RESILIENCY MESSAGE MAPS

Transcription

1 Prepared by: RESILIENCY MESSAGE MAPS Prepared for: (Company XYZ)

2 MESSAGE CONTENT SAMPLES: 1. CONTACT INFORMATION - UPDATE REQUEST 2. COMMUNICATIONS TEST 3. HURRICANE - COMMUNICATIONS TEST 4. CONFERENCE BRIDGE 5. ACCOUNTABILITY - ARE YOU O.K. AND SAFE? 6. ACCOUNTABILITY WITH ASSISTANCE TRANSFER 7. RESPONSE - WILLING AND ABLE 8. RESPONSE - QUOTA FULFILLMENT 9. OFFICE - DELAYED OPENING 10. OFFICE - CLOSED 11. WORK AT HOME / ALTERNATE SITE 12. OFFICE - OPEN 13. TRANSPORTATION & LOGISTICS 14. NYC TRANSIT- INCIDENT ALERT 15. NYC TRANSIT ALL SAFE AND CLEAR 16. LONDON UNDERGROUND TUBE - INCIDENT 17. LONDON UNDERGROUND TUBE ALL SAFE AND CLEAR 18. PROTESTORS COMING INTO WORK 19. PROTESTORS DEPARTING WORK 20. ABSENTEEISM / WORKFORCE AVAILABILITY - POLL 21. SHOOTER ON CAMPUS - SHELTER IN PLACE 22. SHELTER INSIDE 23. HAZARDOUS MATERIAL (HAZMAT) - SHELTER INSIDE 24. EXPLOSION SHELTER INSIDE 25. HURRICANE - EVACUATION ORDER 26. BUILDING FIRE 27. TORNADO WARNING - SHELTER IN PLACE 28. TSUNAMI WARNING SEEK HIGHER GROUND 29. INCIDENT REPORTING - DAILY SCHEDULED INBOUND 30. ALL IS SAFE AND ALL IS CLEAR. MESSAGE MAP CONCEPTS» Science Based» Risk Communication Tool» Message Templates» Pre-Built & Pre-Thought» Organize Complex information» Personalize with Relevance» Actionable Words» Clear & Concise Words» Easy to Distribute» Written in Simple Statements» 3 Main Points through Short Sentences» 30 Words or Less» 6th Grade Readability Level» Simplicity = Effectiveness The best chance and opportunity to get a recipient s attention occurs within the first 9 seconds of a visual or audio broadcast. The best chance and opportunity to get a recipient s attention occurs during the first 30 words of written material.

3 1. CONTACT INFORMATION - UPDATE REQUEST Greeting / Header: Message (1x per quarter - required for Ongoing Effectiveness) This message is to remind ALL EMPLOYEES to update your contact information by clicking from: < profile.xyz-company.net/hr> located on the corporate intranet. We are requesting this to assure that (Company XYZ) can deliver important safety information to you. Please review your Home and Mobile telephone numbers on the corporate HR intranet. Visit your Profile page on the intranet to review and update your contact details now. < profile.xyz-company.net/hr> Thank you for your time and support. Voice Version (Optional) We are reminding ALL EMPLOYEES to update their contact information located on the corporate intranet. An has been sent to you with a link to update your home and mobile contact details. Thank you for your time and support.

4 2. COMMUNICATIONS TEST This message is to test our ability to contact you during an emergency. Response / Confirmation of Receipt

5 3. HURRICANE - COMMUNICATIONS TEST This is a Hurricane Preparedness test message is from (Company XYZ). This message is to test our ability to contact you. Response / Confirmation of Receipt

6 4. CONFERENCE BRIDGE A conference bridge line is open and your participation is required. Please follow the instructions to join the call now. Message Prompts to Join Bridge Please Press 1 to join the conference now. - Press 1 Please wait a moment while we connect you Press 2 to reply this message. Press 9 to decline this conference.

7 5. ACCOUNTABILITY - ARE YOU O.K. AND SAFE? This message is from (Company XYZ) to assure that you are ok and safe. Please follow the instructions to confirm you are ok and safe. Response Press 1

8 6. ACCOUNTABILITY WITH ASSISTANCE TRANSFER This message is regarding your personal safety and health. If you are in immediate danger, hang up and dial your local emergency services. Otherwise, please respond by providing your personal status. Polling Response Options Please make your selection from the following choices. Press 1 if you are OK and SAFE. Press 2 Thank you, your choice has been recorded, good bye. for HELP and to transfer to the Employee HOT LINE. Please wait a moment while you are transferred.

9 7. RESPONSE - WILLING AND ABLE This message is from the (Company XYZ) Security Operations Center. Are you willing and able to assume Security responsibilities at this time? Please provide a response regarding your status. Polling Response Options Please make your selection from the following choices. Press 1 Press 2 Press 3 I am willing and able to assume the role. I am not willing and am not able to assume the role. Transfer me to the Security Operations Center. You will now be transferred to the Security Operations Center.

10 8. RESPONSE - QUOTA FULFILLMENT There has been an incident at the (Company XYZ) office at (XYZ Location). Can you accept responsibilities to fill a role and position in our response plan? Please Accept and acknowledge you are willing and able. Decline if you can not. Response Please make your selection from the following choices. To Accept Press 1 To Decline Press 2 Thank you, your choice has been recorded, good bye.

