Emergency notification is a huge part of emergency preparedness and business continuity. Failure to have emergency notification can result in chaos for any business, property, school, etc. While most companies have implemented some form of emergency notification, not all are getting the most out of their emergency notification system. Some of that is due to having a notification system that only does the bare minimum in messaging and some is due to lack of training and knowledge of best practices.
Here are 5 ways that your business is doing emergency notification wrong and how you can fix it:
- Not Having Pre-Set Templates
Here’s the thing about emergencies, they are unexpected and when they happen, you likely need to get an emergency message out as soon as possible. You don’t want to be spending time typing up a detailed message, especially when the emergency is time-sensitive and/or life threatening. Your emergency notification system should have the option of creating pre-set message templates so that you are able to reduce the amount of time you spend sending a message. Message templates indicating your organization is closing due to weather, the need to shelter in place, power outages, email/network outage, active shooter and all clear are good templates to have. Typically, templates do not contain specifics, only general information. Having pre-set templates allows you to quickly alert employees, students or tenants at the touch of a button.
- Not Having Your Message Carry Across All Methods of Communication
Using strictly email messages for emergency notification isn’t going to cut it anymore. If your business is doing this, it is time to upgrade – especially when businesses are becoming increasingly more mobile. If you are wanting to communicate that there is an emergency to your employees and ensure they see the message, that message should be sent through all methods of communication including email, voice and text, to ensure that your messages get read immediately.
- Having to Select Each Person Individually When Sending a Message
Another crucial aspect of emergency notification is having the ability to organize your employees by groups, roles or department. For example, if there’s a fire in Building A, you don’t need that notification going to Building D as well. With Preparis, you have the ability to specify who is receiving the message to ensure the only people receiving the messages are those who need to. In addition, geolocation can play a major role in assisting companies in quickly sending messages to specific people by recognizing their location. The Preparis Mobile App has a geolocation feature that allows you to send messages by targeted geographic region during an emergency, as well as set custom predefined geofencing, and account for employees who are on the go.
- Not Keeping Data Up to Date
Sending out an emergency notification won’t do much good if you do not have the contact information in the system. Make sure that you update contact information in your emergency notification system to ensure that the messages are being sent to the correct person. Also, make sure that when employees leave, students withdrawal or tenants move out, you remove them from the system and replace them with the new employees, tenants, students, etc. A simple way to reduce this issue is by integrating your emergency notification system with your HR database to ensure that as employees come and go, their contact information remains up to date without having to remember to manually update it every time.
- Only Having One Person Designated to Send Messages
By only having one person in the company in charge of sending out notifications, you run the risk of being left without anyone having the ability to send messages in the event that person is not around. For example, if there is only one person within the company who has the ability to send out an emergency notification and that person is out of the office and unable to be reached, then you will find yourself unable to send out an emergency notification. It is good practice to have 3-4 people at each location with the knowledge and ability to send messages in the event of an emergency.
By avoiding or remedying those 5 emergency notification mistakes, you’ll be able to ensure that all of your employees, tenants or students never miss an emergency message. Companies like Preparis are dedicated to providing 5-star emergency notification and incident management systems to keep your business safe.
To learn more about Preparis’ emergency notification and incident management system, click here.
To request a demo of Preparis, click here.
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