Communicating with key stakeholders Effective communication with key stakeholders Drawing on the list of key stakeholders identified by participants earlier in the Exercise, individual stations were established around the room each representing one identified stakeholder group. Participants were invited to visit multiple stations and contribute to discussions about how communication could be optimised with that nominated stakeholder group. The table below summarises the discussions at each station/ stakeholder group. Their role/ expectation What we need them to do (or not do) How to reach them Resources needed and elected officials To have access to reliable, timely, Know their role and boundaries and Regular e-bulletins Access to regular information and support from respect staff expertise Briefings communications council and agencies Only contact staff for essential issues Phone technology To be able to respond to constituent during an emergency List of councillor contact questions and requests Assist with communication of official key details messages to the community Pre-approved Refrain from person view on social media meeting/briefing and abide by media policies locations/times Clear media and social media policy CEO and executive To make informed decisions Stay calm and available Phone and email Phones, portable internet regarding emergency response Empower staff and remove barriers Regular briefings (face devices, backup power based on expert, reliable information Make decisions quickly to face or on phone) Pre-existing relationships To define councils role in emergency Understand their obligations with stakeholders and response/ recovery Give clear and consistent direction lead agencies To allocate appropriate resources Training on emergency Recognise and reward the contributions To be responsible for the safety and procedures and of staff responsibilities wellbeing of all staff and contractors Inform the Mayor and elected members
Communicating with key stakeholders Effective communication with key stakeholders Drawing on the list of key stakeholders identified by participants earlier in the Exercise, individual stations were established around the room each representing one identified stakeholder group. Participants were invited to visit multiple stations and contribute to discussions about how communication could be optimised with that nominated stakeholder group. The table below summarises the discussions at each station/ stakeholder group. Their role/ expectation What we need them to do (or not do) How to reach them Resources needed and elected officials To have access to reliable, timely, regular information and support from council and agencies To be able to respond to constituent questions and requests Know their role and boundaries and respect staff expertise Only contact staff for essential issues during an emergency Assist with communication of official key messages to the community Refrain from person view on social media and abide by media policies Regular e-bulletins Briefings Phone Access to communications technology List of councillor contact details Pre-approved meeting/briefing locations/times Clear media and social media policy CEO and executive To make informed decisions regarding emergency response based on expert, reliable information To define councils role in emergency response/ recovery To allocate appropriate resources To be responsible for the safety and wellbeing of all staff and contractors Stay calm and available Empower staff and remove barriers Make decisions quickly Understand their obligations Give clear and consistent direction Recognise and reward the contributions of staff Inform the Mayor and elected members Phone and email Regular briefings (face to face or on phone) Phones, portable internet devices, backup power Pre-existing relationships with stakeholders and lead agencies Training on emergency procedures and responsibilities
ECM_646108_v5_2016_EM_Exercise%20Communications_Report%20docx.docx