Introduction

Emergency broadcast tests are key activities for ensuring that communication systems function effectively during times of crisis. SMS has become a vital tool for reaching out to staff and disseminating crucial information quickly. To guarantee a successful emergency broadcast test, adequate preparation is crucial. Here, we discuss the best ways to prepare staff for an emergency broadcast test via SMS.

Develop a Comprehensive Emergency Response Plan

You should have a well-documented emergency plan that outlines protocols and procedures in case of a crisis. This plan should detail the roles and responsibilities of all team members, communication methods, and the steps to be taken during an emergency.

A comprehensive emergency plan is the foundation for an organization’s preparedness during times of crisis.

Developing a robust plan involves several key elements:

Carry out a Risk Assessment

Begin by conducting a thorough risk assessment to identify potential emergency scenarios that may impact your organization. Consider natural disasters, such as earthquakes, floods, or storms, as well as human-induced incidents like fires, accidents, or acts of violence.

Define Roles and Responsibilities

Assign specific roles and responsibilities to staff members based on their expertise and position within the organization. This ensures that everyone knows their function in an emergency and can respond quickly and effectively. Include a clear chain of command to facilitate communication and decision-making during a crisis.

Define Communication Protocols

Outline the channels of communication to be used during emergencies, such as SMS, phone calls, or emails. Establish a system for updating and disseminating information to all staff members, including those who may be off-site or working remotely.

Detail Emergency Response Procedures

Detail the specific steps that should be taken during different emergency scenarios. This may include evacuation procedures, shelter-in-place instructions, or first aid protocols. Ensure that all staff members are familiar with these procedures and are able to execute them under pressure.

Identify Resources and Equipment

Identify the resources and equipment needed during emergencies, such as first aid kits, flashlights, or backup power sources. Ensure that these items are readily available, well-maintained, and easily accessible to staff members.

Training and Drills

Schedule regular training sessions and drills to reinforce emergency procedures and ensure that staff members remain prepared for a variety of scenarios. This includes conducting emergency broadcast tests via SMS to evaluate the effectiveness of your communication systems.

Plan Review and Updates

Regularly review and update the emergency plan to account for changes in the organization’s structure, staff, or operations. This ensures that the plan remains current and effective in addressing potential risks and challenges.

By developing a comprehensive emergency plan, you can enhance your organisation’s overall preparedness and ability to respond effectively during times of crisis. A well-prepared team is essential for ensuring the safety and well-being of all employees in emergency situations.

Conduct Emergency Broadcast Training

Conduct periodic training sessions to familiarise staff with emergency procedures and the CallingTree emergency broadcast system.

Ensure that staff members know how to respond to an SMS alert, recognize the various types of emergency situations, and understand the importance of following instructions promptly. Interactive simulations and role-playing exercises can be particularly helpful in reinforcing these concepts.

Why Emergency Broadcast Training?

Emergency broadcast training is crucial for ensuring that your staff members are well-prepared to respond effectively during times of crisis. A well-designed training program will familiarize employees with the organization’s emergency plan, communication systems, and specific procedures to follow in various emergency scenarios. Below are the key components that should be involved in emergency broadcast training.

Familiarization with Emergency Communication Systems
Training should include an overview of the organization’s communication systems, including the emergency broadcast system, SMS alerts, phone calls, emails, and any other methods used to disseminate information. Staff should be educated on how to access and operate these systems, as well as how to troubleshoot any technical issues that may arise.

Understanding the Emergency Alert Protocol

Employees must be trained on the emergency alert protocol, which includes the procedures for initiating, sending, and receiving emergency alerts. They should understand the importance of timely communication and the consequences of failing to act quickly and appropriately during an emergency.

Message Content and Format

Ensure that staff members are aware of the message content guidelines and format for different types of emergency alerts. This includes instructions on using clear and concise language, identifying the type of emergency, and providing relevant information about the situation and required actions.

Roles and Responsibilities

Training should clarify the roles and responsibilities of each staff member during an emergency. Employees must understand their individual responsibilities and how they fit within the organization’s larger emergency response plan. The training should emphasize the importance of cooperation and collaboration among team members.

Scenario-Based Training

Incorporate scenario-based training to simulate real-life emergency situations. These exercises will help staff members practice responding to various emergencies, utilizing the emergency broadcast system, and following established protocols. This hands-on training is critical for reinforcing learning and enhancing employees’ confidence in their ability to handle crisis situations.

Evaluation and Feedback

After conducting emergency broadcast training, evaluate staff performance and gather feedback from participants. Use this information to identify areas for improvement and adjust the training program as needed. Regular evaluations can help ensure that training remains effective and up-to-date.

