How Do You Create A Family Emergency Communication Plan?

In the hustle and bustle of daily life, it’s easy to overlook the importance of having a solid family emergency communication plan in place. But when unexpected events strike, such as natural disasters or unexpected hospital visits, having a plan can make all the difference. This article will guide you through the process of creating a comprehensive and effective emergency communication plan for you and your loved ones. From choosing a designated meeting place to ensuring that everyone has important contact information readily available, we’ll cover all the essential steps to keep everyone safe and connected during times of crisis.

Table of Contents

Why is a Family Emergency Communication Plan important?

Ensuring the safety and well-being of your family

A Family Emergency Communication Plan is crucial in ensuring the safety and well-being of your family during times of crisis. Emergencies can occur unexpectedly, and having a plan in place will help reduce the stress and confusion that often accompanies such situations. By preparing in advance, you can ensure that everyone in your family is on the same page and knows what to do and where to go in case of an emergency. This plan can be a lifesaver when it comes to protecting your loved ones and ensuring their safety.

Maintaining contact during emergencies

During emergencies, communication becomes even more vital. It is important to have a plan that allows you to maintain contact with your family members, ensuring that everyone is safe and accounted for. In times of crisis, being able to exchange information and coordinate efforts can make a significant difference in the outcome of the situation. With a Family Emergency Communication Plan, you can establish effective communication channels to keep in touch and provide updates on your status and location.

Facilitating coordination and assistance

In times of emergency, coordination and assistance are essential. A Family Emergency Communication Plan enables you to coordinate efforts with your family members, neighbors, and local authorities. By designating responsibilities and roles, you can ensure that everyone knows what needs to be done and that resources are utilized effectively. This plan also allows you to reach out for assistance when needed, whether it be from emergency services, neighbors, or members of your community. Having a well-coordinated and efficient response can greatly enhance the effectiveness of emergency measures.

Minimizing confusion and panic

Emergencies can be chaotic and overwhelming, leading to confusion and panic. A Family Emergency Communication Plan helps minimize these reactions by providing structure and guidance. By establishing clear communication protocols and providing specific instructions, you can minimize the potential for confusion and panic within your family. Having a plan in place also reassures everyone that there is a designated course of action to follow, reducing anxiety and promoting a sense of calm during stressful situations.

Step 1: Assessing Potential Risks and Hazards

Identifying common emergencies in your area

The first step in creating a Family Emergency Communication Plan is to assess the potential risks and hazards that your family may face. Start by researching and identifying the common emergencies that have occurred in your area in the past. This could include natural disasters such as hurricanes, earthquakes, floods, or wildfires, as well as man-made emergencies like power outages or civil unrest. Understanding the hazards specific to your location will help you tailor your plan to address these risks effectively.

Assessing specific risks and vulnerabilities

In addition to common emergencies, it is essential to assess the specific risks and vulnerabilities that your family may have. Consider factors such as your family’s medical conditions, special needs, or disabilities that may affect their ability to respond in an emergency. For example, if someone in your family relies on medical equipment that requires electricity, you need to plan for alternative power sources in case of a power outage. Identifying and addressing these specific risks will ensure that your plan is comprehensive and tailored to your family’s unique circumstances.

Considering external threats and disasters

While it is important to focus on risks and hazards within your immediate vicinity, it is also crucial to consider external threats and disasters that may impact your area. Stay informed about global and national events that could potentially affect your community. Acts of terrorism, pandemics, or widespread power outages are examples of external threats that could require preparation and adaptation of your Family Emergency Communication Plan. By considering these possibilities, you can ensure that your plan remains relevant and effective in a variety of emergency scenarios.

Step 2: Collecting Important Contact Information

Creating a family contacts list

Having a comprehensive list of important contact information is essential for your Family Emergency Communication Plan. Start by compiling the contact details of all family members, including their full names, phone numbers, and email addresses. This list should also include emergency contacts outside of your household, such as close relatives or trusted friends who can act as points of contact during an emergency. Make sure to update this list regularly and provide copies to each family member.

