best practices for emergency notification messages

Best Practices for Emergency Notification Messages

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It’s not enough to blast a message to everyone. It’s crucial that the message is understood.

Most emergency notification systems can deliver to a wide range of communication channels.

Voice

SMS

Email Mobile Push Notification

Each channel has its own limitations.

SMS

Guidelines for all channels

Identify your organization immediately in the message.

Restrict the amount of information to only what’s essential.

Use simple language and avoid complex words.

Immediately state the reason for the alert.

Convey the key information in the first sentence.

SMS

##### Use 2-3 short sentences. Cut out unnecessary language.

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You can exceed the 160 character limit, but the alert will be received as several individual messages.

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If you are asking for a response through a simple poll, you may need to exceed the 160 character limit.

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Some notification systems can send multiple SMS messages that will be received as a single, longer message.

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When you send a website address, many tablets and smartphones will turn it into a clickable link.

Voice

##### Keep the message under 20-30 seconds in length, if possible.

##### If you are asking for a response, the message will need to be longer.

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Repeat the message.

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Communicate the gist of the message in the first 10 seconds.

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Have a hotline that people can call for more information.*

##### * With some notification systems, recipients can press a button to be connected to the hotline.

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Record the message in your own voice.

Email

Use no more than two brief paragraphs, unless more detail is necessary.

A shorter message is more likely to be read and digested.

If your notification system supports HTML formatting, use bold and a font color to highlight critical information.

If you include a website address in the message, include “http://” at the beginning of the address.

Mobile Push Notifications

Keep the message length to 3-4 short sentences.

Maximum message length will vary, depending on the vendor who provides the notification app.

Communicate the gist of the message in the first sentence.

For more information, direct people to a hotline or website.

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Follow these guidelines and your alert will be more successful.

Best Practices for Emergency Notification Messages

Best Practices for Emergency Notification Messages