Communicating After A Disaster

By Dan Steppick

If in aftermath of event it is important to maintain appropriate and effective communications with employees, clients, vendors, opposing counsel, the court system and other persons and entities with which the firm interacts.

Client communications:
1. Maintain effective and appropriate communications with clients to reassure them that their files are intact, court dates will not be missed, operations will continue and the firm will survive.
2. Maintain off-site mailing lists so that clients can be notified in writing if possible.
3. Try to contact clients within 48 hours.
4. If possible, develop one appropriate letter for clients so that the firm speaks with one unified and forward-thinking voice.
5. Keep clients posted as firm recovers and/or relocates.

Employee communications:
1. Maintain off-site employee contact and phone list.
2. Immediately notify employees of contingency plans and temporary facilities.
3. Try to keep in communication with employees throughout aftermath in order to maintain morale and preserve relationships with valuable employees.

Court system/opposing counsel:
1. Notify appropriate court systems and opposing counsel of situation as soon as possible.
2. Court system and opposing counsel may provide support or backup in aftermath of event.
3. Cooperate and support other firms affected by events in community. Someday you may be looking for their support.

Public relations:
1. Maintain open and positive communications with press to maintain firm’s image.
2. Press may provide opportunities for good advertising and public relations moving forward
through feature articles or quotes.

Dan Steppick is a partner in the Denton firm of Shipman Steppick, PC, who practices civil litigation. Mr. Steppick has had first-hand experience in dealing with disaster recovery as his firm at the time was impacted by a devastating Fort Worth tornado several years ago.