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You have dedicated significant effort to developing your crisis plan. However, the ultimate measure of its effectiveness lies in the actions your crisis organization takes when an actual crisis occurs. How can you prevent your crisis plan from becoming dormant? How do you ensure your crisis organization effectively utilizes the crisis plan during a crisis? This article offers guidance on transforming your crisis plan from a document into actionable strategies.
It naturally begins with fostering awareness; do the members of your crisis organization know that a crisis plan exists? Inform them about the crisis plan's existence and its contents. Furthermore, explain the rationale behind the organization having a crisis plan, thereby clarifying its importance to all personnel.
It is even more advantageous to involve the members of your crisis organization during the development of the crisis plan. For instance, solicit their input on what they would like to see included in the plan. Request their feedback on draft versions. This approach fosters a sense of ownership among them, ensuring it does not become merely 'your document'.
An effective crisis plan must be action-oriented to prove its utility during a crisis. Consider dividing your crisis plan into a policy component and an action-oriented component. The action-oriented section should include elements such as task cards, flowcharts, and pre-defined actions. This structure transforms the crisis plan from a mere policy document into a practical guide for response during an emergency.
Ensure the crisis plan is consistently available and up-to-date. Maintaining the currency of paper-based plans is challenging, making digital management the preferred approach. Furthermore, implement a robust backup solution to ensure accessibility even in the event of an ICT system failure.
It is crucial that all members of the crisis organization are aware of where to locate the plan and how to access relevant documents. To avoid extensive searching within a comprehensive crisis plan, it is advisable to segment the plan into discrete documents. For instance, task cards can be stored as separate files. Utilizing appropriate crisis management software ensures that the correct crisis documents are readily available to individuals based on their specific crisis roles, thereby eliminating the need to sift through a general document list.
Consistently integrate the crisis plan into OTO activities (education, training, and exercises). This approach ensures that all personnel learn how the crisis plan can effectively support crisis management.
During crisis training sessions, it is always advisable to reference relevant topics outlined in the crisis plan. Before a crisis team exercise, you can review the most pertinent sections of the plan and clarify any ambiguities. Alternatively, an OTO activity can be organized where a select group systematically reviews the plan in detail, guided by a specific crisis scenario.
The most effective method for integrating the crisis plan into your crisis training involves establishing clear learning objectives. These objectives ensure a precise understanding of the key takeaways expected from each participant in the training or exercise.
Do you wish to initiate the development of your crisis plan with a strong start? Click this link to download our Free Crisis Plan Template.
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