5. Sharing information and knowledge management
Sharing and storing information in an emergency is critical, as CARE offices worldwide need rapid and ongoing access to up-to-date, accurate information to share with donors, media, governments, policy makers and the general public. See the CARE International Communications Handbook for detail about information sharing and storage.
CARE shares information using the e-mail distribution lists in Table 5.1 below. During an emergency, it is the Emergency Communications Officer, LM Media Manager or CEG Communications who shares communications materials. Please contact the list facilitator if you would like to join a distribution list. Depending on the size and scope of the emergency, the ECO may choose to set up a Skype group where CI staff can discuss the emergency, ask questions, and share best practice. Phone conference calls may also be used for communications staff to share plans, ideas, and get first-hand information from the ECO on the ground.
While this is not the responsibility of the Emergency Communications Officer, the ECO should suggest that the CD appoint an existing staff member to share communications materials and sitreps within the CO.
CARE stores all emergency documents on Minerva here. It is the responsibility of the Emergency Communications Officer (with support of CEG Communications and Lead Member) to upload all communications materials to Minerva.
COMWG shares photos and videos using a database called CARE*Images. It is the responsibility of the Emergency Communications Officer (with support of CEG Communications and Lead Member) to upload all photos. Register here and see section 4.4. of the CI Communications Handbook for instructions on how to use the CARE photo database.
The ECO, with support of the Lead Member and CEG Communications, should keep track of top media hits and share with COMWG so CI members can see what angles are working in each other’s markets.
|List name||Members||Information shared||Facilitator|
|§ CI-PublicInfo e-mail list § CI-COMWG e-mail list§ Emergency staff (ERWG, CEG, ESIG etc.) § Any CARE staff who wants to join||§ Emergency info i.e.: · Sitreps· Strategies· Maps· Funding updates· Communications materials (stories, photos, press releases etc.)||CEG Emergency Officer|
|§ CI-COMWG e-mail list§ Any CARE staff who wants to join (Suggested: all fundraising, donor relations staff)||§ All publicly cleared info, i.e.: · press releases· human interest stories· photos and videos· CARE briefings, reports· web features· talking points, Q&As||CI Communications Unit|
|§ Media/ communications staff § Web staff § PR staff||§ Working group to share ideas, plans, discuss strategies etc. § Plan COMWG meetings and conference calls||CI Communications Unit|
|§ CI member senior media staff only||§ Limited group to share confidential or internal information on sensitive situations and crises, including Q&As, communications strategies||CI Communications Unit|