By: Gayle Wiegand

When we think of crisis communications, we often think about what the crisis is, not how it will impact an organization’s infrastructure. But what if a storm leaves your office without power? Or what if you cannot even get into the office due a bomb threat?  In these situations, a continuity of operations plan (COOP) is invaluable.

A COOP will allow communications activities to continue despite an emergency or disaster that prevents you from entering or using your offices. Consider taking the following steps to start your COOP planning process:

Step 1: Identify a Alternate Operating Facility

Although technology may make it possible for necessary operations to be performed remotely, you need to be prepared for a lack of power or Internet availability. That’s why it is important to identify an alternate operating facility and prepare personnel for the possibility of unannounced relocation to the facility

The facility should be in an accessible location that:

• Can  accommodate your organization spontaneously, quickly and efficiently
• Is equipped to operate during power outages.
• Can provide controlled access to media and press.
• Have technologies that allow you to monitor news coverage.
• Can remain open during an emergency.
• Has adequate parking for staff and possible visitors.
• Will incur charges for your company based only on actual use.

Hotels are often remote facilities of choice for emergency headquarters. Other options you may want to consider are:

• Facilities that offer temporary office space
• Community organizations
• Schools
• Shopping malls

Step 2: Ask and Address Key Questions

An important part of planning for an emergency is having the right information. For this reason, answering the following questions can help you ensure smooth operations from a remote location during an emergency:

• Will staff have remote access to intranet?
• Are mobile copies of files going to be available?
• Is remote access to files an option?
• Is it possible to redirect calls to a remote location? If not, can staff access messages from a remote location?
• Are there enough laptop batteries for sustained use during a power outage?
• Are there provisions for staff to telework if needed?

 Step 3: Develop an Emergency Planning Prospectus

Prior to any emergency, you will want to develop a prospectus of what the actual needs may be. Could you need any catering? What equipment do you anticipate you will bring? What equipment will be procured from the facility?

Armed with the prospectus, you should meet with the preferred facility and establish a formal agreement  to ensure everything is in place if an emergency happens.

Step 4: Prepare a Go-Kit

The last step is producing a  go-kit with the tools you need to operate. These may include:

• A list of staff and clients contact information
• A regularly-updated  external hard drive with files
• Extra laptop computers  and batteries
• Phone chargers
• Office supplies

It’s best that the team member who would lead an emergency operation keeps the go-kit. It should not be left in the office. After all, if the office is inaccessible, so will the go-kit!

When it comes to an emergency, nothing is certain. But in times of crisis, having a plan in place can mean all the difference.