Communication procedures can sit within the incident management procedures or within other teams' response procedures, and several teams work closely together. Guidance: sending and receiving messages during an incident is managed and coordinated, and the procedures say when and by what means the organization will contact staff and their families, other interested parties and emergency services, and how it will present its response through the media and social media afterwards, including the communication approach during the incident, the preferred way of dealing with the media, guidance or a template for media statements, and enough trained, competent spokespersons cleared to brief the media. Inside and outside messages are consistent in timing and content, with staff told first to build confidence, trust and encouragement; prepared material helps most at the start, letting the team describe the organization and its business while the facts are gathered; it can make sense to set up a suitable place to meet the media and other groups, enough trained people to handle media calls, every channel available including social media, and pre-approved background material; pressure groups and community action that hold or can sway power over the organization may need attention; and a process for identifying and ranking how to reach other key parties is set up, which may need its own stakeholder management procedure with ranking criteria and a named owner for each party or group.
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