Crisis Communication - Establishing an Organizations Plan - Essay Example

Introduction Establishing an organization’s plan is a very hard task, what more if it is about a crisis communication plan. It entails careful, selective and series of preparation, conceptualization and strategic execution. Achieving the plan is equally challenging. This will require continuous planning, sometimes reformatting, and of course exertion and implementation of the plans to live up with the vision and mission statement of the organization. This is the very reason why the organizational structure – in terms of vision, mission, code of conducts, form of leadership and the likes – should always be transparent with every member of the organization. These are the very backbone of the organization and without it, without out the people happily and faithfully following what is stated in this visions and missions statement, the organization will surely have a brighter future ahead. In lieu of this, detailed background information of the plan should b properly laid down so that every member of the organization can easily identify themselves with the plan. More so, having this information in ‘black and white’ will help in soliciting further assistance to and from the government and private sectors. Description of the Crisis Communication Plan The plan is strategically titled as “CCP ” or Crisis Communication Plan. The name itself implies the commitment of the organization to the safety, security and to the entire humanity. This crisis communication plan will be focused in educating the people or workers, particularly those that are directly connected to the organization. With globalization continuously rising, along with the fast-paced life that everybody in a workplace environment must be adapting with, it cannot be left unnoticed that there are some aspects of health, safety and security are being neglected. People, especially in workplace areas suffer from different kinds of diseases and/or accidents because of unmanaged health and improper crisis handling techniques. Needless to say, adults – men and women- suffer from varied medical related problems because of unsafe place they are working into. Because of this scenario, ‘CCP ’ plan will play a very important role to which every member of the organization will find it necessary to be informed about the risks they are facing when health and sanitation is not maintained and if there is no crisis communication plan being imposed. Financial Aspects As for funding, this crisis communication plan distributes solicitation letters from different government and private companies. The letter contains the mission and vision and values statement of the plan. It is highlighted in the letter that whoever will be contributing for the plan will be recognized thru the flyers and informational materials that will be distributed during the conduct of training to each and member of every department. The letter also includes details of where and how they can donate or provide assistance for the crisis communication plan. A monthly or even quarterly contribution of specified amount will help greatly in running and maintaining of the plan. Mission Statement Educating the workers about safety, health and sanitation and providing them better access to information services is the overall mission statement of the crisis communication plan. The crisis communication plan is committed to educating the workers through series of forums and information dissemination about the importance of safety, health and sanitation, having a definite plan of action when crisis occurs and its relation to maintaining a healthy and balance lifestyle. This mission statement is ethical in nature because it does not bypass any governing body. More so, it is very clear that the plans is coordinating with the organization and other offices and agencies so that more and wider audiences will be reached. With this simple yet direct mission statement any organization that will be targeted to be one of the recipients of the organization’s crisis communication plan services will never be confused as to what the plan can do. Everything is laid down from the mission statement alone. Values Statement 1. The crisis communication plan adheres to educating the concerned people in workplace areas about safety, health and sanitation 2. The organization maintains legal standards in terms of financial management and supply handling when coordinating with the supporting government and private agencies and/or individuals 3. The organization seeks to provide its target audience with the needed information about safety, health and sanitation correlating it with the need to be kept from diseases, emergencies and or accidents 4. The organization maintains high standards of information dissemination while seeing to it that the resources are balanced and well maintained 5. The organization aspires to target a wider scope and broader perspective by going into various areas or departments, doing more researches and interacting with varied groups of people 6. The organization welcomes more volunteers and support groups that will be willing to share their knowledge and expertise regarding safety, health and sanitation With the above quoted values statements, it can be perceived that the crisis communication plan is a small yet action driven form of the organization. What it does is to simply educate and disseminate information to the people from within the organization. The topic is also simple as it is just about safety, health and sanitation. But the aftermath of such action is very profound and immeasurable. With safe, healthy and clean area comes lesser number of emergencies, accidents and or spread of diseases. With people who are kept informed about safety, health and sanitation enhances action thereby resulting to safe and protected organization. Thus, it can be inferred that the above values statement will trigger action from the members of the organization and the members of the support group. It will also activate action and positive response from the intended audience. The statement of values are directly related to the overall mission statement of the organization. The mission statement is actually the core basis why the values statements are established. More so, the values statement, if planned and done accordingly, will sum up to the attainment of the overall mission of the organization, thereby also maintaining the vision of the organization. Code of Ethics Below are the codes of ethics that every member of the planning committee for crisis communication plan should adhere to: 1. Respect for self It is necessary for every member to have high regard of themselves because they will be facing and educating the people. They need to exude confidence and show that they are credible and reliable enough to handle various situations when interacting and educating the people from different areas. 