Including emergency services and local authorities

In addition to family contacts, it is crucial to include emergency services and local authorities in your contact list. Research the emergency phone numbers for your area, such as the police, fire department, and ambulance services, and add them to your plan. It is also helpful to include the non-emergency phone numbers for these services, as they may be more appropriate in non-life-threatening situations. By having these numbers readily available, you can quickly and efficiently reach out for assistance when needed.

Adding relevant medical contacts

If any family member has specific medical conditions or requires regular medical care, it is vital to include relevant medical contacts in your plan. This includes the contact information for doctors, specialists, therapists, and pharmacies. Knowing how to reach these medical professionals during an emergency can ensure that necessary medications and treatments are accessible. Additionally, consider including information on any medical conditions or allergies that family members might have to aid emergency responders in providing appropriate care.

Incorporating important neighbors or community members

Your neighbors and community members can provide valuable assistance and support during an emergency. Include the contact information of trusted neighbors or members of your community who can be relied upon for help. This could include individuals with specific skills or resources, such as medical professionals, handyman skills, or access to equipment like generators. By including these contacts, you can strengthen your support network and increase the resources available to you and your family during a crisis.

Including out-of-town contacts

In some emergency situations, it may be necessary for you and your family members to evacuate or relocate temporarily. In such cases, it is important to include out-of-town contacts in your Family Emergency Communication Plan. These contacts should be friends or relatives who reside in a different geographical area, preferably outside the potential range of the emergency. Establishing communication with these contacts can provide a sense of security and a safe place to go if evacuation becomes necessary.

Step 3: Establishing Communication Channels

Choosing primary and secondary communication methods

During an emergency, communication channels can become overwhelmed or disrupted. To ensure the success of your Family Emergency Communication Plan, establish primary and secondary communication methods. This will allow you to adapt to changing circumstances and still maintain contact with your family. Consider using a combination of phone calls, text messages, email, social media platforms, and even walkie-talkies to maximize your chances of staying connected.

Opting for text messaging and social media

In times of crisis, text messaging and social media platforms often prove to be the most reliable methods of communication. Unlike phone calls, text messages are more likely to go through when networks are congested. Social media platforms such as Facebook and Twitter also provide a means of broadcasting updates to a larger audience if necessary. Ensure that all family members are familiar with using these communication methods and have the necessary apps or accounts set up in advance.

Using phone calls and voice messages

While text messaging and social media are reliable, it is still important to have phone calls and voice messages as part of your communication plan. These methods allow for real-time communication and can be crucial in situations where immediate coordination or assistance is required. In addition to cell phones, consider having a landline phone as a backup, as they are often more resilient during power outages. Voice messages can also be utilized when direct communication is not possible, allowing you to leave important updates or instructions for your family members.

Deciding on meeting points and safe locations

When developing your Family Emergency Communication Plan, it is essential to designate meeting points and safe locations. These should be predetermined areas where your family can regroup during or after an emergency. Choose both local meeting points, such as a designated spot within your neighborhood, and out-of-town meeting points, such as a relative’s house or a community center in a safe area. By establishing meeting points, you can ensure that everyone knows where to go if separated and have a higher chance of reuniting quickly.

Step 4: Devising a Family Emergency Meeting Plan

Determining meeting locations and routes

Part of your Family Emergency Communication Plan should include determining meeting locations and routes to reach them. Identify the most secure and accessible meeting spots for each potential emergency scenario, taking into account factors like proximity to your home, the nature of the emergency, and available transportation options. Once you have established the meeting locations, map out the safest and most efficient routes for each family member to follow. Rehearse these routes together during practice drills to familiarize everyone with the paths to take.

Considering different scenarios and contingencies

Emergencies can come in various forms, each requiring specific actions and responses. To create a comprehensive Family Emergency Communication Plan, consider different scenarios and contingencies. Deliberately think through potential emergency situations such as fires, natural disasters, or severe weather events. Each scenario may call for different meeting locations, routes, and communication methods. By considering these contingencies in advance, you can be better prepared to respond effectively, regardless of the circumstances.

Establishing a safe and accessible meeting point

One of the most critical aspects of a Family Emergency Communication Plan is establishing a safe and accessible meeting point. This is the location where your family will gather once the initial danger has passed. Choose a meeting point that is unlikely to be affected by the emergency itself, ensuring it is well-known and easily recognizable to all family members. It is important to select a meeting point close to your home, as it may be more accessible during localized emergencies that restrict movement in the area.

