A virus that started off in China is now a global pandemic that is likely to claim thousands of lives, and as matters develop, could claim the loss of thousands of businesses and jobs. Protecting your staff, your clients and your businesses are of paramount importance. So, what is your COVID-19 Communication Strategy?
Communication is key
Below are a range of initiatives that should form part of your COVID-19 Communication Strategy over the coming weeks and months. Some may only be temporary measures; others may result in being permanent changes. The key is to think about your staff and your clients and what steps you can take to reduce the risk of spreading the disease, yet still be able to run your business with the minimum amount of disruption.
COVID-19 Statement
Reassure your stakeholders as to what steps you are taking to maintain a ‘business as usual’ stance. Confirm your company policy regarding meetings, which for most of us will need to be video conference or phone calls; clarify what ‘essential’ travel is for your business; confirm office opening procedures if you are still operating from business premises; and communicate home working processes for staff and how clients and third parties should contact you in the meantime.
Email your clients to keep them informed of what steps you are taking.
Issue a statement on your website along the same lines and link to this, repeatedly, from your social media channels.
If you would like me to write a personalised COVID-19 Statement which you can use on your website, social media and emails please email vicki@momentumforprofessionals.co.uk.
Online is the new face to face
Whether its staff meetings or meetings with clients, suppliers or business contacts, these should now be replaced with online video conferences. Suppliers such as https://zoom.us offer a range of packages, with the basic option being free.
Proactive phone calls and texts
Where it is not possible to conduct video conference calls, use the phone. However, as well as replacing face to face meetings with phone calls, also use this time to call (or text) your clients to see how they are finding things. Are they concerned? Is there something you could do to help? Be proactive, your clients will appreciate it.
Share relevant Government updates where possible
For professional service firms whose clients consist of business owners and the self-employed, now more than ever they need practical support and guidance from you. Whilst the situation is changing every day, where possible keep the channels of communication open by forwarding relevant messages from the Government and professional bodies. Don’t assume that all your clients are watching the news or getting relevant practical advice, or searching your website for it. Email them the information. Look out for useful online guides you can circulate, such as this short video by Giles Mooney from PTP Limited which gives an update and practical advice based on the Government’s support for businesses (as of 21 March 2020). PTP will be issuing further updates over the coming weeks, which can be found in the news section of their website.
Ramp up the social media
With all events and social functions being cancelled or postponed, use the time when you would have been attending events to post on your social media channels. Whether it’s guidance on how businesses can access support from the Government or sharing tips/funny stories of the joys of working at home, engage with your stakeholders and show them that “we’re all in this together!”
For more tips on how to write your social media posts read our blog ‘The Principles of Social Media’.
Blogs and factsheets
Add blogs and factsheets to your website on how you can help individuals and businesses, linking to relevant Government and trade body websites where relevant. When you load such articles onto your website, don’t forget to share them across your social media channels and email them to clients as well.
The show must go on
You may have organised an event which has had to be postponed or cancelled. Rather than cancel the event, or postpone it until later in the year, look at alternative delivery methods. For events such as seminars, could this be turned into a webinar (live or recorded)? Could networking events be moved to social media, taking place at the same time, but getting people to contribute by typing rather than speaking? Or if you have the appropriate video conferencing software for mass meetings, could you run the events online, allowing participation from the delegates? Try to think around the problem to come up with a solution that could be just as engaging.
Try new things
As the country (and the rest of the world) batten down the hatches for the foreseeable future, this presents an opportunity for us all to try different forms of communication. Now is an excellent time to experiment with video, podcasts, apps, etc to stay in touch with your staff, clients, prospective clients and business associates.
We are experiencing unprecedented, turbulent times. No-one knows how or when it will end. However, by taking a proactive stance with your communications and keeping in touch with your key stakeholders, you are more likely to weather the storm.
If I can help with your COVID-19 communication strategy do get in touch on 01822 83330 or email vicki@momentumforprofessionals.co.uk.
