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Planning Your Communication For Tough Days

Steps to avoid speculations during a crisis.

Neli Moqabolane

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Life is unpredictable; any type of crisis can hit your company, an explosion or a crash. Each enterprise must have a crisis-communication plan, alongside its crisis-management plan. The communication plan facilitates stakeholder communication during a crisis.

People can start speculating if not informed what is happening. Often speculations create a negative reputation. Be the first to communicate a crisis, do so by planning ahead. Scan your environment, then forecast the worst that can happen. Keep your plan simple and update it annually.

Here are some pointers on a crisis-communication plan.

1. Define a crisis

Establish what could be a crisis for you. Each enterprise has different features; your uniqueness will determine what is deemed a crisis.

Crisis differs in levels of intensity, and the size of your enterprise will also play a role. For example, say you are a light fitting company, braking thirty globes, might be or not be a crisis, depending on your company size.

On the other hand; should a truck transporting thirty thousand of your stock be in an accident, this would definitely be a crisis.

Related: Do I need to have a crisis management plan? 

2. Identify state authorities, agencies, and other entities to communicate with

Let’s continue with the truck accident. Think, who are the relevant parties that can assist or are concerned? Draw a list, which may include traffic officials, paramedics or hospital, the media might want to cover. Employees and their next of kin should form part of the list.

Create a professional relationship with all identified parties. Keep contact and updated as people change positions. These people will assist with communicating or will be communicated to.

3. Identify how you will communicate internally and externally

internal-communication-structure

Consider each stakeholder’s unique characters when choosing communication methods. It can be the telephone, SMS, emails, social or traditional media. Your methods must allow you to update stakeholders ASAP as the accident develops.

Related: 7 Management Lessons From a 7-Time CEO

4. Who will communicate?

Appoint a designated spokesperson. This person must be informed about the company’s current affairs. They should be well-spoken and comfortable with media attention. Assign a back-up spokesperson with similar qualities as the spokesperson.

Identify individual to communicate using other chose communication methods. The communication team should collaborate with the technical team for support and expect advice.

5. Draft the message

Draft a handy first press release, include what occurred, when, the place the incident occurred, the source and victims, if any. Mention that more details will follow.

Prepare to answer difficult questions; however, you should plan to provide detailed information before questioned. Your message should be clear, don’t hide or appear as though you are hiding details.

Not knowing is not a crime, should you not have answers tell your audience, then provide it at a later stage.

Related: How To ‘Crisis-Proof’ your Company

6. Create a crisis decision-making checklist

A checklist includes stages of crisis communication. What to do, when and the names and contacts of all responsible parties. It ensures that all stakeholders are communicated to, and protocol is followed.

Neli Moqabolane is a writer who writes informative pieces that transform and educate. Her niche includes business (public relations), careers, and parenting/children. She graduated in 2014 from the University Of South Africa (UNISA) with a National Diploma in Public Relations Management. In 2007 she completed a Certificate in Community Journalism still at UNISA. Her education also includes a Higher Certificate in Economic Development from the University of the Western Cape, accomplished in 2007.

Leading

6 Ways To Lead In The Multi-leader Economy

Why business leaders today compete for mindshare among their employees, and how they can lead.

Don Packett

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I recently attended an event where a CEO delivered the company’s annual results and outlined its future strategy. He closed the talk with some inspirational content to get the team excited about the year ahead.

While I listened to this business leader speak, I also had my eye on the audience. While the content was relevant and inspiring, the narrative and delivery was off. This was evident in the audience, who seemed disengaged – most had their faces in their phones. These employees, who should be inspired by their leader, were simply biding their time, waiting for the next speaker.

Was it because they’re generally rude, disengaged people? Not at all. In fact, they were a phenomenally switched-on crowd when we presented to them. So why weren’t they listening intently to the proverbial captain of the ship?

Leadership competition hotting up

I believe it’s because leaders today are competing for the attention of those they lead. People are exposed to hundreds of potential leaders in their daily lives, and that number grows daily as the internet brings a whole host of outside influence into reach.

While many of these influencers are not tasked with leading, per se, great leaders seldom have to force a following. They naturally build one through an innate ability. They achieve this by delivering inspiring and engaging content on a regular basis via platforms like Facebook, Twitter, LinkedIn, YouTube, podcasts or TED.com.

And it’s not just inspirational visionaries like Jobs or Branson who people listen to today. Anyone with a strong message can self-publish to spark debate, inspire or influence.