Determining alternate meeting points

In some situations, the primary meeting point may be inaccessible or compromised. That is why it is important to establish alternate meeting points in your Family Emergency Communication Plan. These secondary meeting locations should be situated further away from the primary one to account for wider-spread emergencies or situations where travel to the original meeting point is not possible. Ensure that all family members are aware of these alternate meeting points and understand which ones to use based on the circumstances.

Step 5: Designating Responsibilities and Roles

Assigning specific tasks to family members

To ensure a smooth and efficient response during emergencies, it is crucial to assign specific tasks to each family member. Consider the skills and abilities of each individual and delegate responsibilities accordingly. Tasks could include gathering emergency supplies, notifying out-of-town contacts of your family’s safety, or taking care of pets and elderly family members. Assigning responsibilities will prevent duplication of efforts and help everyone feel empowered and actively involved in the response process.

Determining who will act as the main contact

Having a designated main contact person is essential for effective communication and coordination. This individual will serve as the central point of contact for relaying information and receiving updates from family members and external sources. It is important to choose someone who is reliable, calm under pressure, and capable of maintaining open lines of communication. Ensure that all family members are aware of who the main contact is and how to reach them.

Identifying who will gather emergency supplies

Emergency supplies are vital during times of crisis, and designating someone to gather these supplies is crucial. This individual will be responsible for assembling items such as food, water, medications, first aid kits, flashlights, batteries, and any other necessary resources. Consider the specific needs of your family members and tailor the emergency supplies accordingly. By assigning this responsibility to a specific person, you can ensure that necessary supplies are collected efficiently and kept readily accessible.

Allocating responsibilities for pets and elderly family members

Pets and elderly family members often require special care and attention during emergencies. It is important to allocate responsibilities for their well-being to ensure their safety. Assign someone to be responsible for gathering pet supplies, arranging pet transportation if necessary, and locating pet-friendly accommodations. Similarly, designate someone to be in charge of the elderly family members, ensuring they have necessary medications, mobility aids, and any other specific requirements. By addressing these responsibilities upfront, you can ensure the safety of all family members, including those with additional needs.

Considering disabilities and special needs

Families with members who have disabilities or special needs must plan for their specific requirements during emergencies. Assign tasks and responsibilities that cater to their unique circumstances. For example, someone may need to locate and prepare specialized equipment or ensure access to communication devices for individuals with hearing impairments. Consider these factors carefully and involve the individuals with disabilities or special needs in the planning process to ensure that their needs are fully considered and incorporated into the Family Emergency Communication Plan.

Step 6: Creating an Emergency Kit

Collecting essential supplies and resources

A crucial aspect of preparedness is having an emergency kit ready to go at all times. This kit should contain essential supplies and resources that can sustain your family in case of an emergency. These supplies should include non-perishable food items, an ample supply of water, a manual can opener, a flashlight with extra batteries, and a battery-powered or hand-crank radio. Additionally, include items such as blankets, a change of clothing, personal hygiene items, and utility tools. Consider the needs of each family member and tailor the emergency kit accordingly.

Including food, water, and medications

Food, water, and medications are vital components of any emergency kit. Store at least a three-day supply of non-perishable food items that do not require cooking, such as canned goods and energy bars. Be sure to rotate these items periodically to ensure freshness. As for water, allocate at least one gallon per person per day for drinking and sanitation needs. Remember to include any necessary prescription medications, as well as over-the-counter medication for minor ailments like pain relief and fever reducers.

Adding first aid kits and personal hygiene items

During emergencies, access to medical assistance may be limited, making first aid kits a critical component of your emergency preparedness. Have a well-stocked first aid kit that includes bandages, antiseptic solution, adhesive tape, scissors, tweezers, and any specific medications or medical supplies required for your family members. Additionally, consider personal hygiene items such as toilet paper, soap, hand sanitizer, and feminine hygiene products. These items can provide comfort and maintain hygiene during challenging circumstances.