11 9. OFFICE - DELAYED OPENING The (Company XYZ) office at (XYZ Location) will have a delayed opening today. The office will open for normal business at (Time). Response Press 1

12 10. OFFICE - CLOSED The (Company XYZ) office located at (XYZ Location) is CLOSED. Further information will be provided once available. Response / Confirmation of Receipt

13 11. WORK AT HOME / ALTERNATE SITE The message is regarding the (Company XYZ) office located at (XYZ Location). Employees and staff are being advised to work from home or an alternate site. Response / Confirmation of Receipt

14 12. OFFICE - OPEN The office located at (XYZ Location) is OPEN for normal business operations. Response / Confirmation of Receipt

15 13. TRANSPORTATION & LOGISTICS This message is to provide travel information for all (Company XYZ) staff at (XYZ Location). Corporate Travel to provide additional details. Response / Confirmation of Receipt

16 14. NYC TRANSIT- INCIDENT ALERT There has been a incident (description) reported at (XYZ Location) of the Subway, Bridge, Tunnel, Rail This message is to confirm your personal safety. Response / Confirmation of Receipt

17 15. NYC TRANSIT ALL SAFE AND CLEAR The (incident description) reported impacting the (XYZ Location) of the.. Subway, Bridge, Tunnel, Rail.. has been confirmed all safe and all clear. Transport for NYC Area: Rail: Response / Confirmation of Receipt

18 16. LONDON UNDERGROUND TUBE - INCIDENT There has been a incident (description) reported at (XYZ Location) of the Bakerloo, Central, Circle, District, Hammersmith & City, Jubilee, Metropolitan, Northern, Piccadilly, Victoria, Waterloo & City.. line(s) and/or DLR, or Overground. This message is to confirm your personal safety. Response / Confirmation of Receipt

19 17. LONDON UNDERGROUND TUBE ALL SAFE AND CLEAR The (incident description) reported impacting the (XYZ Location) of the. Bakerloo, Central, Circle, District, Hammersmith & City, Jubilee, Metropolitan, Northern, Piccadilly, Victoria, Waterloo & City.. line(s) and/or DLR, or Overground.. has been confirmed all safe and all clear. Real-Time Transport for London Service Updates Link - Response / Confirmation of Receipt

20 18. PROTESTORS COMING INTO WORK There are protestors at the (Company XYZ) office at (XYZ Location). Please use the (XYZ) building entrance when entering the office. Thank you for your support and cooperation. Response / Confirmation of Receipt

21 19. PROTESTORS DEPARTING WORK There are protestors at the (Company XYZ) office at (XYZ Location). After work, please use the (XYZ) building exit. Thank you for your support and cooperation. Response / Confirmation of Receipt

22 20. ABSENTEEISM / WORKFORCE AVAILABILITY - POLL This message is regarding your current work location. Please respond to this message by providing your work location. Polling Response Options Please make your selection from the following choices. Press 1 Press 2 Press 3 Press 4 If you are working in your normal office. If you are working from home. If you are working from an alternate facility. If you are not working today.

23 21. SHOOTER ON CAMPUS - SHELTER IN PLACE Danger, an active shooter has been reported at (XYZ Location). Seek shelter in a locked meeting room or under your desk and be quiet. Turn your mobile phone to silent. Remain silent until authorities inform you that it all is safe and clear. Response / Confirmation of Receipt

24 22. SHELTER INSIDE This message is regarding our (XYZ Office Location). Authorities are instructing all staff to shelter inside. Face away from all windows and get under a sturdy table or desk! Remain inside until you receive further communications. Response / Confirmation of Receipt

25 23. HAZARDOUS MATERIAL (HAZMAT) - SHELTER INSIDE A hazardous material spill has been reported at (XYZ Location). It is hazardous and dangerous to be outside. Stay inside the office building! Authorities urge you to stay indoors until you receive further communication. Response Press 1

26 24. EXPLOSION SHELTER INSIDE An explosion has been reported at (XYZ Location). Stay inside the building! It is hazardous and dangerous to be outside. Authorities urge you to stay indoors until you receive further communication. Response Press 1

27 25. HURRICANE - EVACUATION ORDER An evacuation order has been issued for (XYZ Location). (Company XYZ) offices will close in 2 hours. Seek shelter away from the office. Response Press 1

28 26. BUILDING FIRE There is a fire at the office located at (XYZ Location). Evacuate the building now. Do not use the elevator. Immediately evacuate to your assigned assembly location. Response / Confirmation of Receipt

29 27. TORNADO WARNING - SHELTER IN PLACE A Tornado Warning has been reported near (XYZ Location). Stay indoors and move to the lower floors in the building. Face away from windows, doors, corners, and outside walls. Remain sheltered until you receive an all clear that it is safe. Response Press 1

30 28. TSUNAMI WARNING SEEK HIGHER GROUND A Tsunami Warning has been reported at (XYZ Location). Move inland toward higher ground immediately. Authorities urge you to stay there until you receive further communications. Response Press 1

31 29. INCIDENT REPORTING - DAILY SCHEDULED INBOUND (Company XYZ) is not aware of an incident impacting our businesses. Please follow the instructions to report an incident. Response Press 1 Please make your selection from the following choices. to be transferred to Global Security to report an incident. You are now being transferred, please wait a moment. Press 2 I do not want to report an incident. Thank you, your choice has been recorded, good bye.

32 30. ALL IS SAFE AND ALL IS CLEAR All is safe and clear. The (Company XYZ) office at (XYZ Location) is safe. The danger is over and all is clear. Please resume normal business activity. Response / Confirmation of Receipt Press 1 to confirm receipt, Press 2 to reply this message