Don’t Miss This Crucial Step
When organizations look for a mass notification system, they usually start by comparing features, pricing, and integrations. But that’s a mistake. There’s a crucial step they need to take first because trying to select a system before having a clear emergency communication plan is like buying a car before knowing where you need to drive.
When organizations are looking for a new tool, either to replace something they already have or because they don’t have anything adequate in place, the best advice we can give is: build a plan first, then find the right system to match it. Here’s why—and how you can do it right.
Why You Should Plan First, Buy Second
Too many organizations fall into the trap of picking a mass notification system based on marketing claims or price, and then trying to force it to fit their needs. The result? Gaps in communication, slow response times, and frustration when the system doesn’t perform as expected.
By mapping out your emergency communication before choosing software, you ensure that whatever tool you invest in actually supports your goals—not the other way around.
The Three Steps to an Effective Emergency Communication Plan
Before you even start looking at mass notification systems, take these three steps to build a strong foundation:
1. Define Your Goals and Key Scenarios
Start by asking: What do we need this system to accomplish? Your goals will vary depending on your industry, but they might include:
- Immediate emergency alerts for fires, severe weather, or security threats
- Operational messaging for shift changes, IT outages, or event notifications
- Compliance-based notifications for industries with strict reporting requirements
Then, outline key scenarios where mass notifications are critical. Think through how each type of emergency or event unfolds, who needs to know what, and when.
2. Identify Your Audience and Delivery Methods
Who needs to receive your messages? Employees, customers, vendors, the general public? Each audience may require different communication methods.
A strong plan includes multiple ways to deliver messages:
- Digital signage & PA systems for intrusive on-site audio and visual alerts
- Text messages to reach people wherever they are
- Emails for detailed information about non-urgent events
- Desktop pop-ups for immediate visibility at workstations
- Other devices and channels that may be unique to your organization
By planning these in advance, you can avoid choosing a system that only covers part of your communication needs.
3. Establish Roles, Responsibilities, and Triggers
Who is responsible for sending alerts? What approval processes, if any, need to be in place? How quickly should messages be sent in different situations?
Define:
- Who can trigger alerts (Executives, IT, security teams, all employees?)
- How alerts should escalate if the first method doesn’t reach everyone
- What the follow-up process is after an alert is sent
A clear framework ensures a fast, coordinated response when every second counts.
Now You’re Ready to Choose the Right System
With a solid plan in place, choosing a mass notification system becomes a strategic decision instead of a guessing game. You’ll be able to compare platforms based on what actually matters:
- Does it support all the communication channels you need?
- Can it integrate with your existing systems?
- Does it offer automation and escalation to improve response time?
- Is it easy to use under pressure?
By leading with your needs and strategy first, you ensure that your organization invests in a solution that will work when it matters most.
Don’t Let the Tool Dictate Your Plan—Flip the Script
If you’re in the market for a mass notification system, pause and build your emergency communication plan first. It will save you time, money, and frustration—and most importantly, it will ensure your organization is truly prepared for whatever comes next.
Need help assessing your plan? We’re here to help! Visit our Contact Us page to set up a meeting with our team to discuss your strategic needs.