Run Periodic Refresher Training

To maintain staff preparedness, it’s essential to schedule periodic refresher training sessions. These sessions should cover any changes or updates to the emergency plan, broadcast system, or organizational structure. They also serve as a valuable opportunity to reinforce key concepts and ensure that employees remain ready to respond in times of crisis.

Effective emergency broadcast training equips staff with the knowledge and skills necessary to act quickly and appropriately during emergencies. By incorporating these key components into your organization’s training program, you can create a well-prepared team capable of responding efficiently and confidently in crisis situations.

Establish a Clear Emergency Alert Protocol

Designate an individual or team responsible for initiating emergency alerts and managing the SMS broadcast system. This ensures that alerts are sent promptly and consistently. Establish guidelines for the types of messages to be sent and the appropriate format, language, and tone to be used.

A clear emergency communications protocol is vital to ensure timely, coordinated, and effective response during a crisis. It outlines the channels, procedures, and responsibilities for communicating within an organization and with external stakeholders. The following step-by-step guide will help you establish a clear emergency communications protocol for your organisation.

Assess and Identify Risks

Start by conducting a comprehensive risk assessment to identify potential emergency scenarios that may impact your organization. Consider natural disasters, technological incidents, security threats, and other hazards. This assessment will help you understand the types of emergencies your organization may face and inform your communications strategy.

Define Roles and Responsibilities

Assign clear roles and responsibilities for communication during emergencies. This should include designating:

• An emergency communications coordinator, responsible for overseeing the overall communication strategy and ensuring its effectiveness.
• A spokesperson or public information officer, responsible for communicating with the media and public during an emergency.
• Team members responsible for initiating, managing, and disseminating emergency alerts and updates.

Ensure that everyone is aware of their responsibilities and that there is a clear chain of command.

Develop Standardised Messaging

Create templates for standardized messages to ensure consistency and clarity during emergencies.

These templates should be adaptable for different scenarios and should include:

• A clear and concise subject line or headline that indicates the nature of the emergency.
• An explanation of the current situation and its severity.
  Instructions on the actions that need to be taken by recipients.
• Contact information for relevant personnel or emergency services.

Test and Review the Protocol

Conduct regular tests and drills to evaluate the effectiveness of your emergency communications protocol. Gather feedback from staff and stakeholders, identify any issues, and make the necessary adjustments to improve the protocol. Regularly review and update the protocol to account for changes in your organization’s structure, technology, or potential risks.

Establishing a clear emergency communications protocol is crucial for an effective response during crisis situations to ensure timely and coordinated communication, ultimately enhancing your organization’s ability to navigate emergencies successfully.

Create and Maintain an Updated Contact List

Keep an updated contact list of all staff members, including their mobile numbers which are key to successful SMS notification tests.

Verify the accuracy of these numbers periodically and ensure that new employees are added to the list. A well-maintained contact list is crucial for the successful dissemination of emergency alerts.

Users of the CallingTree App can update their own details through the mobile front end – these can be applied directly or passed to administrators for review.

Simple integration of staff contact lists with the CallingTree staff directories makes this task straightforward. 

If this is not something you want to be involved with then we can handle this for you with our Premium service.

Send Test SMS Broadcasts

Periodically send test SMS messages to staff members to ensure that the system is functioning correctly and that all employees are familiar with receiving emergency alerts.

Test broadcasts should be conducted at least once or twice a year, but more frequently if there are significant changes to the emergency plan or staff.

Don’t worry about exceeding any limits, with 50 messages per person per year as standard you can test regularly.

Collect Feedback and Analyse Test Results of your Emergency SMS Broadcast

Often forgotten in the excitement of reviewing who responded and when, following an emergency broadcast test you should gather feedback from staff about their experiences and the effectiveness of the alert system.

Use this feedback to identify any issues or areas for improvement and make the necessary adjustments to the emergency plan.  If something can be improved with the system, contact your Customer Success Partner and raise any issue to them.  We have a development team capable of responding quickly to queries and enhancement requests if they make your life and other client’s lives easier.

Conclusion

By preparing staff for emergency broadcast tests via SMS, an organization can enhance its overall readiness and ability to respond effectively during times of crisis. A well-prepared team is essential for ensuring the safety and wellbeing of all employees in emergency situations.

Managing your data in the CallingTree system can be outsourced to us to remove the headache from your busy schedule – we can even run the test messages and provide results analysis for you.

Practice in normal times so when disaster strikes everyone is well rehearsed and your business can return to full operation quickly and with the minimum disruption.  Build up from working hours tests to out of hours.  SMS and Voice calls can be disruptive – maybe run a test over a weekend when people are slightly off guard but try and avoid anti-social hours – save those for the real emergency.