Planning For Disaster: 6 Essential Ways To Communicate With Your Members During A Crisis

Tue, 10/03/2017 - 12:00am -- jen@jvillagenetwork

synagogue communication Between record-breaking hurricanes, catastrophic flooding, forest fires, and even Neo-Nazis, 2017 has brought one disaster after the next for communities throughout the United States and the Caribbean. During a crisis, communication with your members is essential. They are counting on you for support and resources on what may well be the worst days of their lives. Even if the power is out, technology (thank you mobile phones!) and social media can be a godsend. While not designed to be an exhaustive list, the tips in this article are here to help you continue to communicate with your community.

1. Plan Ahead

Don’t wait until disaster hits to map out your emergency communication plan. Determine in advance who at your synagogue is responsible for updating your website, sending out emails, and posting on Facebook. Assign a backup individual should this person not be able to fulfill this key role.

2. Establish a Trusted Out-of-the-Area Contact

Reach out to a trusted contact (Jvillage clients, please know that you can always call us) who knows how to update and edit your website. Consider providing this individual with access to your social media accounts should you be in a position where you are unable to post info. Allow this individual to take the lead on conveying key information to your community.

3. Think Mobile

Even in the absence of an Internet connection, your congregants may be able to use their mobile phones to access your website and social media channels.

After setting a designated spot to post emergency notifications on your website, be sure to view your site on a mobile device. If your website is responsive design, the location of that emergency content block may be in a different place than how it appears on a desktop browser. Study your website on a mobile to ensure that all emergency info is positioned in a prominent location and is easily accessible no matter the device being used.

Jvillage clients - if you use our database (jManage), you can also send out text messages to key groups. Text messages are a powerful way to keep folks informed of any changes.

4. Use Social Media

You members may not be able to get to your building and they may not be able to access your website, but they may still be able to connect with you via Facebook or Twitter.

We encourage you to actively post updates on social media. We’ve seen Rabbis in Houston, Texas use Facebook live to stream messages to congregants during Hurricane Harvey. And, after the initial days of the crisis have passed, continue to use social media as a way to share updates and provide valuable information on rebuilding or resources.

5. Back Up Computers and Software

Regularly backup the information housed on your computers. If your membership data is stored on a computer hard drive, take steps to ensure that in case of flooding the information will not be lost. Contact your membership management provider to see if they can back up your info on your behalf. If you use a cloud-based database like jManage rest assured that your data will be safe and protected.

6. Plan for Online Donations

Never forget that no matter our address we are all a part of the same community. There are so many people out there who want to help you get back on your feet. Online donations can make a real difference when navigating the aftermath of a crisis. Don’t wait for a disaster to start soliciting donations. Jvillage clients - online donations are an included service with no extra charge - contact us to get started.

If you are in a pinch, a GoFundMe or similar crowdfunding page can be quickly and easily set up. We recommend YouCaring. Unlike other fundraising platforms, YouCaring charges no site fees and helps you to maximize the generosity of your community.

Next Steps

Please note that this blog post is not meant to be a comprehensive guide to disaster preparedness (for more information on please visit: Ready.gov). Our goal is to give you some new ideas on how you can continue to communicate with your congregation in an disaster or emergency situation. Open a conversation with your team. The time to plan is before disaster strikes.

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