SayPro stakeholder Communication Lists and Media Contact Lists

For a comprehensive crisis response or communication plan, Stakeholder Communication Lists and Media Contact Lists are crucial.

1. Stakeholder Communication List

• Internal Stakeholders:
  • Employees: Including leadership, department heads, HR, and key team members who need to be informed or involved.
  • Board Members/Executives: Key decision-makers who need to be updated regularly during the crisis.
  • Shareholders/Investors: For companies that have external investors, keeping them informed is essential to maintaining trust.
  • Union Representatives (if applicable): Important in case of labor-related issues or crises affecting employees directly.
• External Stakeholders:
  • Clients/Customers: Critical to maintain transparency and reassure them during any disruptions.
  • Suppliers/Partners: For continuity of business operations, these partners should be kept updated about any issues impacting the business.
  • Regulatory Authorities: Relevant governmental or industry regulators that need to be informed, especially during a compliance crisis.
  • Local Communities: In case of a crisis with community impact, communication with local authorities and residents is important.
  • Investors/Financial Partners: For maintaining stakeholder confidence, especially in a financial crisis.
• Key Information to Include:
  • Contact details (phone numbers, emails, addresses)
  • Preferred method of communication (phone call, email, in-person meeting)
  • Frequency of updates (immediate, daily, weekly)
  • Key issues or concerns specific to each stakeholder group

2. Media Contact List

• Journalists:
  • Reporters covering your industry, region, or specific crisis-related topics (e.g., tech, health, safety, business).
  • Investigative journalists, especially if there’s a major or complex crisis that could involve media scrutiny.
• Media Outlets:
  • Local News: Newspapers, radio, and TV stations that can disseminate information to the local community.
  • National News: Larger networks and newspapers that will cover the broader impact of the crisis.
  • Industry-Specific Media: Trade publications, blogs, or specialized news sites relevant to your sector.
• Public Relations Contacts:
  • If you have a PR agency or external communication consultants, their contact details should be included to facilitate the media strategy.
  • Spokespeople: Contact details for individuals in your organization who are authorized to speak to the press.
• Key Information to Include:
  • Name and title of the media contact
  • Media outlet name and type (e.g., local newspaper, national magazine, trade blog)
  • Phone number and email address
  • Preferred method of communication (phone, email, or press release submission form)
  • Beat/coverage area (e.g., business, technology, local government)
  • Notes (any relevant context or prior interaction history)

Template Structure for Stakeholder Communication List:

Stakeholder Group	Contact Name	Position	Phone Number	Email Address	Preferred Communication Method	Frequency of Updates	Key Concerns/Issues
Internal
Employees					Email, Slack	As needed, daily updates	Employee welfare, job security
Board Members/Executives					Phone, Email	Immediate, as needed	Strategic direction, company status
Shareholders/Investors					Email, Phone	Immediate, weekly	Financial stability, recovery plan
Union Representatives					Phone, Email	As needed, daily	Employee relations, labor issues
External
Clients/Customers					Email, Website updates	Immediate, daily	Product/service status, support
Suppliers/Partners					Email, Phone	Immediate, as needed	Supply chain impact, continuity
Regulatory Authorities					Email, Phone	As needed, daily	Compliance, legal issues
Local Community					Community outreach, Email	As needed, immediate	Community impact, local collaboration
Investors/Financial Partners					Email, Phone	Weekly, or as needed	Financial updates, market impact

Best Practices for Stakeholder Communication:

• Categorize stakeholders based on the level of involvement and urgency. Some stakeholders (e.g., employees) might need more frequent updates, while others (e.g., regulators) may need less frequent but highly specific communication.
• Define roles clearly for internal communications. Ensure that there are designated individuals responsible for handling communication with each group.
• Update regularly. While not all stakeholders will need continuous updates, it’s crucial to have a schedule for when to check in (e.g., weekly for investors, daily for employees, immediate for clients).

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Continued: Media Contact List

A solid Media Contact List is vital for managing external perceptions and ensuring that the crisis response is effectively communicated to the public. Media can amplify your message and help control the narrative during a crisis.

Template Structure for Media Contact List:

Media Outlet	Contact Name	Title/Position	Phone Number	Email Address	Preferred Communication Method	Coverage Area	Notes
Local Media					Phone, Email, In-person	Local News	Contact for urgent, community-related stories
National Media					Email, Phone	National News, General	Used for broader crisis coverage
Industry-Specific Media					Email, Social Media	Industry News	Niche publications for sector-specific stories
TV/Radio Networks					Email, Phone, Press Conference	Local & National Broadcasts	Primary for live media coverage
Trade Publications					Email, Social Media	Specific Industry	For targeted messaging in the industry
Digital Media Influencers					Email, Social Media	Social Platforms	Bloggers, YouTubers covering industry trends

Best Practices for Media Contact Lists:

• Segment your media list based on the outlet’s coverage area (local, national, industry-specific). This way, you can send the right messages to the right media.
• Keep a “crisis media plan” for each contact. This plan includes how to contact each person or outlet in different crisis scenarios.
• Update your media list regularly to ensure it includes the right contacts and up-to-date details.
• Include details on relationships. For example, if you’ve had prior positive interactions with a reporter, they may be more likely to respond favorably to a crisis communication.