Related: 21 Tanks: Don Packett and Richard Mulholland

Understand the new dynamic

will-smith

Accordingly, whenever a leader steps up to deliver something relevant to their team, they need to be aware that in the past 24 hours their audience has probably watched people like Simon Sinek, Mel Robbins or Will Smith deliver a message that could spark a different way of thinking.

If you’re a business leader and have not considered the possibility that your team is also being influenced and, often, led by a host of other leaders, then you’re in for a tough time. The reality is that leaders now face fierce competition, and as the head of an organisation you need to take charge and own that space.

Here’s how you can take the lead in leadership:

1. Maintain face-to-face engagements

This is still the best way to work, especially when talking about important matters. I have a standing one-hour meeting with my team every three weeks. I open this session with a 10-15 minute talk on a specific topic I feel is important. The remaining time is used for open discussion. These sessions have been incredibly powerful, because it’s an opportunity for everyone to have their say, share their views and contribute to growing the business and the team, together.

2. Write narrative that catalyses conversation

This pertains to the content of your engagements. This needs to be something that’s not only on your agenda, but also on your employees’ agenda. People need both answers and guidance, but when leaders and teams can work on both aspects together, magic happens.

3. Deliver with conviction

Leaders often throw out a concern, hoping that it gets resolved. You can’t do that. Leaders need to stand up and deliver with passion to galvanise their teams. Sure, be part of the conversation, and ensure that your team knows how important it this, but understand that it’s more than just a conversation.

4. Get them to challenge you

The proverbial ‘open door policy’ requires employees to walk up to the door. Our regular team session offers me the opportunity to ask everyone, collectively, about their thoughts on a subject. I’m basically standing at the open door and asking them to come in, and not just randomly, but to discuss something pertinent.

Related: Rich Mulholland Reveals His Secrets To Success And How He Plans To Stay There

5. Make the changes required

After listening to your team, take action. Due to the influence of social media, society today is plagued by “ask-holes” – people who ask for advice or ideas, but never action them. Leaders need to listen and take action. Not that you should do everything you team asks, of course, but listening is the first step to understanding, and action needs to follow.

6. Rinse, repeat

Effective leadership is not an annual speaking engagement. It requires constant work to keep teams focused on the business. The biggest failure in most businesses is a lack of communication, which is something leaders need to constantly work on.

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Leading

Want To Achieve Greatness? Force Everyone Out Of Their Comfort Zones

Diverse teams are better performing teams, but only when they are inclusive.

Rob Jardine

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Working in a diverse team feels uncomfortable and that’s why we perform better. Discomfort arouses our brain, which leads to better performance.

Diverse teams are smarter teams. They have higher rates of innovation, error detection and creative problem solving. In environments that possess diverse stakeholders, being able to have different perspectives in the room may even enable more alignment with varied customer needs.

Being able to think from different perspectives actually lights up areas of the brain, such as the emotional centres needed for perspective taking that would previously not be activated in similar or non-diverse groups.

In a nutshell, you use more of your brain when you encourage different perspectives by including different views in the room. However, work done at the NeuroLeadership Institute has proven that this only works when diverse teams are inclusive, and this still remains a key challenge in business today.

When we consider the amount of diversity present in the modern workplace and the addition of more diverse thinking as a result of globalisation and the use of virtual work teams, it’s clear that the ability to unlock the power of diversity is just waiting to be unleashed.

Here’s how you can unlock this powerful performance driver.

The Social Brain

Despite the rich sources of diversity present in most workplaces, companies are still often unable to leverage the different perspectives available to them in driving business goals. Recent breakthroughs in neuroscience have enabled us to understand why. The major breakthrough has centred around the basic needs of the social brain.

We have an instinctual need to continually define whether we are within an in-group or an out-group. This is an evolutionary remnant of the brain that enabled us to strive to remain within a herd or group where we had access to social support structures, food and potential mates. If we were part of the out-group it could literally have meant life or death. We are therefore hypersensitive to feelings of exclusion as it affected our survival.

The brain is further hardwired for threat and unconsciously scans our environments for threats five times a second. This means, coupled with our life or death need for group affiliation, we are hypersensitive to finding sameness and a need for in-group inclusion.

When we heard a rustle in a bush it was safer to assume that it may be a lion than a gust of wind. It is this threat detection network that has kept us alive until today. The challenge is that society has developed faster than our brains. In times of uncertainty we often jump to what is more threatening.

