Apply a Steady "Meet-Communicate-Work" Cycle
Establishing a cycle is another easy way to improve crisis management performance.
Key Takeaways
Establish a regular "meet-communicate-work" cycle (or rhythm) to create structure and predictability when you manage a crisis. This cycle ensure that vital decisions and information flow smoothly across the organization, fostering a shared understanding of the situation, facilitating coordinated decision-making, and promoting effective response efforts.
For example, a Team Leader may establish this cycle:
CIMT meets for 30 Min.
CIMT communicate immediately after every meeting (calls, briefing, reports etc according to the CIM plan)
CIMT members work with their teams/personnel on their assigned tasks (for 1.5 hour)
Repeat (Meet, Communicate, Work until the crisis is over).
The Team Leader will usually slow down the cycle/rhythm as the crisis comes under control, but this should be a deliberate and well communicated to avoid “information withdrawal” among stakeholders.
Explanation
When a good cycle is established, everyone (internally and externally) know what to expect: when the CIMT is meeting, when they will release updates and what they are doing to solve the crisis. This approach is also known as “Plan-Brief-Execute”.
Meet
In the Meet phase, the Critical Incident Management Team (CIMT) comes together to share critical information and make decisions regarding the next steps to be taken. During this phase, the team follows the CIMT Meeting Agenda, ensuring that important topics are discussed, updates are provided, and action plans are formulated. The leader of the team assigns tasks to individual members, and these assignments are recorded in the action log, ensuring accountability and clarity of responsibilities.
Communicate
After each meeting, key decisions and information must flow effectively internally and externally.
Internally, information needs to be disseminated to upper management, support teams, and other personnel involved in the crisis response effort. Externally, communication must be managed with family members, authorities, media outlets, and other stakeholders. The CIM plan should outline the communication and reporting processes, as well as the formats to be used for different stakeholders, ensuring consistent and timely information sharing throughout the crisis.
Work
CIMT members diligently carry out their designated tasks, putting the action plan into motion. As progress is made and new developments occur, updates are recorded in the action log, ensuring a comprehensive and up-to-date record of activities. This allows for effective tracking of progress, coordination, and collaboration among team members.
By following this "meet-brief-work" cycle, the CIMT maintains a structured approach to crisis management, enabling effective decision-making, efficient information flow, and focused execution of tasks. It provides a clear framework for the team to coordinate their efforts, adapt to evolving circumstances, and work towards resolving the critical incident at hand.