Corporate Crisis Response Blueprint, Pt I

An unfortunate reality of life is that crises occur, and they often occur when we least expect it. Few organizations are hit with a crisis situation on a Tuesday afternoon at 2pm when things are a bit slow and all hands are on deck. So what are some steps your organization can take to prepare today?

1) Start planning now

Plan and prepare before you need to. What are your organizational themes when you are not in crisis mode? Identify your key messages. Who is on the messaging team? What does your organization stand for when there is no crisis? What is your organization known for? What are your organizational weaknesses?

2) Crisis Response/Crisis Communication Plan

You must have a written crisis response plan.

I often ask executives if their organization has a crisis response and communication plan. The answer is almost always – “Yes.” I ask if they know what is in it – at this point the “Yes” gets a bit more sheepish. I ask if they have reviewed it in the past 6 months – this is when nervous laughter begins.

Make sure to create your plan, review your plan regularly, amend your plan and ensure that every key member of your core team is intimately familiar with the plan.

3) Assemble your direct Crisis Response/communication Team… Today!

Determine Roles, Chain of Command, Crisis Command Posts…today, before you need to. Trying to figure this out while you are in full crisis mode can really put the organization in a precarious position.

Who is in charge of what? Who manages the existing business? Who reaches out to customers who have yet to be affected? Who reaches out to Regulators? Who contacts employees? Who reaches out to neighboring businesses? Who is in contact with the community? The media? The list goes on and on.

4) Assemble your professionals

Public relations professionals, communication specialists, industry experts, compliance professionals, public affairs professionals, outside counsel, audit teams and crisis experts should be on auto-dial. Develop relationships today. Identify and interview key consultants when things are quiet.

Identifying and retaining key professionals in crisis is much more difficult and much more expensive; it allows for limited to no time to get up to speed on your business, and your situation. It also allows for considerable time to pass and the crisis to escalate.

5) Determine Internal Communication Protocol

Who will be responsible for communicating internally to ensure that no one is “talking outside of school.” What is the process for disseminating information throughout the organization?

If you do not communicate internally, you can rest assured your employees will, and chances are you will not be happy with what they are saying and telling others.

Any person who has a touch point outside of the organization (which is everyone) has the potential to deliver a message externally that contradicts the organizational message – this usually happens because no one told that individual what was occurring.

This is the first of a 3 part series. Please stay tuned for the Pt II…

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Social Media: A Cautionary Tale

Breaking news….Social media is in fact….Social!

Social Media outlets are not diaries, confidants or private/confidential conversations. The reality is that now, more than ever, social media conversations are public, or at the very least semi-public.

Whether “friends, followers or connections” the reality is that every day more and more of what you post is available via search.  More importantly, even without search, what you post can leave your immediate universe of friends and followers, and in some cases, even go viral.

Who cares? You should, especially if a friend, follower or connection becomes a foe, gets annoyed with you, or just decides that something you wrote is so interesting, ingenious (controversial, embarrassing) that they just have to share it with a friend who is not your friend.

Below are examples of some gems that have been circulating around the web — all examples and further reminders of why you should read, re-read, and then read once more before you hit send, share or tell Twitter “what’s happening.”

The following examples were sent over by my good friend Ed Kuhn (who just passed his P.E. exam – congratulations Ed!)  The language in some is a little rough, so consider yourself warned: failures

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Becoming CEO via Text Message

Gerry Storch, former night news, sports and business editor of USA Today, and now editor of a new combination of blog/book called Ourblook, recently interviewed me regarding social media, journalism and the future of online communication:

You work with corporate execs, politicians and other leaders in public speaking … what to say and how to say it. How do social media such as Facebook, Twitter, texting, etc. figure into this?

ME: Social media are an integral part of communicating today, and will evolve. The single biggest question I hear, whether from a political or business leader, centers on “I want to use social media like Obama.”

My first question: “What’s your message and why would someone who doesn’t know you, live in your district, or use your product care?” Herein lies the fundamental secret to effectively using social media to communicate as a legal, business, nonprofit, academic or political leader … just as in public speaking and presenting, you MUST have a clear, compelling message, or social media won’t work for you .. it just won’t be an effective medium.

