determine what messages are critical to communicate during the crisis. Select Appropriate Channels: Choose the most effective communication channels (e.g., email, social media) for reaching different stakeholders. Designate Spokespersons: Identify spokespersons to ensure consistent and accurate messaging. Create Social Media Guidelines: Establish guidelines for posting and responding to customer inquiries on social media. Pre-approved Social Media Posts: Prepare and approve social media posts in advance to ensure prompt and informed responses. Inform External Agencies: Establish protocols for communicating with external agencies, including regulatory bodies and suppliers. Train Staff: Ensure all employees are familiar with the crisis communication plan and know their roles in times of crisis.

The Role of Standards and Guidelines

Several standards and guidelines can help organizations develop effective crisis communication plans:

ISO 22301: This international standard provides a framework for business resilience and crisis management. BCI Good Practice Guidelines: These guidelines offer practical advice on developing and implementing a crisis communication plan. BS11200: This British standard specifically deals with crisis management and can provide valuable insights.

Conclusion

In conclusion, a well-integrated crisis communication strategy within a business continuity plan is not just a best practice, but a legal and ethical obligation. By prioritizing clear and effective communication during crises, businesses can mitigate risks, protect their employees, and maintain their reputation. Implementing these strategies today can ensure that your organization is better prepared for whatever challenges may arise.

Recommended Readings and Resources

International Organization for Standardization (ISO) - ISO 22301 British Computer Society (BCS) - BCI Good Practice Guidelines British Standards Institution (BSI) - BS11200