Some of the ways that this plays out is when we leave someone out of an email and they begin to wonder why they were left out. The problem is that it’s easy to unconsciously exclude someone if we are not actively including. The trouble occurs when we incorrectly use physical proxies to define in-group and out-group, as this is the most readily available evidence used unconsciously by the brain.

Barriers to Inclusion

A study done between a diverse group and non-diverse group demonstrates how this plays out in the work place. Both groups completed a challenging task and were asked how they felt they did as a team after the exercise.

The effectiveness of the team and how they perceived effectiveness were both measured in the study. It’s no surprise that the diverse team did better in the completion of the problem-solving task, but what is surprising is that they felt they did not do well. In contrast, the non-diverse team did worse, but felt that they had done well.

Working in a diverse team feels uncomfortable and that’s why we perform better. Discomfort arouses our brain, which leads to better performance. It feels easier to work in a team where we feel at ease in sameness, but in that environment we are more prone to groupthink and are less effective.

Creating Inclusion

We can’t assume that when we place diverse teams together we will automatically reap the rewards of higher team performance. As discussed, we’re hardwired for sameness and if we’re not actively including, we may be unconsciously excluding.

If we want diversity to become a silver bullet, we need to actively make efforts to find common ground amongst disparate team members. This in turn will build team cohesion and create a sense of unity, including reminders of a shared purpose and shared goals. Many global businesses put an emphasis on a shared corporate culture that supersedes individual difference.

It’s the same mechanism that is used in science fiction films that bond individuals together against a common alien invasion. It can also be used to describe why we felt such a great sense of accomplishment during the 2010 World Cup as we banded together as a nation.

We must also make sure we uplift all team members by sharing credit widely when available and recognising performance. The last thing we can do to further inclusion is to create clarity for teams. By removing ambiguity, we allow individuals to not jump to conclusions about their membership within groups and calm their minds so they can use their mental capacity to focus on the task at hand.

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Leading

To Get A Job Or Not Get A Job. What Are We Teaching Our Children?

Remember the days where if you went to school and studied a degree, you got a job and built a career that enabled you to retire comfortably? I don’t, in fact I’m not sure those days ever really existed. If they did, they are long gone.

David Wilson

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Today STATS SA tells us only 1 in 3 of the youth in South Africa have a job, even worse still – 34% of graduates aged 15-24 are unemployed1. The bottom line is that there are not enough jobs to cater for every child that finishes school. Our children need to learn entrepreneurship. If we want a brighter future for them, we need to nurture, teach and develop the skills and behaviours required to create jobs of their own.

With no intention of knocking the school system it would seem for the most part it discourages entrepreneurial thinking on a fundamental level; it prepares students to become good employees. Tuck your shirt in, sit still, stand in line, do your homework, focus on the task, check this box, you get the picture. Three decades ago this may have worked but it won’t work when we are trying to teach our children to survive the forth industrial revolution and prepare for jobs that don’t yet exist!

It may sound like a cliché, but kids are our future. As a parent I believe one of the most important duties we have is to give our children the best possible start. We need to prepare them on how to live, survive and thrive in a world that is rapidly changing, mostly unpredictable and often unforgiving. This starts by identifying the skills and nurturing the behaviours that will give them the best chance for success.

Related: Watch List: 11 Teen Entrepreneurs Who Have Launched Successful Businesses

Teaching entrepreneurship prepares our children for the future

Entrepreneurship encompasses so much more than starting and running a business. It’s a shift in mindset, a different way of thinking. Entrepreneurship views problems as opportunities and fuels creativity in the pursuit of solutions. All these skills can be applied to life.

Successful entrepreneurs are resourceful, self-confident and tenacious. They are great communicators and marketers, good at identifying and understanding risk. They have learnt from failure and made mistakes. Entrepreneurs are financially literate, understand cash flow and how to manage money. Again, these are skills that every child and student can benefit from.

To make it in the workplace of the future you will need to be self-confident, innovative, creative, motivated and curious.

Employers will need to hire staff that have the creative ability to innovate and ensure the longevity of their organisations. Those people that show entrepreneurial flair will be in demand in a world that is ever and more rapidly changing.

Exposing our children to entrepreneurship, teaching them the fundamental skills and behaviours required to start a business, and letting them know it is a career choice should be a requirement in all schools and endorsed and supported by all parents.

References:

  1. Youth unemployment still high in Q1: 2018 http://www.statssa.gov.za/?p=11129

Read next: Kid Entrepreneurs Who Have Already Built Successful Businesses (And How You Can Too)

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