2. Respect for the organization The organization must be respected. This is what keeps the member. The organization itself binds the commitment and loyalty of the members that it just necessary for every member to respect the organization – along with its vision and mission. 3. Respect for the clientele The clientele are the very people with whom the organization wishes to serve. Wherever these clienteles may be and whatever their socio-economic status may be, they need and deserve to be respected, in all sense of the word. 4. Respect for the people who support the organization The people who support the organization – thru moral, service and financial supports – significantly help in continuous running and/or performance of the organization. Needless to say, these supporters should be respected and treated with high regards. 5. Trustworthiness is a key inviting more people to join the organization and the same ethic is the very key to soliciting more help form various support groups. If the organization and its members can be trusted in implementing the crisis communication programs planned by the organization, more people will surely be motivated to join and share efforts and time in servicing the clientele. If the members of CCP can be entrusted with finances from the support groups (from the government and private sectors), then it will be easier for the organization to solicit more help in the future. 6. Honesty and Openness Honesty is always parallel with being trustworthy. Every member of CCP is expected to be honest with reports concerning the organization. Every issues, problems, concerns, and good performance will be communicated and discussed as a group. 7. Commitment There are huge and challenging tasks that every member may face once they are sent to different locations and meet culturally-diverse people. These areas or people needed change in the way they live their life. They need to be updated with information concerning their safety, health and sanitation. Hence, any member who will be tasked to educate the people should be committed to changing the behavior of these people, regardless of how resistant they can be. More so, every members of the organization must be committed to help the people and uphold the vision and missions of the organization. 8. Prudence Since CCP is a non-government civic organization, whose support from the people outside the organization is essential, there are times that these supporters would ask to keep their identity, and the organization (along with each and every member) must adhere to that. 9. Personal and organizational responsibility As the vision and mission statement of CCP is clearly stated, anybody who would aspire to become a member must have the innate desire to serve the people. He/she will then consider it as his/her own personal responsibility, as it is the organizational responsibility to uphold the vision and the mission of the organization. 10. Professionalism Everyone is expected to act professionally in adhering with all of the above stated code of ethics of the organization. Training Requirements CCP will be the first line of response in accidents, emergencies and/or other life-threatening situations within the workplace. People involve in this plan will give the first medical attention even before the patients get to the hospital. This is the very reason why anybody who aspires to become a member that will initiate CCP needs to be advised and mentored effectively. The training of the crisis communication plan facilitators will ideally take several weeks, which will compose of theoretical, practical and a combination of both types of training. The suggested framework of the training is as follows: Week 1 Training topic Details Evaluation Day 1 Introduction of CCP as a core task and a job On this session, the topic of study is all about commitment to becoming a respondent as part of crisis communication plan - its definition and list of responsibilities will be part of it At the end of the session, the trainer will ask the students about their perception on the responsibilities of a CCP facilitator. Day 2,3,4 and 5 Knowledge and Skills of on crisis communication On this session, the topic of study is about various terminologies, equipments and paraphernalia used by in crisis communication At the end of the session, the trainer will try to show again some of the equipments and ask them how it will be used, or ask them about the terminologies and its definition. This stage is one of the most important stages in the whole duration of the training for this will provide the general overview of the tasks for crisis communication. Responses, reactions and/or questions of the trainees will also provide a glimpse on how they perceive the task. It must be noted that discussing the listed topics during the very first week of the training session is a must. This is because what will be discussed here will be the basis for the succeeding training sessions. Week 2 Training topic Details Evaluation Day 1 - 5 Areas where Crisis Communication Plan is critical On this session, the topic of study is the agencies and organizations where CCP commonly work with, namely the fire departments, rescue squads, private providers, industrial companies, clinics, and hospitals. Parts of the topics that will be included in the training are specific cases where CCP will be needed in relation to the organization. Sample cases and/or testimonials of the CCP facilitators who have had working experience with the said agencies will be shown/given to the trainees. At the end of every day's session (after discussing each of the agency