This is a tool developed for communication planning, especially as it relates to emergency pre-planning and disaster preparedness communications.

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Figure 7 below demonstrates the relationship between identifying the event type and correlating the communication tools and tactics to achieve specific effective outcomes. <br />Quick, routine event: Notify and Advise, Prepare and Promote.Prolonged Emergency event (“Katrina”): Notify, Advise, Prepare and Organize Action.Long Term Routine event: Notify, Prepare, Remind, Encourage.Server upgradeBuilding RemodelCOOPTools & TacticsEvents (Scenarios)Communication Outcomes<br />Figure 7<br />In the example above, three potential events are highlighted: <br />the need to communicate a routine maintenance event such as an IT server upgrade<br />a disaster event such as occurred with Hurricane Katrina which necessitated activation of emergency “Continuation of Operations Program” (COOP) actions <br />a long term, non-emergency event such as a known building repair/ remodel project<br />By choosing the method based upon the event and the desired outcome(s), more effective communication programs can be developed. Training on software, techniques and styles may be required, and should be anticipated in advance, especially as these may impact budget items. <br />Each event has its own specific needs and requirements, audience and required actions. The communication tools and tactics must consider each variant to maximize effectiveness.<br />In the first event, the short term, routine server upgrade, users need to be notified that services will be disrupted for a short, specified duration. There will not be prolonged after effects that would require relocation or other planning.<br />There are a number of “yellow” block tools that are designed to be used in Quick Routine events. Communicators can choose among digital signage, newsletters, interactive news programming (in addition to standard email notices). In this case, the desired outcome is for as many users to receive the alert as possible. A standard email notice may be ignored as junk mail or may not get read right away.<br />Choosing to use digital signage has the advantage of being highly visible, unfamiliar (a good attribute in this case, as its newness commands attention) and mobile, meaning it can be placed at elevator lobbies or near doorways. Depending on the unit, it can be colorful, active (flashing, crawl) or have other aspects that make it hard to overlook. The downside is that it requires prior planning to have a digital signage unit available.<br />Choosing the newsletter tool gives the communicator the option to use color, size, graphics and text style to grab attention in ways that standard email might not. Newsletters are relatively easy to prepare and can be used as flyers on each desk to double the impact. The downside might be the labor to produce the newsletter and needing software to prepare.<br />The third option in this example is interactive news programming. This method requires considerable advance preparation to have the capabilities and personnel to prepare news footage, but has the extra benefit that once set up, this delivers maximum impact (as if the message is delivered in person, from the authority directly to the user) and can be reused, changed and refreshed readily. This system can require a heavy upfront investment of time and expertise, as well as being a capital expenditure in most cases, but the long term usability, impact and versatility may create a positive return on investment (ROI) in the end.<br />Looking at the second example, a disaster such as Hurricane Katrina, digital signage is also effective in this “red” block event. Digital signage could flash Alert! with further evacuation instructions or directions to stairways. These messages would need to be practiced, as with fire escape drills, in order to be put into action in the seconds following a disaster. This is not the type event that lends itself to figuring out a course of action on the run. Systems need to be set up in advance to be activated with a flip of a switch, a pull alarm, or computer program. But with appropriate advance planning and practice, this can be a very effective method of focusing attention in a crisis.<br />Town Hall meetings are another useful tool for “red” block events. Town Hall meetings would be less effective for the “yellow” block server upgrade, but in the aftermath of a disaster, Town Hall meetings can be highly effective at gathering users and making sure the details go out with “One Voice, One Message” – everyone hears the same message and the same answers to the questions they may have wanted to ask. The group nature of Town Hall meetings make these useful for laying out long term plans and getting group consensus on next steps.<br />The aim of the Tools & Tactics charts is to provide options for advance planning using “what if” scenarios. The more scenarios are practiced, the more automatic the responses become. This can be immensely valuable in times of crisis, as well as extremely comforting for users who know the drill and know what their roles and responses are expected to be. <br />As mentioned earlier, when the more technical solutions are desired, advance planning may be needed to purchase and/or install equipment to make the solution viable in a given setting. If a Division Director finds that digital signage would be useful, for example, a screen or suitable monitor may require an expenditure that needs to be planned during the budget preparation phase of strategic planning sessions.<br />