Communication is a very wide field. Besides promotional or transactional messages, you may also have to send out an urgent communication. When this is the case, overall efficiency is a key factor in the choice of your communication platform.
What is an urgent communication?
The nature of the message you send can determine the tool you will use. So, what makes urgent communication urgent? The promptitude with which you need the message to be read. To determine if your message can qualify as “urgent”, you need to ask yourself one question: what will be the consequences if my message is not read within 3 minutes? Answering that will allow you to evaluate how the message importance qualifies.
There are a lot of examples of urgent communication. You can use it to warn about a starting fire in a building, breakdowns that make employees’ work dangerous or any other emergency situation. Some companies use our Crisis Communication Center in an original way. To organize efficient product recalls or to manage a security team schedule, for example. You can also use it to manage contact lists that often change, as will be explained below.
Why choose a crisis communication center?
So, you have determined that your message is urgent. But why not send it through a classic platform? There are multiple reasons for that. We listed the 6 most important ones so that you can understand a dedicated platform’s purpose.
1 – The need for a multi-channel platform
First of all, when you send out an urgent communication, you need to make sure that the message is received by the recipient. Choosing a tool that supports multiple communication channels is crucial. Imagine that your recipient is on the field. Calling him is probably the best way to reach out to him. Now if he’s in an important meeting, he will most probably have his phone turned off, so you will have better chances by sending him an e-mail.
The RingRing Crisis Communication Center supports three channels: SMS, automated calls and e-mail. You can select one, two or three channels through which your urgent communication will be sent out. With this, the chances of your message being received are very high.
2 – Knowing your message has been read or heard
It is important to know if your recipient received the message, but it is much more important to know if he has read or heard it when it comes to urgent communication. Imagine that you are sending out an SMS alert to warn your employees about the breakdown of a crucial element in your factory. By knowing who read the message, you can determine who worked on it and estimate when the intervention started and so make sure the issue is resolved as quickly as possible.
To be able to know who read the message, the recipient needs to answer to the message. If you send out your urgent communication by SMS, he can simply text back “OK” and you will know he received it. With an automated call, the recipient will have the possibility to press a number to let you know he’s aware of the situation. E-mails will contain buttons to confirm the message was read. In the RingRing Crisis Communication Center, this information is gathered in an easy-to-read report. There you can see who received the message and through which channels but also who has answered to it.
3 – A priority delivery for urgent communication
In some situation, a few seconds can change everything. You need to make sure that the message you send out is not stuck in a waiting line to be delivered on its turn. You need to know that it will have priority over marketing communications, for example. At RingRing, we prioritize outbound messages by importance. All messages sent out through our Crisis Communication Center have a priority 1 and are sent before any other type of messages.
4 – A quick and simple way to send out your alert
In order to be efficient at the moment you send out your urgent communication, you need to be able to pre-configure the alerts and who will receive them. The RingRing Crisis Communication Center allows you to manage multiple lists of recipients that can constantly be updated. You can also specify schedules per person to contact only people on duty when you send out an alert.
For example, let’s say you use a crisis communication center in a school to inform parents that the daycare center will be closed. You can write a message in several languages, in which you can use placeholders and save it as an alert. You can then select a pre-uploaded list of parents, excluding those who do not use the daycare center of the school with the schedule functionality.
5 – Extend the platform to the entire organization
Once you have chosen your communication platform, it is important for the entire company to use the same tool so that recipients learn to work with the same tools. Several departments may need to send out alerts (the IT department in case of breakdowns, the management in case of external issues, the HR department in case of absence…). Using the RingRing platform, all these departments can have their own sub-account, meaning they can manage their own contact lists and alerts.
To conclude, don’t risk your urgent communication not being read. With one simple click on a button you can send an alert to the right people, through the right channel and in high priority while having them confirm they read your message. It is better to be safe than sorry!