Make an Emergency Communication Plan in 4 Easy Steps

Have you ever lost your phone? That sick feeling of panic, loss of control and desperation is real, bus passes quickly when you find it again. But when disaster strikes, communications systems can be severely impacted, resulting in communication lapses that can last hours, weeks or more.

People are busy. Parents work, sometimes in different geographical areas. The kids are in school, or separate schools, not to mention all the activities outside of work/school like appointments and extracurriculars that keep us going in multiple directions.

Having an Emergency Communication plan is an essential part of everyone’s Emergency Preparedness. Let’s walk through some basics on how to set one up!

Step 1: Collect your key contacts. Write them down (yes, on paper).

If you asked me right now to rattle off my adult son or daughters cell phone number, I’d be hard pressed to do that. My elderly parent’s number? Same. My doggie daycare number? LOL nope. Why? My brain is like “Pffft I don’t need to know this stuff” because the information is right there in my phone.

Everything is in our phones, however in an emergency situation your phone might get lost, broken or the communication system itself might be overloaded with emergency calls. If you do have contact information memorized (show off), the stress of the emergency situation might hinder your ability to recall things accurately.

For these reasons, having physical copies of critical contacts on hand can be really helpful. Put a copy in your Emergency Kit and Go Bag but also ensure every member of your family has a copy tucked away in their wallet, bag or backpack. (Store it in a Ziplock bag or if you’re really keen…. laminate it!)

Which numbers? The specifics will be different for everyone but in general, you’ll want contact information for:

• Immediate family and friends (phone numbers, addresses, emails, social media links)

• Direct lines to local emergency services (police, fire, hospitals) in case 911 is unavailable.

• Your Healthcare provider and Pharmacist.

• Schools, childcare, and afterschool programs your kids might be enrolled in.

• Your insurance (home, auto, tenants’ insurance etc) providers.

• Utilities, your landlord or your property management company.

• Hotels! Especially important if you have pets, to identify pet-friendly hotels.

Step 2: On this list, assign two Super Important Emergency Contacts: One NEARBY + one FAR AWAY.

The NEARBY (local) emergency contact is your on-the-ground support. Collecting the dog/kids if you can’t, or their home can be a meeting place. However, the emergency might have impacted them too.

In that case, the FAR AWAY (out-of-town) contact will be essential to relay messages between family and friends, helping you conserve resources and focus on immediate needs. They should live far enough away that they won’t be impacted by the same emergencies.

Your NEARBY contact = logistical support, safe meeting place.

Your FAR AWAY contact = communication hub, relaying information between family members.

Step 3: Identify two Meeting Places, One NEARBY and one FURTHR AWAY.

It’s important to establish meeting places ahead of time so reunification is easier. Every disaster is different, but a good meeting place is one that’s familiar, safe and easy to remember.

A NEARBY meeting place is generally close to your home (a playground, a mailbox, a community building or the house of your NEARBY Emergency Contact) and a secondary FURTHER AWAY meeting place, in case the NEARBY one isn’t accessible or safe.

TIP: Ahead of time, (like, now) set up a “virtual meeting place”. Having an “In Case of Emergency” group chat on social media for family to leave messages about their status. It’s important that you don’t use the group chat for non-emergency things, save it for when you need it.

Step 4: Stay Informed

Identify key websites for emergency information (municipal, provincial, police, emergency management). Save as tabs on your device but also write them down.

Download apps and subscribe to alerts for weather, road closures, and local emergencies.

Finally, once you have your Emergency Communication Plan, talk it through with family and Emergency Contacts so that everyone is aware of it and understands it. Practice it, get familiar with it and review it annually, because contact information can change.

Good luck! Please comment, or reach out with any questions, comments or feedback. - Jeni