How VoIP Is Essential to Crisis Communication Plans
Running a business can be challenging enough in good times. But what happens if an unexpected event or emergency derails operations?
Without a good crisis communications plan in place, businesses can be extremely vulnerable. Whether the negative event is a public relations crisis or an actual catastrophe such as a fire or flood, a solid crisis communications plan can help navigate a business through the challenge.
Crisis communications plans aren’t something that a business should put together at the last minute. They should be well-thought-out, consider various possible scenarios, and provide clear instructions for employees and team leadership on what action steps to take.
However, it is far too easy to overlook the addition of technology when creating crisis communications plans. But technology strategy and implementation in a crisis should be a critical part of all crisis communications plans.
One key factor that may be forgotten when planning crisis communications technology is exactly how will employees and teams stay connected. It may seem obvious, which is perhaps why it may also be neglected. However, relying on telephone landlines, email, or popular video conferencing services may not be enough. They may have security holes, or not have the accessibility features that would allow all of the team to participate.
VoIP is a data transfer protocol that was originally designed to enable voice communications over digital Internet networks, an alternative to traditional analog telephone lines and systems. VoIP does more than just deliver voice communications, however. Data packets sent via VoIP systems can send more than just audio – including video packets, text messages, and files.
Why VoIP Technology Should Be Included in Crisis Communications Plans
VoIP technology can make a huge difference in crisis communications. Here are just a few of the ways:
1. VoIP Ensures Consistent Connectivity No Matter Where Staff Members Are Physically Located
Unlike landlines, VoIP “telephones” (voice, video, and data communications) are not restricted to one specific location. And unlike cell phones, VoIP “telephones” are not restricted to cell phone company service areas. A VoIP telephone system or communication framework simply needs an Internet connection to work. This means that your staff members can use VoIP services in any part of the world, provided they have unblocked access to the Internet.
VoIP solutions can facilitate call transfers and hunt groups no matter where employees are located. VoIP is highly scalable and flexible, enabling multimedia communication that works across platforms.
2. Connection Security to Prevent Zoombombing and Other Security Issues
With the recent popularity of video conferencing, security has become a major issue. The term “Zoombombing” entered the popular lexicon in the spring of 2020 as people turned to Zoom video conferences to stay connected during the COVID-19 coronavirus lockdowns. Without passwords set up for classes, Zoom conference calls were vulnerable to rogue disruptors entering and posting spam, pornography, or insults.
While Zoom updated their security settings to encourage conference passwords as the default, many tech experts have criticized the company (and others like it) for not being secure enough. Businesses who are looking to set up secure video conferencing and communications have thus looked elsewhere.
VoIP is a great alternative. It is a tried and true technology that can deploy security measures robust enough for enterprise use. This includes incorporating higher levels of encryption to support security and privacy. It is also more secure than email because it doesn’t easily create a “paper trail” of sorts once a call is completed – it is erased unless purposefully recorded.
3. VoIP Allows Accessibility Technology to Work Seamlessly with Existing Systems
Accessibility refers to the design of technology systems to be accessible via various input and output methods, to accommodate people with disabilities. An example would be screen readers, which make it possible for blind people to read websites. VoIP technologies make integration with accessibility devices streamlined and seamless. Furthermore, VoIP technology offers much crisper, clearer voice quality, making conversations easier to hear and understand, which also gives VoIP bonus points for accessibility.
VoIP Should Be a Part of Your Crisis Communications Plan
VoIP is a flexible, scalable communications protocol that can help keep your staff communicating during and after a crisis. Virginia Business Systems offers powerful VoIP solutions for your business needs. Integrated with our cloud-based systems, our customized VoIP solutions can be an important part of your organization’s crisis communications plan.
Virginia Business Systems is a premier provider of high-quality VoIP solutions for businesses. For more information, and assistance with your crisis communications, contact us today.