My second question: “Do you have $750 million to spend?” That’s what the Obama campaign spent, very effectively, to spread its message. It wasn’t a Twitter and FB page put up in a vacuum; there were thousands of hours and millions of dollars behind creating an unbelievably successful social media program.

So my advice to leaders is the same advice I try to follow myself … put out fresh, compelling material, message it well, start with friends, customers, supporters, associates, etc. and slowly build a following. Make it easy to connect to you via your web site.  If you are running for office, put your social media info on your material … if a company owner, on your product packaging and advertising. Remember, social media complement what you do face to face, they do not replace it.

By extension, do you foresee much impact from social media in major news operations such as newspapers and TV news, or in the future of journalism generally?ME: I do, although I disagree with a number of my colleagues in that I believe major news operations will always have a fairly prominent place in our society. Major media bring legitimacy to a story, and that won’t change. What will change is reaction. Everyone has an opportunity, a real opportunity, to voice an opinion and express it in a very public way. However, mainstream media still matter.

Why? Sheer reach. Mainstream media still reach more individuals than any other single medium. So when a major national daily (the New York Times, Wall Street Journal , USA Today) runs an eye grabbing headline, the public pays attention. Statistics indicate that the reality is that for every five people who read a headline, on average only one reads the actual story and content.

The reality is that a political campaign will use a positive headline in a major daily in paid broadcast advertising over an endorsement from my blog, or any one of the millions of bloggers out there. The difference now is that a candidate’s “blogging army” of 2 or 20 or 200 can relentlessly comment, post and generate their own content and get it listed on Google news, Yahoo, Bing, etc.

Of the various social media, do you see any one in particular as having the greatest potential on the media or generally in society? Any that will fade?ME: I speak quite a bit in high schools and colleges, and when asked who tweets, uses Facebook, e-mails and texts, texting is always the hands-down winner both in popularity and number of students involved. Most use Facebook, and most use e-mail. Why does this matter? This is the generation that has literally grown up with the web, and I believe that their preferences will, to a large degree, determine what succeeds and what fades going forward.

I believe Facebook will have a long and prosperous life because it helps us connect to those we know and interact on a somewhat deeper level with acquaintances. Communication is not an announcement, it is a discussion. Facebook provides for that. Twitter does, too … however FB is much more personal and much more conversationally focused, and I believe those two traits really, really matter. The recent Twitter study saying that 10 percent of users account for over 90 percent of tweets is telling.

Do social media represent a dumbing down of America , a liberation of new possibilities, or both, or neither?ME: I believe they allow us to enter into conversations with people we might never have met, and find people who share common interests with us.

As with anything, I think there is a tendency to overgeneralize the effect of social media. Pick a position, yea or nay, pick a social media topic, and there are countless statistics either confirming or questioning the validity of that position. As an aside, I see this regularly with a statistic that is commonly referenced when discussing communication … the “7 percent, 38 percent, 55 percent rule.”

Prof. Mehrabian released a study nearly 40 years ago, and among the conclusions was that when determining the meaning of a message, 55 percent was based on body (or facial) language, 38 percent based on tone of voice, and only 7 percent based on words. Very powerful, and this is cited ad nauseam as “proof” that the words you use are not that critical. All well and good except for the fact that the statistics are taken out of context. Prof. Mehrabian was studying a very specific communication experience. Unfortunately, many people have assumed that words don’t matter.

What does this have to do with your question? As with anything, I don’t think there is a definitive answer … it depends on the individual and how he or she chooses to use social media.
Tennessee women’s basketball coach Pat Summit complained that players on the team bus were texting each other rather than speaking face to face. Your reaction?ME: Reality. I think this is one of the drawbacks of social media … when they are used to replace face to face communication rather than complement it when face to face communication is not possible. Being able to relate and communicate with another individual face to face will, more often than not, determine your ability to succeed.

What do I mean? You will rarely be awarded a raise via e-mail, win a congressional seat on Facebook alone, become CEO via a text message or acquire a company or major funding over a tweet. VC’s and bankers will always want to meet with you, as will a corporate board, voters, etc. Social media can certainly be extremely beneficial to all of these … however, face to face communication will always be crucial.

