Preparing for the unthinkable: a crisis can hit at any moment. And every legislature needs a plan.

• Author: McCartney, Mitch
• Position: Tools Of The Trade

New York City Hall was rattled by the fatal shooting of Brooklyn Councilman James Davis during a city council session last year, posing a tragic and immediate crisis for leaders.

The priorities were to care for the injured, secure the crime scene and determine what had happened. The area, however, was instantly swarming with media providing live coverage of the tragedy's aftermath and speculating on the events that took place.

City council members who were interviewed in the moments after the incident offered reporters tidbits that drove the news coverage of the event minute-by-minute. As details of what happened became apparent, briefings from Mayor Michael R. Bloomberg and other officials slowed the media frenzy.

ALL KINDS OF EMERGENCIES

Crises come in all shapes and sizes. They don't always involve a violent act, but can take the form of natural disasters or political controversies. Since Sept. 11, 2001, many government institutions, including state legislatures, have reviewed policies and procedures for crisis management.

Key government leaders and corporations know, from painful experience, that preparing for a crisis allows organizations to react quickly, restore public confidence and address internal concerns. Effective crisis communications planning ensures that the public receives timely, accurate information.

The need for developing a legislative crisis communications model was first identified by Sheila McCant, public information officer for the Louisiana House of Representatives. When studying the potential of developing a plan for her institution, she found there were no models or guides to help her.

In response, the Legislative Information and Communications Staff Section (LINCS) has developed a set of guidelines for creating crisis communications plans.

LINCS recommends that plans:

* Ensure the flow of accurate and timely information to legislators, staff, the media and the public during a crisis.

* Provide the media with a reasonable level of access.

* Make it possible for key communications staff to develop unified messages.

* Minimize unnecessary damage to the integrity and reputation of the legislature.

* Counteract inaccurate criticism by providing accurate and honest information.

HERE'S HOW YOU DO IT

1 Establish a crisis planning team. This initial small team should include at least one person from the media communications staff, a chief of staff or key legislative aide, a person from legislative administration and a...