Why a Hot Wash is Critical when Testing your Crisis Communications Plan

Having a crisis communication plan is essential to any business, and evaluating its efficacy is critical in maintaining a robust and effective response plan. One such evaluation technique is conducting a "hot wash”. This review allows team members to assess their performance in real time while identifying areas of success and improvement. 

With the proper preparation and attention to detail, conducting a hot wash can provide valuable insights into the effectiveness of communication efforts in times of crisis. As companies navigate the complexities of modern communication, evaluating and improving crisis communication response is necessary for continued success and resilience.

What is a Hot Wash?

One crucial element of evaluating crisis communication plans and tabletop exercises is a "hot wash" – an immediate debrief session after a crisis communication exercise or a real-life crisis event. 

During the hot wash, team members meet and assess the strengths and weaknesses of the crisis communication plan and how it was executed in practice. The purpose is to provide an environment for constructive feedback, identify areas of improvement, and facilitate rapid implementation of necessary changes.

After action reports (AAR) is a deeper dive evaluation of all the communication processes that were in play during the crisis event. This analysis uses the information from the hot wash and can include an assessment of the effectiveness of notification systems and messages, evaluating internal and external communication channels used, and scrutinizing the team's decision-making process. 

Additionally, the AAR should focus on the effectiveness of the crisis communication plan, including the communication protocols, roles and responsibilities of the crisis communications teams, activation procedures, and instructions for notifications.

Benefits of a hot wash

A well-conducted, hot wash debrief can provide valuable insights into the effectiveness of crisis communication plans and how they can be improved. These reports can highlight areas where improvements are needed, enabling stakeholders to update their strategies and tactics before the next crisis. In addition, hot wash sessions help build and maintain stakeholder relationships, as each participant involved in the debriefing is allowed to express their opinions, praise action plans, and provide constructive feedback.

A hot wash isn’t limited to simulations or table top exercises. It should also be conducted after real-life crises to assess the effectiveness (or weaknesses) of the response.

By performing a hot wash after a real-life crisis, teams can identify what worked well and what didn't. This analysis can refine and improve emergency response procedures and ensure they are better prepared for future incidents. It can also allow teams to debrief and share their experiences, allowing them to learn from each other and build a stronger sense of collaboration.

Furthermore, a hot wash report enables organizations to demonstrate transparency and accountability in their response to a crisis. By thoroughly evaluating their actions, organizations can show they are committed to learning from the experience and making the necessary changes to improve their crisis response capabilities.

How To Create an After Action Report 

To create an effective AAR, it is essential to begin by identifying the purpose, scope, and audience for the report. Creating an AAR is born out of the learnings from the hot wash, interviews with key personnel, observations made during the event.

Once the data have been gathered, it is time to analyze the information and identify key findings. This may involve categorizing data into specific themes or trends, comparing actual performance to intended outcomes, and identifying strengths and weaknesses in the team's performance.

Finally, the AAR should include actionable recommendations. These may be related to specific processes or procedures, training needs, or other areas that require attention.

To ensure that the AAR is clear, concise, and effective, it should be structured into sections that address each key component. These may include an executive summary, a detailed event analysis, key findings and recommendations, and appendices with supporting data and documentation.

Overall, the creation of an effective AAR requires careful planning, thorough data analysis, and the ability to develop practical recommendations for future action. By following these steps and ensuring that the report is well-structured and clearly written, organizations can leverage the insights gained from the AAR to improve performance and achieve greater success in future events.

Summary

A"hot wash" and after-action reports is essential in continuously improving crisis communication plans and tabletop exercises. Companies and organizations that utilize post-incident reviews of this kind are better positioned to handle and mitigate potential future crises. As such, an AAR should be integrated into any company's overall crisis management team strategy that values preparedness and continuous improvement.

Support for post-crisis evaluations

At C3 Collective, we specialize in tailored and realistic crisis communications plans that meet each of our client's specific needs and requirements. No two businesses are alike; Each will face a unique set of challenges when managing a major crisis. That's why we take the time to work closely with our clients, gaining a deep understanding of their business, industry, and stakeholders.

Our team of experienced crisis communications professionals has walked the talk in crisis situations, and understands the importance of taking a strategic and holistic approach to crisis management. C3 knows first-hand a successful crisis management plan requires a thorough understanding of the potential risks and vulnerabilities each client may face and the development of targeted messaging and communications strategies that speak directly to those potential risks.

C3 works closely with our clients to develop a comprehensive - and tailored - crisis communications plan that is effective in managing potential crises and efficient in terms of resource utilization and response time. Through our customized solutions, we can provide clients with the support and guidance they need to manage any crisis effectively and with confidence.

Our team at C3 Collective boasts an impressive track record of success, having guided a wide range of clients through various crisis scenarios. Our expertise spans across industries, and we understand businesses' unique challenges today. Our customized crisis communications solutions provide clients with the peace of mind and security they need to navigate even the most challenging situations.

Contact C3 Collective today to learn more about our services and see how we can help your crisis response program thrive.