How a Mass Messaging System Keeps Your Staff Safe

In emergency situations when there is little to no advance notice—such as an active shooter, cyberattack, tornado or flash flood—every minute counts. The sooner you can get information to employees, the more likely they are to seek shelter or avoid danger before it’s too late.

Organizations can keep a library of pre-prepared alerts for the most common communications – i.e., the building is closed today due to hazardous road conditions, a power outage has affected the office, etc.  This saves time during a crisis. Messages can be sent on a variety of communication channels, including email, phone, SMS, push notifications, desktop alerts and more, ensuring that stakeholders receive the alert regardless of whether or not they’re at their desk.

One-way communication is great for alerting staff of an imminent threat, but what if an employee needs to request assistance or has further questions? Two-way communication allows recipients to mark themselves as safe or ask for help.

Most modern mass messaging products also enable organizations to see who has received the message, whether they have opened it and how they have responded. When you see that someone has not received or responded to a message, you can work with your HR team to find out whether they need assistance or simply didn’t bother to reply to the message. Once a crisis has passed, you can analyze the responses and reports to help improve your emergency response plan going forward.

Organizations and businesses need a mass messaging system that allows them to send targeted messages to specific groups of employees. Staff members based in California don’t need to receive alerts about a hurricane hitting the East Coast, and messages that might be relevant to those working outside of the office don’t need to be sent messages relevant for in-office staff.

Targeted messaging enables teams to pinpoint staff in specific regions, or groups of individuals, even down to a precise office building or floor, who are going to be impacted by an emergency. 

Not all emergencies are last-minute. It pays to be proactive when it comes to bracing for things like hurricanes, wildfires or pandemics. A mass messaging system can enable your organization to inform employees of impending threats and either advise them to evacuate the area or notify them the office is closed and they should work from home or an alternative workspace.  

Sending clear, concise and accurate messages before and during a crisis will establish trust with employees and help ensure they will not seek out possibly inaccurate information elsewhere. Your lines of communication need to be able to withstand any crisis, and if one channel goes down, you should have several backups, such as an emergency hotline or online information board that staff can refer to for the latest updates. If you’re working with a reliable technology partner, they should be able to support your organization during any crisis.

If you don’t have accurate and up-to-date contact information for all of your employees, your mass messaging system will be useless during a crisis. A modern system enables organizations to sync HR databases with communication software, ensuring all contact information is as accurate as possible. And because people often move or change their phone number or email address, ideally, your system will allow staff to securely log in and update their information at any time.

Every organization should test their alert system prior to a real-life emergency to make sure everyone is receiving the alerts. Make sure employees understand the importance of updating their contact information and responding to messages. Every minute the team spends checking on someone who didn’t bother to respond to a message is a minute they could have spent helping someone who was impacted by a disaster.  

Having a mass messaging system in place for unexpected events not only protects your employees from potentially dangerous scenarios, but it can also give your staff peace of mind that they’ll be properly notified with directions on what to do in an emergency.

Learn more about the basics of emergency communication and how One Call Now can help you keep people safe and informed.