If you are handling an industry or even an office which is operating amongst the masses, then it is necessary for you to have a crisis room. The core idea of designing a crisis room is intended to host meetings of essential personnel during an emergency in security or other comparable events. Critical data and instruments are gathered and saved here for fixing all operations that might compromise a business’s or individual and products’ safety.
A crisis room is not always supposed to be very advanced in terms of technological set up. You can either set up a basic crisis room with minimal technology like a wired phone and a Monitor. Yet, there’s no limitation of installing the technology: Multi Screen monitor, Microphone, Emergency alarm etc.
The primary goal of a crisis room is to promote smooth and prompt interaction among the time of crisis team member, managers (Board members), and outside parties such as officials, customers, or suppliers. It also includes a specialist section for collecting and analysing data, making practical or preventive decisions, and executing a comprehensive plan.
How should you plan your crisis room?
To make your crisis room effective and ergonomic, you need to plan a few things beforehand. You need to go through this checklist so that you can design a productive crisis room for your company.
Layout and size
The crisis room is supposed to be designed in such a way that it can easily host a large team in an emergency. The size of the room should be kept in such a way that when a discussion is going on, everything should be audible to everyone. Also, it should have enough space so that people can sit together and discuss the situation.
Additionally, all the equipment should be clearly heard and seen by all the team members; otherwise, the information shared will be vogue. It will impact the performance of the team.
Comfort and productivity
During times of crisis, the prime aim of the company remains to resolve the crisis as soon as possible. However, it’s not always possible, as different gravity crises require different amounts of time and techniques to handle them. Therefore, you might have to spend a longer time than expected until the problem completely dissolves.
For that, you need to design your room by considering the comfort of the team. A comfortable sitting option will help. It will prevent exhaustion and help enhance performance.
Infrastructure and easy communication
Communication, as an essential component of teamwork, necessitates a set of reliable and cutting-edge tools. To collaborate effectively, you are going to require a combination of information (real-time data) and audiovisual tools. It requires teleconferencing, wall displays, and data-sharing technologies.
The company requires you to have everything for equipping a crisis room, because a properly equipped crisis room is equivalent to a higher level of performance. Hence, you need to ensure that your team has upgraded technology and room for seamless communication.
Equipment and Systems
As the name suggests, a crisis room is used only in a situation of emergency, when there is an absolute requirement of using sensitive data and information that is collected just for emergencies.
However, for collecting, storing, and protecting this information, you need to have the right set of technological equipment on hand. Your crisis room should have on-wall controllers, audio, and a visual distributor. Also, you need systematic collaboration of real-time data and previously collected data in the most efficient way possible.
What tools should you have in a crisis room?
We have repetitively mentioned that an ideal crisis room is one that has a combination of sharp mind and best technology. For making an unbeatable crisis control team, you need the right set of technological devices and we are listing them for you.
Video wall solution
A multi screen wall with crystal clear visuals is a must have.
Barco Unisee II
Barco Unisee II is known to have a 55” bezel – less tiles screen having an LCD screen and could be hung on a wall.Strike with a sharp contrast and a larger colour palette. Absolute panel canvas homogeneity. Decreased eye strain methods for consumer ergonomics . Quick service. Flexible, resilient framework
TruePix TP 0.9
A high resolution indoor display, TruePix TP 0.9 is designed purposely for professional use. It has a tile size of 27.5” with only 0.9” pixel pitch. It allows a smooth operation with a 10 years warranty. Also, you will get 24/7 emergency service incase of any technical glitch and shortcomings.
NT 1.2
With no visual distortion, it has low latency, and it syncs perfectly with other tools. Its thin tile-like feature contributes to its versatility and ease of installation. It has a smaller wall footprint; hence, you can install it wherever you like, depending on the requirements. Best suited for professional use.
Desk and Video wall controllers
How are you going to control your video walls and other equipments without a controller? You need and efficient and high quality controller for performing the tast effectively.
SAN 050
It has compact design and provide upto 4K UHD Solution. It has an extensive list of supported codecs and format for aligning with different systems. Has a robust network interface and perform well it all network bandwidth. The quality is promised by Barco and can be used extensively in the office.
NGS D440
With best color spacing system NGS D440 is known for providing excellent visuals. While active, D440 require DHCP, DNS and NTP for operating on the internet. In light of the aforementioned network connection, finding devices is now simpler and more rapid than ever. Furthermore, it is simple and quick to build a source using an application icon that may be employed to recognise a gadget.
Control room software
Is it possible for high-performing hardware alone to do all the tasks without a compatible software system? Ofcourse no. That’s why Barco introduced a range of software that can be used depending on the requirements. These software include management and distribution software for operators and workspace positions. It has built a portfolio of all the essential software for optimising efficiency and powering up the workflow.
How can a crisis room help a company?
While going through the fact that how important it is to have a crisis room at your office, you must be wondering how a crisis room helps a company. Well, there is a dynamic use of the crisis room in the company and let’s see them here.
Prepare for the worst-case situation
A crisis room is designed to handle the worst case scenario possible. The crisis room is used to enhance collaboration during and events. It also helps in adapting and helping the respondents and boost confidence during the emergency period.
Prevents Miscommunication
A crisis room is a centralised place for storing and managing information gathered through dynamic resources, and a clear discussion is important for concluding a crisis effectively.
When a company requires a cross functional involvement of a large team, then it becomes compulsory to have a war room. If different teams are handling identical issues without discussion then clearly that would be a waste of resources. Hence a crisis room bridges the gap and ensures the flow of information between teams.
Efficient crisis management involves synchronised teamwork and simultaneous handling,” and noticed that “war rooms provide an active setting wherein these discussions can take place.”
Useful for developing Crisis Management skills
A crisis room plays a major role in developing the skill set of the team required at the time of crisis. Herein, you can prepare and rehearse the techniques you will need for dealing with a crisis.
It is important for a company to bring the crisis team together periodically in a crisis room. You can give them a situation where they can role-play a crisis; it is the only way to measure the performing capacity of a team at a time of crisis because you can’t take the risk of sending mature team members into the actual crisis situation.
Save Crises room for the right use
Make sure you don’t use the crisis room so often that its effectiveness declines. You need to use the war room only in emergency situations. Crises are stressful events where you have to work for longer hours, maybe for days. Thus, you are expected to maintain a calm demeanour while leading the crisis team.
Minor problems shouldn’t be brought
A war room should be reserved for serious crisis situations and shouldn’t be treated as a normal meeting room. It should be used only for troubleshooting. Also, you need to maintain a calm environment in your crisis room, as mounting frustration and pressure can cause a decline in performance.
Help planning for long term crisis
A crisis room is not only suitable for immediate crises but also for planning long-term crises like the economic threat of recession and inflation.
A desirable battle room is both tactical and analytical in nature. Early indications will inform you not only where the issues are beginning but also how quickly they are spreading. They enable you to be accurate, direct, and proactive.
Conclusion
According to a leading professor at a top business university, “not having a crisis room is equivalent to making your company underperforming. It might even collapse if you don’t have the technology and a team that can deal with a crisis when the company needs it the most. Therefore, we can say that a crisis room is an integral part of a company and should be designed accordingly to help a company handle its crisis promptly.