The purposes of preparedness communications planning are to 1) to prevent the spread of illness; 2) to maintain your operation with as little impact as possible; and 3) to engender confidence.

 

You need to have a communications plan prepared in advance.  It should  include specific messages to employees, patients or customers, the community-at-large and health officials.

 

Messages: To avoid confusion, messages should be short, accurate, focused and relevant to your audience.  Be consistent and give clear direction.  Avoid speculation in the negative or positive.  Leave the big picture communications to the CDC and public officials and keep focused on your own targeted messages, such as changed hours of operation or work schedules;  work-at-home arrangements; the availability of antiviral medicines or vaccines; continued reminders for preventing the spread of disease.

 

Designate a spokesperson: Do you have a central source for generating your information?  Would messages come from your HR person, your PR person or someone else?  Who makes sure your messages are coordinated and consistent?

 

Message Delivery:  Crises require immediate contact, ruling out most traditional communication, such as newspaper ads and mailings. 
· Do you have current phone/cell numbers?  Depending on the size of your workforce, do you have a system where everyone could be reached in a short period of time?
· Do you have email addresses?  Of employees?  Of customers or patients?
· Do you have someone who can post immediate updates to your Website?
· Do you use other social media to post messages, such as Facebook or Twitter?

 

And remember, even in this day and age, there are still many people in all age groups who do not use a computer, email or the internet.  Do you have a way to reach them? 

 

If an influenza pandemic does occur, people will need reliable, relevant information.  Making sure you're prepared in advance will not only make you a responsible brand, it will save you precious time in a crisis and could possibly save lives.

Experts fear that the influenza pandemic will return with a vengeance this fall and winter. One prediction is that half the U.S. population might be infected by H1N1.

 

The NJ Chamber of Commerce will host an interactive discussion on Sept. 30, designed to help employers prepare for and defend against a potentially devastating business impact stemming from illness and absenteeism of employees, customers, and critical supply chain partners.

In addition to a full morning program of speakers, representatives from New Jersey companies will share their preparedness strategies so that you can adopt some of their initiatives.

 

The event will be held from 8:30 a.m. to 12 noon on Wednesday, Sept. 30, at the Crowne Plaza Hotel, Monroe, (Exit 8-A off the Turnpike).  The event is open to all but there is a registration fee.  If you are interested in learning more, click here to go to the  Chamber's H1N1 Event page.