Incorporating important documents and cash

Having important documents and cash readily available is essential during emergencies. Gather copies of essential documents such as identification cards, passports, birth certificates, insurance policies, and medical records. Store these copies in a waterproof and portable container. It is also advisable to keep a supply of cash, as ATMs may be inaccessible or out of service during emergencies. Having these documents and cash ready will facilitate smoother processes when dealing with authorities, insurers, and other agencies after an emergency.

Step 7: Testing and Practicing the Plan

Conducting regular drills and simulations

A Family Emergency Communication Plan is only effective if it has been tested and practiced. Conduct regular drills and simulations to ensure that family members are familiar with their roles, tasks, and communication methods. Make these drills as realistic as possible by simulating various emergency scenarios and timing the response of each family member. Encourage open discussion afterward to identify areas for improvement and reinforce the importance of preparedness to each family member.

Testing communication methods and devices

The effectiveness of your communication methods and devices can significantly impact the success of your Family Emergency Communication Plan. Regularly test these methods and devices to ensure their functionality. Check that all cell phones are charged and in working order, and that everyone knows how to use them effectively. Test your landline phone to ensure it is functional, and verify that any additional communication devices, such as walkie-talkies, are in good working condition. By regularly testing these tools, you can identify any issues and address them before an emergency occurs.

Evaluating the effectiveness of the plan

After conducting drills and simulations and testing communication methods, evaluate the effectiveness of your Family Emergency Communication Plan. Gather feedback from all family members and discuss any challenges or concerns that arose during the practice sessions. Identify areas where improvements can be made and update the plan accordingly. Regular evaluation and refinement of the plan will ensure that it remains current and effective in addressing your family’s needs.

Updating and modifying the plan as needed

Emergency preparedness is an ongoing process, and as circumstances change, so should your Family Emergency Communication Plan. Review and update the plan annually, or whenever there are significant changes within your family or community. Take into account any new risks or vulnerabilities that have emerged and incorporate any lessons learned from past emergencies. Regularly communicate these updates to all family members and provide them with the latest version of the plan. By keeping the plan up to date, you can enhance its effectiveness in protecting your family during emergencies.

Step 8: Staying Informed and Prepared

Monitoring local news and weather alerts

Staying informed about current events and local news is crucial in ensuring your family’s safety. Stay updated on any potential risks or emergencies in your area by monitoring local news sources and weather alerts. Keep a portable radio or access to a reliable news source handy in case of power outages. By staying informed, you can make well-informed decisions and take appropriate actions based on the latest information available.

Following official emergency channels and updates

In addition to general news sources, it is important to follow official emergency channels and updates. Sign up for alerts from your local emergency management agency or download emergency apps that provide real-time information. These channels will provide you with accurate and reliable information straight from the authorities, ensuring that you have the most up-to-date information available. By staying connected to official updates, you can adapt your Family Emergency Communication Plan accordingly and respond effectively to changing circumstances.

Participating in community preparedness programs

Engaging in community preparedness programs can enhance your family’s emergency readiness. Look for local programs that offer training and workshops on emergency response, disaster preparedness, and first aid. These programs often provide valuable information, resources, and hands-on experience in handling emergencies. By participating in these programs, you will not only gain knowledge and practical skills but also feel more connected and supported within your community.

Attending trainings and workshops on emergency response

Emergencies require quick thinking and action, and attending trainings and workshops on emergency response can equip you with the necessary knowledge and skills. Look for opportunities to attend courses on basic first aid, CPR, and disaster response. Learn techniques for handling various emergency scenarios, including how to administer medical assistance, perform basic rescue procedures, and manage stress in high-pressure situations. Training in emergency response will help you feel more confident and competent in protecting yourself and your family during times of crisis.


A Family Emergency Communication Plan is an essential tool that can help ensure the safety and well-being of your family during emergencies. By assessing potential risks and hazards, collecting important contact information, establishing communication channels, devising a meeting plan, designating responsibilities and roles, creating an emergency kit, testing and practicing the plan, and staying informed and prepared, you can significantly minimize confusion, panic, and the potential for harm. Remember, emergencies can happen at any time and being prepared is essential. Take the time to create and implement your Family Emergency Communication Plan today to safeguard your loved ones.