Leading in a Time of Disaster
By Dave Guerra
Disasters can occur at anytime and anywhere. When they occur they are usually unplanned or when notice is given it is usually not much. You can prepare for just about any disaster by having a Disaster Recovery/Business Continuity plan in place and ready to roll at sign of the first raindrop. What people usually do not prepare for is how to act the moment a crisis begins be it natural or man-made.
The old Rudyard Kipling quote, “If you can keep your head when all about you are losing theirs…yours is the Earth and everything that’s in it, and — which is more — you’ll be a Man, my son!” should serve as a prime example of why remaining calm will lead you to a place that other men and women can only imagine.
Remaining calm during chaos will work in your favor when you need things to get done. Not only will your ability to remain calm serve to calm others but will also make you the person that people will turn to because of that ability. It may be difficult at times, especially when the severity of the situation may be more than you have ever faced. You will have to reach deep inside yourself and find the strength to get past the surreal situation you find yourself in and put on a brave face.
The first thing you will need to do, as part of a leading in a time of disaster is to get information. The task at hand will be to determine what the exact situation is, not what someone thinks it is, and especially, not what someone else heard it might be. Therefore, it is imperative to gather all the information that is available and the information that is secondhand should be confirmed as quickly as possible. Provided that no one is sick or injured as a result of the initial onset of the situation then it is imperative to get people focused on what needs to be done and get their minds off the initial shock of the situation. You will need to assign specific tasks. Initially, this will focus on the people around you being the ones that will provide you with the information you need. Assigning such tasks should be based on their ability to gather and deliver the necessary information. If you are looking for an update on the status of supplies available then someone working in the warehouse or storeroom should be tasked to provide that information, if you’re not sure on whom to call upon, ask for volunteers.
Keeping everyone focused gives everyone an opportunity to alleviate some of the stress and anxiety they may have, as it will help them voice their concerns along with critical information about the situation. Keep in mind that collecting information initially should come from direct observance of the unfolding situation, outside sources such as television and radio, feedback from individuals that are present and any historical data available about the present situation. Thus, it is important to get as much firsthand information as possible and limit the amount of second- and third-hand information you are willing to accept, as second- and third-hand information will take time to verify. As a rule of thumb, if it takes more than 5 minutes to confirm then don’t use it, as it may be information that is wrong or already out-of-date.
Having collected your data now you will have to act fast in processing information and developing the plan by which to act on. Depending on the severity of your situation you will need to determine what you will be able to do what you will definitely not be able to do, what can possibly be done, and what you would like to do. As the situation may be continuing to unfold, the development of any plan should definitely take into consideration the current situation and possible outcomes that are both short- and long-term and in some cases post-disaster considerations should be included.
During this time information could still be coming in and will continue to impact your ability to make a plan. At some point you will have to draw a line and say to yourself no more new information will be accepted and the plan will be made based on the information available. When putting the plan together, you will not have the luxury of time, as in most cases things are happening fast and changing constantly. However, just as it is essential to make a decision as fast as possible it is equally important to not make hasty decisions.
Making hasty decisions will lead to outcomes that might have been avoided provided there was a bit more time to process the information that was available. Therefore, avoid making any decisions or plans until you have enough information and can no longer wait for any more information to come in. While there never is really a good time to make a decision and you will never have all the information you need, a decision still has to be made. At this point, you must now make a decision that will affect everyone involved. Be sure to include everyone that is available and able to do something in the plan.
The plan should be designed to keep everyone focused and centered on what needs to be done and hopefully, not on what has happened. If everyone can participate and contribute then all the better, however, be careful when there are not enough tasks to go around. Those without something to do should be monitored to ensure that they do not create a negative atmosphere that can demoralize the rest of the group.
As a leader, your responsibility is not only to ensure that what needs to be done gets done but also to keep everyone motivated, as having a negative atmosphere will defeat any morale building activity. Therefore, ensure that a negative or a defeatist attitude is addressed as quickly as possible. By having everyone on the same page and working towards a common goal will ensure that whatever you are trying to accomplish will get done.
After making your decision, it is time to put the plan into action. Assigning specific tasks ensures that everyone understands what needs to be done. It is also important that everyone understand what is being asked of them. It is imperative that everyone is fully aware of your intent, if they do not than it is up to you to explain it to them quickly, concisely, and that they can say what it is back to you. As with any assignments, it is important to have measures in place that will notify everyone as to whether the tasks are on track to be accomplished properly or are they creating more trouble than what they are trying to accomplish.
By monitoring the activities of everyone as well as getting feedback from the participants themselves you are then able to adjust the assignments as necessary. Additionally, you should be able to fine-tune the plan so that it conforms to any changes in the situation. The trick here is to find the point by which you not only stay up to date with the evolving situation but you can even forecast actions to be taken.
At some point, you will be able to relax and have the time to reassess the situation as the initial crisis state has passed. In the event of a natural disaster, this means that the initial shock has passed and while destruction may still be occurring, time has elapsed which will enable you and your team to reshape the plan to gain greater ground on what needs to be done. In the case of a man-made disaster, short of a nuclear accident or event, the initial chaos may have subsided. You and your team definitely can proceed in a slower and more deliberate pace, that way what was initially missed or overlooked can now be addressed.
Leading in a time of disaster is not something that can be practiced; it can be simulated. Simulation will only go so far because once it hits the fan all bets are off. As part of any disaster recovery or business continuity plan be certain to include time to go over any possible scenarios and what your reaction will be. No matter how horrific or surreal things may be you will need to remain calm, stay focused, and above all be the leader. You may be called upon to do things you would never do in everyday life but then again natural or man-made disasters are not an everyday occurrence. This is where planning and preparing now comes into play, so always remember and never forget what someone once said: “Sweat more today and bleed less tomorrow.”
Dave Guerra
Owner The Dave Guerra Company (http://www.daveguerra.com)
Dave Guerra invites you to find out how providing Information Technology Leadership and Management greatly enhance return on your technology investment. The Dave Guerra Company helps small to medium sized organizations get their message out via the use of Internet Technologies utilizing new media tools such as Web2.0 and the emerging Web 3.0 technologies. Find out what The Dave Guerra Company can do for you, your organization, and your Information Technology investment.
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