Best Practices for Communicating with Local Elected Officials during Extreme Weather Events
City managers, town managers, and county administrators, collectively known as Chief Administrative Officers (CAOs) in the local government industry, bear the crucial responsibility of leading their organizations through extreme weather emergencies. While their expertise in handling tactical aspects of such events is well-known, one area that often requires preplanning and attention is effective communication with elected officials. This article aims to highlight the importance of a clear communication plan between CAOs and elected governing boards, both as a collective body and as individual officials, during extreme weather events. By incorporating this communication plan into the organization’s Standard Operating Procedures (SOP), CAOs can ensure that elected officials are informed, prepared, and actively engaged throughout the crisis.
Understanding the Need for a Communication Plan
Extreme weather events, including floods, snowstorms, hurricanes, tornadoes, heatwaves, and more, are becoming increasingly common across North America. While CAOs are adept at managing the operational needs of their organizations during such events, maintaining effective communication with elected officials can often be overlooked. However, proactively establishing a comprehensive communication plan within the SOP is vital to ensuring that elected officials receive consistent and timely updates. By doing so, CAOs can avoid surprises, maintain trust, and facilitate a coordinated response to the crisis.
Incorporating Communication Chapters into SOP
Similar to how organizations have dedicated chapters in their SOP for emergency response and preparedness, it is essential to have specific chapters outlining communication strategies with elected officials. These chapters should address both individual and collective communication approaches, placing a strong emphasis on informing elected officials before disseminating information to the public. By prioritizing communication with elected officials, CAOs can ensure they are well-informed and can effectively represent their constituencies.
Individual Communication with Elected Officials
During an extreme weather event, a prepared CAO must guarantee that each elected official receives the same level of information promptly. By establishing clear lines of communication, such as designated channels for updates and briefing sessions, CAOs can maintain transparency and ensure that elected officials are engaged in the decision-making process. This practice prevents elected officials from being caught off guard by news stories or press releases, fostering a collaborative environment and enabling them to effectively respond to inquiries from their constituents.
Collective Communication with the Governing Board
In times of crisis, the governing board of a municipality may take a back seat, allowing the CAO to assume a commander in chief role. To facilitate effective communication, CAOs should establish structured channels for sharing updates, action plans, and critical information with the entire governing board. This could include regular briefings, emergency meetings, or dedicated communication platforms that enable real-time collaboration. By involving the governing board as a collective body, CAOs ensure that elected officials are informed, have an opportunity to provide input, and can make informed decisions that align with the community’s needs.
In the face of extreme weather events, effective communication between CAOs and elected officials is paramount for maintaining public trust, enabling informed decision-making, and fostering a coordinated response. By incorporating clear communication plans within the organization’s SOP, CAOs can proactively engage with elected officials, ensuring they receive timely updates and are actively involved in the decision-making process. This proactive approach enhances collaboration, facilitates effective representation, and enables local governments to navigate extreme weather events with resilience and efficiency.
By prioritizing communication with elected officials, CAOs demonstrate their commitment to transparent and accountable governance, ultimately contributing to the overall well-being and safety of their communities.
