How to Secure Your Mass Notification System Budget

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Secure Your Mass Notification System Budget

Selecting a mass notification system can be a daunting task. First, you need to find the solution that is going to be the best fit for your organization, then you actually need to implement it. But between those two steps, you’re going to need to work with your organization to secure a budget to pay for this new safety tool. While safety is of the utmost importance in most organizations, a large price tag can sometimes be a hurdle too challenging to overcome.

However, with the right approach, you can make this process less of a headache, and more of an opportunity to emphasize the need for your organization to have a tool that can reach everyone with critical safety information during an emergency. In this blog post, we’ll walk through six tips to help you secure the budget you need to implement a mass notification system.

Define Goals and ROI

It’s important to start by answering the “why,” as in, “Why does our organization need a mass notification system?” While that answer may seem obvious given the safety benefits this type of tool provides, it’s beneficial to be able to outline goals you wish to achieve and the type of ROI that can be expected. Goals can include how many people and devices your organization wants to be able to reach and how quickly you want to be able to reach them. Goals may also relate to fulfilling certain government guidelines or how efficiently safety drills can be conducted. Spend some time brainstorming 5-10 goals and how a mass notification system can accomplish them.

Determining ROI can be a more difficult task. It’s hard to provide a direct correlation between revenue and a safety tool, but that doesn’t mean it’s impossible. Understand what current capabilities can be measured and tracked and how you will compare those analytics once the solution is implemented. Also, be aware of the impact on continuity. Emergency situations have a tendency to disrupt operations, and how big of an effect that interruption has depends on how quickly you can get back up and running. A key metric to consider is how much revenue would be lost each day if business were interrupted. Mass notification systems can help by making sure everyone is on the same page about a crisis event and when operations have returned to normal. This minimizes confusion and helps save time.

Learn more about measuring ROI for a Mass Notification System

Focus on Benefits

Safety and communication are the two key reasons most organizations look to implement a mass notification system. Understand what measures are currently in place, and provide details about how situations are currently managed. Know how people are reached and what devices and systems are used to reach them.

It’s also important to highlight how a mass notification system can improve this process. Maybe you need to log into too many different systems, which wastes time. Maybe your systems and devices can’t speak to one another. It might be that people are too often missed when alerts go out, or there isn’t a way to group different alerts. The mass notification system you are considering should have specific and demonstrable benefits that address whatever issues your organization is experiencing.

For more help, read why every organization needs a mass notification system

Walk Through Scenarios

Providing people with concrete, hypothetical scenarios can help better illustrate the benefits a mass notification system offers. You may be trying to convince people who have no idea how this process currently works in your organization, so giving a detailed, step-by-step walk-through will help educate them about current obstacles. Pick a scenario that would have a large impact on operations and will leave an impression with the people who have control of your budget. This might be as extreme as an active shooter, or as routine as a severe weather closing. Whichever event you choose as an example, it should be relatable to the audience you are speaking with.

Then, go through that same scenario, but explain how the process would work with a mass notification system. Call out differences between the current set up, and how safety and communication will lead to better outcomes should this scenario occur.

Bring in Other departments

Safety should be everyone’s concern within an organization, and especially with those who make decisions regarding which safety tools to implement. Whether you’re in IT, security, HR or some other department, you’ll need to rely on the input of others to pick the right mass notification solution. Different departments will have different insights they can share about the current procedures and tools in places, and what is needed to improve them. In addition to helping convince others of the necessity of this tool, bringing in other departments might help reduce the cost by splitting the budget among multiple stakeholders. The more people that are invested in the success of your organization’s safety operations, the better your planning and deployment will be as well.

Tips for Getting Buy-in from Multiple Departments

Simplify

Chances are, when looking to secure your budget for this project, you’ll be speaking with people who may not even understand the term “mass notification system,” much less the higher-level technical terms associated with it. Simplify your arguments as much as possible to keep ideas and solutions grounded in a way that everyone can comprehend. This will invite dialogue about the solution you are considering and prevent people from tuning out due to too much jargon.

Following these tips will help you secure the budget for a mass notification system that will help protect your people by enhancing safety and communication. For more advice on securing budgets for technology projects, check out this article from ZDNet.

 

 

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