Hurricane Season: The Importance of Alert Templates in Critical Events

Tammy Waitt

June 12, 2019

On September 10, 2017, Hurricane Irma, a Category 5 with sustained winds of 185 miles per hour, Hurricane Irma ranked among the most powerful hurricanes ever recorded. The ninth named storm, fourth hurricane, second major hurricane, and first Category 5 hurricane of the 2017 season, Irma caused widespread and catastrophic damage throughout its long lifetime, particularly in the northeastern Caribbean and the Florida Keys. (Image courtesy of NOAA)

The 2019 hurricane season is set to be slightly above average in activity, according to hurricane research scientists at Colorado State University.

The National Oceanic and Atmospheric Association (NOAA) predicts that we could see nine to fifteen named storms in 2019, which is the expected average activity.

Although hurricane predictions vary one thing is certain, you need to be prepared to communicate, whether we see two named storms or fifteen.

Start by using these automated message templates for your organization’s mass notification system.

Using Hurricane Notification Message Templates

When using message templates, there are a few basic guidelines to follow. Start by keeping the message length to a minimum.

This ensures recipients can get the most information in the least amount of time.

In addition, SMS messages cannot exceed 918 characters; longer messages are broken up into multiple messages that may create confusion.

By creating message templates prior to severe weather, you can generate detailed and informative alerts for every step in your emergency plan.

Then in the wake of a hurricane, these messages are ready to be sent to the right audiences.

Recipients receive only those messages that apply to them, which helps to eliminate confusion during a stressful time.

(When disaster strikes, how will you notify residents of information that will keep them safe? The CodeRED solution from OnSolve provides the easy and reliable notification tools you need to be prepared. Courtesy of OnSolve and Vimeo.

Your Alert Arsenal for Customizing and Distributing Messages during Critical Events

OnSolve understands the importance of clear, consistent communication.

That’s why we developed this comprehensive alert arsenal, so you’re armed with messages to ensure clarity in over 40 different scenarios.

What to Say Before a Storm Breaks

Long before a hurricane makes landfall, you need to start sending out emergency notifications.

These pre-storm warnings are critical to the safety and security of your employees.

The following are template messages you can input into your customizable emergency notification system:

A hurricane has been forecasted to impact [CITY, STATE] on [FORECASTED DATES OF STORM]. Please work with your manager on alternative working arrangements.
We are in the path of [STORM NAME]. Stay alert for emergency messages regarding evacuations, office closures and relevant instructions

An enhanced satellite image shows Hurricane Florence west of Isaac and Helene. (Courtesy of YouTube) — An enhanced satellite image showing Hurricane Florence west of Isaac and Helene from September 2018. (Courtesy of YouTube)

The goal at this time is to provide information regarding business continuity.

Since you are not sure about the severity of the storm, the preparatory plan should be to keep your business running while protecting your employees.

Communication During a Hurricane

Once a hurricane has hit, the emergency messages you send out to employees will reflect a different goal.

If your office is in the line of the storm, chances are you need to keep in contact remotely. In addition, you need to have a plan to provide emergency support for affected employees.

Message templates that can be useful during a hurricane include:

[NAME OF OFFICE] will remain closed until [DATE, TIME] due to the damage caused by [NAME OF HURRICANE]. Please follow local weather safety alerts to ensure you are protected from severe weather.
If you are affected by [NAME OF HURRICANE], please contact [PERSON OF INTEREST] to find out how to receive assistance during this time of need.
For the latest updates on the impact of [NAME OF HURRICANE] at [NAME OF OFFICE], check out our company news [LINK TO WEBSITE].

Your plan should include various methods of notification for weather emergencies, including desktop alerts, instant messaging, social media, emails, and mobile apps. (Courtesy of OnSolve)

If your business is affected by a hurricane, it’s likely your employees are too.

As such, be sensitive to their situation as you work to continue business functions. Your consideration and concern can help them recover more quickly.

Post-Storm Recovery Messaging

Even though the hurricane has retreated, the real challenge begins in the recovery process. For your business, your main goal is to resume operations as quickly as possible.

To do this effectively, implement the following message templates into your emergency notification system:

The better your communication plan, the better your organization can navigate inclement weather. (Courtesy of OnSolve)

Due to [NAME OF HURRICANE], our office is closed. Contact [MANAGER OF DEPARTMENT] for information about working remotely and when to return to the office.
If you are unable to travel to the office, please contact [MANAGER OR PERSONNEL] to discuss alternative working arrangements.
If you require assistance with maintenance, repairs or tech damage in your office, please reach [MAINTENANCE DEPARTMENT] to schedule repairs.

Your mission at this point is to provide services to resume productivity.

However, you must remain empathetic to the needs of your employees who may have suffered serious losses both professionally and personally.