or organization), the trainer will ask the students about their perception jobs and works of the paramedics working for an specific group or organization. On week two, a combination of theoretical and practical style of teaching will be used. It will take a whole week to discuss the various agencies that CCP will definitely be necessary because each area will require specific skills for the crisis communication, in the same manner that each CCP facilitators responds accordingly to the various requirements of each agency or organization. Audio visual or video presentation of the testimonies of various CCP facilitators who are working on different agencies will be shown. This is to enhance the interest of the trainees while teaching them. Week 3,4, 5 & 6 Training topic Details Evaluation Everyday Various responses to emergencies before a patient reaches a hospital, rendering basic and advanced medical treatment before and during transport to a medical facility This topic will consume several weeks of the whole training for this will entail showing and discussing various cases that crisis communication responders usually meet and reacts to. This session will showcase the various cases such as head injuries in a car accident, body fall from an earthquake or typhoon, among others. Each case will require specific kind of response from the CCP facilitators. During every session (after the discussion), the trainees will be asked to show the kind of treatment or first aid response that they will do for each and every case. This session will be a combination or theoretical and practical type of teaching. This is because demonstration on the type of first aid assistance and treatment will be shown by using a dummy as patient. The mentor or the trainer will show first how to do it, and then the students will be tasked to demonstrate the treatment by themselves. There are hundreds of possible cases that a CCP facilitator will be met along the way, hence, the duration for this particular topic. Evaluation on the level of understanding of the students will be done after each of the case has been discussed. From time to time also, there will be some observers who will come to help the trainer in teaching the students. This is to train the students on how to work with others. Also, some cases cannot be handled/taught by one trainer alone, hence the observer cum assistant. Week 5-11 Training topic Details Evaluation On a weekly session In-training During these sessions, the students will be grouped. Each group will be asked to be trained by some Paramedic working in various organizations or agencies. Some will be sent to the fire departments, other will be to the rescue squads, private providers, industrial companies, clinics, and hospitals. Every after the fifth day of every week, the trainees will meet in the classroom and will discuss the various cases they have handled and the kind of response they gave to the patients or people involved in the said case. This will be entire a practical type of teaching that will be facilitated by various paramedics working on different areas. The objective of this particular sessions is to let the trainees experience the real life in the ‘field’. They will get to join the paramedics in the van, respond to various cases and see for themselves the types of injuries, accidents among others that paramedics usually attend to. They will also be able to practice what they have learned inside the classroom while still being trained by the practicing paramedics who are with them. There will be a rotation of group wherein the first group who went with the fire departments will work in the rescue squads on the following week, and then on the industrial companies and so on and so forth. Week 12 Training topic Details Evaluation Day 1-5 Evaluation During this last week, the trainees will be asked to present what they have learned from the whole training session. Evaluation will be done by the trainer, and other observers who had worked with the trainees at some point of the whole session. The objective of the last week’s session is to evaluate the trainees on what they have actually learned from the duration of the whole training. They will be asked do some presentation about a particular case which for them was the most significant. The presentation will show the case, why it is significant for them and what they have learned from it. Oversight CCP ’s overall performance will be measured quarterly in terms of every output recorded. By output would mean the number of trainings, and educational forums that have been conducted by the members of the CCP. Annually, the CCP will be setting specific numbers and areas or departments that will be targeted as part of the information dissemination regarding safety, health and sanitation. More so, the target cost consumption will be set. Both of these will be compared to total number of forums and trainings conducted along with the costs incurred. Needless to say, the success and efficacy of the plan will be achieved if the number of forums conducted has met or exceeded the target while consuming a minimal amount. Reports and necessary records should be distributed for the people and groups/organizations who have been contributing greatly for the endeavor. Conclusion Indeed, with careful and effective planning comes efficient and affective implementation. If everything is laid down, in ‘black and white’, from the very beginning, there will be no way that an organization’s endeavor, such as this CCP (crisis communication plan) will start at the wrong end. Lastly, with committed leaders and equally committed members, the organization will surely run smoothly and aligned with the values, vision and missions that the organization wishes to uphold. References: Anthony, John H. 1989 "Therapeutic Leadership." Leadership Abstracts, Vol. 2, No. 13, August. Association Management. 2002. “Mastering Mission and Vision Statements”. American Society of Association Executives Keough, Jack. 2003. “Improving your vision (business vision, mission statement).” Reed Business Information Manage. 1990. “NMA vision-mission program.” National Management Association. Robson, Allan. 2005. Code of Ethics & Code of Conduct. Vice-Chancellor, University of Western Australia. Read More