A disaster is likely to disrupt regular lines of communication, as technical infrastructure is often damaged and employees are scattered to unfamiliar locations. Maintaining two-way communication with employees enables a company to make sure people are safe, and helps identify employees and others who may be in need of immediate assistance or support. Regular communication is also a key component in returning normal operations once the crisis has passed.

By planning ahead for such a situation, a company can take advantage of a number of tools that will keep the lines of communication open even when traditional channels are out of service. Key communications tools that business can provide employees include:

• Toll-free lines: Some companies establish hotlines that employees can call from any location to hear important, regularly updated messages about warnings, shutdowns, restarts or evacuations. However, many employers add more value to the system by allowing callers to input a "reach" number where they can be found. This data can be made readily available to company managers or rescue personnel as needed. Where possible, staffing such a phone line with live operators can provide greater reach and peace of mind than using an automated system.
• The Internet: The same two-way flow of information can be handled through a dedicated Web site, which adds the benefits of more detailed content and global access.
• Personal communication devices: Depending upon the nature of the incident, systems such as SMS, BlackBerry and even satellite phones may work when other lines are down. An employee’s cell phone may be able to accept a text message when voice service isn’t working.
• Commercial alerting services: Several private companies offer automated, real-time alerting functions that let companies spread important news quickly. One alert sent from a central location can be routed without delay to a recipient’s e-mail address, PDA cell phone or other channel, and in many cases, replies can be processed just as quickly.
• Emergency cards: Create a card for employees’ wallets that lists the steps that will be taken during a disaster. The emergency card should include Web sites that employees can check, a phone number where recorded messages are left and space for key phone numbers, like a direct supervisor or department contact. Also include the health insurance company's toll-free numbers and Web site in case an employee needs medical treatment and can't find his or her insurance information.