By Raju Rishi
In the energy field, mobile workers are critical to increasing productivity and streamlining operations. The downside of having a dispersed workforce, often in remote locations, is inefficient communications. Emergency scenarios, especially in this industry, are an unfortunate reality and require quick, thoughtful and effective response in order to safeguard employees, as well as the public.
Should you face a dangerous weather advisory or even a traffic incident that will affect the way your employees are executing their jobs, mass notification is the quickest and easiest way to reach them. The decision to implement an emergency notification system is an easy one, but difficulty arises when deciding which type of system to use. What form should it take? Should we use email? SMS? Or even a web-based portal for pertinent information? With workers spread out across several geographic locations, and many being out of reach, most organizations choose a multi-modal approach.
- Create an emergency notification “dictionary” of unambiguous language that will not cause confusion for your audience, and test it to be sure there is no confusion.
- Create a plan for communications by audience, defining who will need to know specific information and how you will relay that information.
- Consider using an external source for inbound inquiries, such as an informational website or phone number, to minimize inbound calls that will tie up your infrastructure.
- Identify one or two individuals to be principal alert senders and train them on using the notification system.
- Decide how often you will share information with each audience, whether it’s every 30 minutes or only when new information is available and communicate that to all audiences so they know what to expect.
- Create message templates for alerts with fill-in-the-blanks for dates and other key information.