It can happen to any company, you get into a situation over your head and need to react fast to fix a problem. Most of the time, we can detect potential issues and work to nip them in the bud before they explode, but what about the issues that we can’t plan for? A crisis communication plan is an important PR strategy to diffuse negative situations by showing a proactive attempt to alleviate a problem.

Why is it Important to React Quickly and Launch Your Crisis Communication Plan?

As crisis communication expert Gerald Baron says, “If you’re not quick, you’re not relevant” and he couldn’t be more right. Time is of essence when dealing with company crisis. For example, Sea World managed to promptly address the tragic incident where one of the park’s 12,000 lb. killer whales drowned a seasoned trainer.

What Worked?

Sea World did an excellent job of implementing a quick and effective crisis communication plan by releasing a company statement of what happened (although they changed the trainer’s cause of death later). In addition to the all-important statement, Sea World hit the social media platform running and addressed the situation on their blog and via Twitter. Sea World even suspended the @Shamu Twitter handle because of its controversial voice.

You Can Run, But You Can’t Hide!

Sea World did a great job of utilizing their President, Jim Atchison to address and ensure viewers and media that Sea World would not take the situation lightly, and would be conducting further investigation into the incident.

We’ve all seen it happen, (ahem… Tiger Woods). People and companies make poor PR moves to avoid a negative situation all together. Instead of taking responsibility, they hide to avoid public scrutiny, hoping the action will eventually be forgotten. Conversely, Sea World addressed the killer whale incident head on. In the grand scheme of things, Sea World’s responsive, hands-on approach saved their brand from a lifetime of negative publicity.

5 Steps to Crisis Communication

1. Create a crisis team:  It is critical that this team consists of the most senior-level executives, public relations professionals, corporate communication and marketing departments, etc. Furthermore, a crisis is NOT the time, I repeat NOT the time to receive media training. Anyone on this team must be previously trained in dealing with the media and ready to address the hardest-hitting questions publicly.
2. Monitor potential risks: CEO’s and top executives usually have a good idea of what kinds of risks their company might encounter, whether this stems from the state of the economy, to potential government regulation or even potential threats from competitors. Although these are mostly foreseen issues, there is always the chance that lower-level employees can encounter unique problems that your crisis communication teams needs to be aware of. Keep communication channels wide open, every employee offers valuable input. Think of potential risks as an ongoing project, if you continually monitor your risks, then you will always be in a good position to handle a problem if it arises.
3. Pre-planned processes and protocol: If a crisis occurs, it’s imperative to have processes and protocol in place for quick reference. Who is your chain of command? Do you have pre-approved information and protocol set up to address the media? Crisis can happen at any time, will you be ready to address issues and answer questions on behalf of your company?
4. Keep a close eye on social media: More than ever before, social media can be a blessing and a curse. In a time of crisis, companies need to consider the fact that traditional means of communication such as a press conference is not necessarily the most effective way to extend your message. Instead of sticking to traditional mediums, companies should think outside the box and remember that people get their information from a variety of sources these days such as, blogs, discussion forums, Facebook and Twitter to name a few….plan accordingly. Careful monitoring of company Facebook and Twitter accounts is key. Social media can be your quickest medium to media and consumers to address difficult questions, correct false assumptions and in general, be a voice of reason – since you know your company best.
5. Q&A, role-play:  Companies can easily identify potential risks and monitor them, but there’s more to that. Role-playing can offer tremendous insight into how to deal with a company crisis. After identifying potential risks (see question 2), come up with dialogue to address each of those problems. If you have a good idea of what could happen, then you should be able to establish some dialogue on that issue. Think of questions the media might ask and come up with answers…you won’t be sorry you did this!