Over the last three years, we’ve learned that unexpected situations can cause major disruptions to the workplace. Whether it’s a global pandemic or a power outage, preparing for unforeseen situations means putting a communications readiness plan in place so your business can keep moving no matter what life throws at you. Let’s look at five essential things to consider when developing a communications readiness plan for your organization:
1. Status Updates
The safety of your employees always comes first. Managers need a way to account for team members as part of the initial safety assessment. Your plan should include options and instructions for employees to check in with leaders and update the team during an emergency.
2. Phone Service from Anywhere
Cloud-based phone systems give your employees essential features like call routing and auto-attendant to keep employees connected from anywhere. Although remote employees may already know how to use these features, training each employee on how to use mobile features and softphones ensures that they are comfortable with the system when it matters most.
3. Backup Command Center
In some non-life-threatening scenarios, particular team members may need a place to continue working to serve customers. A list of co-working spaces, libraries, or even coffee shops can give teams options for places to set up a temporary command center for managing communications. Access to tools like group chat and video conferencing can help them run communications until they are able to get back into the office.
4. Face-to-Face Communication with Stakeholders
Sometimes, face-to-face meetings are mandatory. While most of your remote teams are comfortable with video conferencing calls, others may not have the training to effectively launch and manage these meetings during a crisis. Your plan must include training for video platforms to make sure that all employees know how to leverage these tools in the event that they become necessary for collaboration with team members.
5. Mobile Devices for Working Anytime, Anywhere
As a part of your communications readiness plan, be sure to evaluate any mobile apps that help employees stay connected. Most unified communications providers offer a mobile app that gives employees all the features and functionality (ex: voice, video, chat, presence) of a desk phone on their mobile device.
Life happens. With a communications readiness plan, you can be sure that your employees are ready no matter what. Do you need to develop a new plan? UPSTACK advisors are available to help design a communications and business continuity plan that covers all the bases.