Purchasing A Mass Notification System Requires Buy-in from Multiple Departments

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Safety is Everyone’s Concern

Understanding who is in charge when it comes to implementing a new safety solution can be challenging. Sometimes it’s security, other times facilities, and still others it falls on IT if the solution is a piece of technology that needs to be integrated throughout an organization. We often encounter this when speaking with customers who are tasked with finding a mass notification solution. We deal with people from a variety of departments who have often been asked by someone else to select a tool that will enhance safety and communication, but they aren’t always the ones making the final decision.

People are any organization’s number one asset, and protecting them should be a top priority. That’s why it’s important to engage multiple departments to help share the responsibility, and ultimately build a more comprehensive safety plan for their organization. In this blog post, we’ll outline why you need buy-in from multiple departments when purchasing a mass notification system.

Emergency Scenario Planning

A large part of implementing a mass notification system is understanding how it is going to be used within your organization. Bringing together multiple departments will help your organization understand all of the emergency scenarios it may encounter, and how a mass notification system will be used. Different events may require different forms of alerting. For example, a severe weather notification might not have the same notification procedure as an active shooter situation. This is a very detailed process that involves mapping out who is authorized to send the alert, what method they are using to send the alert, what the text/audio/image content is and which group(s) will receive the alerts and on which devices. Further, it’s important to map out what the desired result will be and how an ongoing scenario will be managed.

7 Emergency Messages Templates Every Organization Needs to Have

A flexible mass notification system will allow you to configure message delivery to different groups. Certain events may require you to alert an entire organization, while others may only need you to alert a small group who can then spread the word and manage a situation. Having multiple departments involved in this process will ensure the right people receive the right information to begin coordinating a response to the emergency.

Mass Notification Feature Adoption and Integration

During your scenario planning, it’s also important to take stock of the features available with your mass notification system. It may not be prudent to implement every feature at the same time. Assessing which features will be most useful and can be utilized most quickly will help your organization begin taking advantage of the safety benefits a mass notification system can provide.

Robust notification systems offer a wide range of features and integrations. Audio and text notification, emails, panic button configuration and triggering, 911 alerting, automatic severe weather updates and more, can all be put into use for emergency notification. Integration with IP speakers, desk phones, mobile devices, desktop computers, digital signage, and other devices, helps build a connected mass notification ecosystem. Representatives from different departments should know all of the options available and provide input into what will work best within the organization. Knowing what features will have the biggest impact and what devices will receive notification messages gives your organization a more well-rounded safety strategy.

Execute a Smooth Deployment

Once your scenarios are planned, your organization will be ready to deploy its new system. Having multiple departments be a part of the buying and implementation process will help make this easier. The more familiar people are with the system, and the more knowledge they have about what alerting options are available, the less confusion there will be when the system is rolled out. This will also be helpful should an actual emergency take place within your organization. People will have a better understanding of where the messages are coming from and how to send alerts should they need to.

An effective emergency response relies on strong communication. An emergency notification system can help organizations share critical safety information. The more departments that have a stake in the success of the system, the better the deployment will be.

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