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Online Communication – Email is Not Dead

Elie Saidman, a friend and a very succesful entreprenuer, had a great post on his blog this morning that I not only found very interesting, but completely agree with.  Email’s impending death has been written about ad nauseum, and never seems to come.

Email has been, and in my opinion will continue to be, the dominant online communication medium of choice.  Here is Elie’s post:

Email is not dead – be careful the Silicon Valley koolaid that you drinkby Elie Seidman on October 12, 2009

Jessica Vascellaro (of lipsyncing fame), the WSJ’s Silicon Valley reporter, has an article in todays’ WSJ titled “The end of the email era”. The article – aside from being wrong – illustrates the  danger of being too close to the Silicon Valley early adopter crowd. If you spend enough time too close to the fire of the Valley’s futurists and “elite”, you start to believe that the future has already arrived. But even if the future promises a world without email and dependent on the likes of Twitter (see this article on the actual usage patterns of Twitter to assess for yourself the likelihood of that happening) and Facebook instead, that future has definitely not arrived. Ask most anyone you know outside of Silicon Valley what their main forms of communication are and they’ll tell you it’s email, the phone, and maybe text messaging. If the people you ask are older than 40, the likelihood that they are engaged on Twitter or Facebook as a major form of communication starts to rapidly asymptote to zero.

I’m 35 and have been using the internet – in it’s various forms – since 1992, earlier if you count BBS. I’ve used email extensively since entering college. Email was then – and continues to be now – the medium I am most dependent on day in and day out. It has – by far – the best signal to noise ratio. Even though I selectively follow a small group of people – my Twitter feed is overwhelmingly noisy to the point where many days it’s not usable. My Facebook feed is far better but still nowhere near as relevant as email is.

Email is in no way dead. Once upon a time, people were saying that email would be killed off by IM. That did not happen. Email won’t be killed off by Twitter or Facebook. They are different mediums with different roles. Email will continue to be the most high value (low noise) medium we have other than face to face or phone communications. Remember the RSS craze? Remember Pointcast? Yep – didn’t think so.

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How to Communicate with Teenagers, Pt.II

As a teenager, I still have vivid memories of rushing home from wherever I was to see if my latest crush had called and left a message.

Times have changed.  Teenagers today don’t have to wait by the phone or check an answering machine — they might get a text or call ”on the cell” immediately after the school day ends.

The point is, just as the frame of reference of a teen today is significantly different than that of a teen a decade ago,  so are the outlets that teens use to communicate.

The past few weeks have seen a number of articles and studies discussing this.  A few weeks ago Matthew Robson, a 15 year old intern at Morgan Stanley, wrote a highly touted paper on how teenagers consume media.  Highlights included:

  • Most teenagers are not regular listeners of radio
  • Teenagers do not read the newspaper
  • Teenagers do not utilize yellow pages
  • Teenagers are annoyed by advertising on websites
  • Teenagers do not use Twitter, instead focusing on Myspace and Facebook
  • Teenagers all have cell phones and finally…
  • Teens text

To anyone who has  a teenage child or regularly interacts with teenagers, no huge surprises here.  What was surprising is that a Nielson study released a month earlier found that “teens read newspapers, listen to the radio and even like advertising more than most.”  One area where both were in agreement was that teens tend not to “tweet.”

Since then, the internet has been buzzing, debating how teens consume media.  One of the pieces I enjoyed the most was written by a teenager (yes, real life teens did enter the debate).

What does this have to do with how to communicate with teenagers? Quite a bit.

What I gained from all of this discussion is that, from a communications perspective, teenagers overwhelmingly prefer interactive and personal mediums of communication – texting and Facebook  –  rather than broadcast based mediums such as radio and Twitter (generally).

What are the lessons from all of this new information in our changing society?

In essence, the lessons are the same as when I was a teenager, and the same as it was decades ago:

  • Teenagers prefer to be talked to as opposed to talked at
  • Teenagers are individuals first, members of a demographic group second — very important distinction
  • To successfully communicate with a teenager, you must first learn how to listen to a teenager

Stay tuned for Part III…

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