Crisis Communication Policy Example – Communication and Media Policies

Crisis Communication Policy Sample

In this article, we’ll look at the key elements that make up an example Crisis Communication Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Crisis Communication Policy Template

The following are the main elements that should be included in your Crisis Communication Policy:

1. Title Page

• Policy Title: Crisis Communication Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Crisis Communication Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The purpose of this policy is to ensure effective communication with stakeholders during emergencies or crises. It aims to provide clear guidelines for timely and accurate information dissemination, helping to maintain trust and transparency. The policy seeks to coordinate communication efforts across various channels, ensuring consistency and clarity in messaging. It also aims to minimize misinformation and confusion, safeguarding the organization’s reputation and stakeholder relationships. By establishing a structured approach, the policy enhances the organization’s ability to respond swiftly and effectively to any crisis situation

3. Scope

• A description of who the Crisis Communication Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all organizational levels and is relevant during any emergency or crisis situation. It ensures that communication with stakeholders, including employees, customers, media, and the public, is clear, timely, and consistent. The policy covers the roles and responsibilities of communication teams, the approval process for messages, and the channels to be used. It aims to protect the organization’s reputation, provide accurate information, and manage public perception effectively. All staff must adhere to the guidelines to maintain a unified communication strategy during crises

4. Definitions

• Clarify any key terms or jargon used within the Crisis Communication Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Crisis Communication Policy defines key terms to ensure clarity during emergencies. “Crisis” refers to any event that disrupts normal operations and requires immediate attention. “Stakeholders” include employees, customers, media, and the public. “Communication Team” is a designated group responsible for managing information dissemination. “Spokesperson” is an authorized individual who communicates on behalf of the organization. “Emergency Response Plan” outlines specific actions to address crises. “Media Channels” encompass all platforms used for communication, such as social media, press releases, and internal memos. These definitions ensure a structured approach to crisis management and effective stakeholder communication

5. Policy Statement

• A detailed outline of the Crisis Communication Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Crisis Communication Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

During emergencies or crises, the Crisis Communication Policy mandates prompt and clear communication with all stakeholders. It requires the establishment of a crisis communication team responsible for disseminating accurate information and updates. The policy emphasizes the importance of using multiple communication channels, including social media, press releases, and direct notifications, to ensure information reaches all relevant parties. Regular training and simulations are conducted to prepare the team for effective crisis management. The policy also includes guidelines for monitoring and responding to public and media inquiries to maintain transparency and trust

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Crisis Communication Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

The Crisis Communication Policy assigns specific roles and responsibilities to ensure effective communication during emergencies. The Crisis Communication Team, led by the Communications Director, is responsible for developing and executing the communication strategy. Team members must coordinate with internal departments to gather accurate information and provide timely updates. The spokesperson is tasked with delivering official statements to the media and stakeholders. All employees are required to direct inquiries to the designated team to maintain message consistency. Regular training and simulations are conducted to prepare staff for potential crises, ensuring readiness and adherence to the policy

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Crisis Communication Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Crisis Communication Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Crisis Communication Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.