Fortunately, you can do both with the use of message alerts this hurricane season.

Want more alert templates?

The latest white paper from OnSolve, a New Competitor and Double Award Winner in the 2018 ‘ASTORS’ Homeland Security Awards Double Winner, titled “Your Alert Arsenal for Customizing and Distributing Messages during Critical Events, outlines over 100 prewritten message scenarios so you can easily copy, customize, and send an alert at a moment’s notice.

Your Alert Arsenal for Customizing and Distributing Messages during Critical Events

OnSolve understands the importance of clear, consistent communication, that’s why they developed this comprehensive alert arsenal, so you’re armed with messages to ensure clarity in over 40 different scenarios.

OnSolve Takes Gold & Silver in 2018 ‘ASTORS’ Homeland Security Awards Program

OnSolve

Best Handheld Mobile Device Solution
Send Word Now Direct (SWD) Direct emergency alerting and mass notification platform

- - Best Mass Notification System-Software

Onsolve

The Annual ‘ASTORS’ Awards Program is specifically designed to honor distinguished government and vendor solutions that deliver enhanced value, benefit and intelligence to end users in a variety of government, homeland security and public safety vertical markets.

William "Bill" Bratton, former police commissioner of the New York Police Department (NYPD), the Boston Police Department (BPD) and former chief of the Los Angeles Police Department (LAPD), will speak at the 2019 'ASTORS' Homeland Security Awards Luncheon at ISC East 2019, on Wednesday, November 20th, at the Jacob Javits Convention Center (Courtesy of Teneo Risk) — Bill Bratton, former police commissioner of the New York Police Department (NYPD), the Boston Police Department (BPD) and former chief of the Los Angeles Police Department (LAPD), will speak at the 2019 ‘ASTORS’ Homeland Security Awards Luncheon at ISC East 2019, on Wednesday, November 20th, at the Jacob Javits Convention Center (Courtesy of Teneo Risk)

The 2018 ‘ASTORS’ Awards Program drew an overwhelming response from industry leaders with a record high number of corporate and government nominations received, as well as record breaking ‘ASTORS’ Presentation Luncheon Attendees, with top firms trying to register for the exclusive high – end luncheon and networking opportunity – right up to the event kickoff on Wednesday afternoon, at the ISC East registration!

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The Department of Homeland Security
The Federal Protective Service (FPS)
Argonne National Laboratory
The Department of Homeland Security
The Department of Justice
The Security Exchange Commission Office of Personnel Management
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The Annual ‘ASTORS’ Awards is the preeminent U.S. Homeland Security Awards Program highlighting the most cutting-edge and forward-thinking security solutions coming onto the market today, to ensure our readers have the information they need to stay ahead of the competition, and keep our Nation safe – one facility, street, and city at a time.

The 2019 ‘ASTORS’ Homeland Security Awards Program is Proudly Sponsored by ATI Systems, Attivo Networks, Automatic Systems, and Desktop Alert.

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License Plate Recognition	Detection Products	And Many Others!

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2018 Champions Edition

See the 2018 ‘ASTORS’ Champions Edition – ‘Best Products of 2018 ‘ Year in Review’ for in-depth coverage of the outstanding products and services of firms receiving American Security Today’s 2018‘ASTORS’ Homeland Security Awards.’

Enter Early to Maximize Media Coverage of your Products and Services at Kickoff, and Get the Recognition Your Organization Deserves!

And be sure to Register Early for the 2019 ‘ASTORS’ Awards Presentation Luncheon at ISC East 2019 to ensure your place at this limited- space event!

2018 ‘ASTORS’ Homeland Security Awards Luncheon at ISC East

Why the 2019 ‘ASTORS’ Homeland Security Awards Program?

American Security Today’s comprehensive Annual Homeland Security Awards Program is organized to recognize the most distinguished vendors of physical, IT, port security, law enforcement, and first responders, in acknowledgment of their outstanding efforts to ‘Keep our Nation Secure, One City at a Time.’

Why American Security Today?

American Security Today is uniquely focused on the broader Homeland Security & Public Safety marketplace with over 70,000 readers at the Federal, State and local levels of government as well as firms allied to government.

The old traditional security marketplace has been covered by a host of security publications that have changed little over many years.

American Security Today brings forward a fresh compelling look and read with our customized digital publications that provides our readers with solutions to their challenges.

Our Editorial staff provides a full plate of topics for our AST monthly digital editions, AST Website and AST Daily News Alerts.

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OnSolve is a leading global provider of SaaS-based critical communication solutions for enterprise, SMB, and government customers.

The company’s cloud-based software communications platform provides seamless and easy-to-deploy solutions for the exchange of critical information among organizations, their people, devices and external entities with use cases designed to save lives, enhance revenue and reduce costs.