Security communication within the organisation

Chapter summary

A key principle in the dissemination of security information is to adopt an approach that is both person-centred and audience-specific. Unlike traditional models that may focus on the organisation’s needs, this method prioritises the specific concerns, vulnerabilities and requirements of the individuals at risk, while also tailoring the communication method to the target audience. For instance, when briefing an individual staff member about risks in a high-risk environment, it is crucial to consider factors such as their background, experience and role within the organisation. A generic briefing might not sufficiently address the particular risks faced by a female staff member travelling alone in a conservative region, or a staff member with health vulnerabilities.

Ultimately, the goal of security communication is not merely to inform but to empower. By providing staff with the targeted information they need to understand and navigate the risks they face, organisations can help them to work safely and effectively, even in the most challenging circumstances.

The effectiveness of security information dissemination largely depends on the channels and methods used.

• Organisational webpages for staff (Intranet) are useful for sharing security updates, risk level changes and staff-specific guidance.
• Clear, structured emails with urgency indicators and translations help ensure critical security information is understood, and confirmation of receipt may be needed for key messages.
• Mobile phone alerts (such as SMS or apps like Signal and WhatsApp) provide immediate updates in emergencies but should be balanced to avoid overwhelming staff with excessive notifications.
• Security briefings, especially for travel, are essential for staff entering new environments or when security conditions change.
• Situation reports (sitreps) can provide concise, real-time security updates tailored for different audiences, ensuring staff understand evolving risks and operational implications.
• Analytical reports can offer in-depth assessments of security trends, guiding long-term organisational strategy and risk management decisions.

One of the significant challenges in security information dissemination is the risk of information overload, particularly in volatile environments where events can unfold rapidly. A triage system can help prioritise information based on its urgency and relevance.

• Operational importance. Will the safety and security of staff be compromised if this information is not passed on immediately? If yes, share immediately. If not, consider the point(s) below.
• Situational update. Does the information indicate a potential effect on security, possibly indicating the need for heightened precautions? If yes, inform relevant staff in a timely manner. If not, consider the point below.
• Context shift. Does the information indicate a trend or other longer-term implications for the programme environment? If yes, consider when and how best to use the information to inform strategic decision-making.

Each organisation will need to consider the best way to transmit security information for each level, and ensure staff are trained on how and when to share this information, and who with.

For urgent information that represents a broad threat to staff members, the priority is to communicate it as quickly and widely as possible. Many organisations now use broadcast or group messaging for this purpose. These methods allow for rapid dissemination of critical information, ensuring that all relevant staff are informed and can take appropriate action without delay.

In rapidly evolving security situations, organisations may have to balance accuracy with urgency, sometimes acting on unverified information through prudent overreaction if the potential risks justify it. Clear communication can help explain the rationale behind precautionary measures, acknowledge uncertainties, and address key staff concerns to ensure effective response and preparedness.

Finally, effective security communication within aid organisations relies heavily on continuous feedback and adaptation. Security staff should actively seek and incorporate feedback from colleagues to ensure the information provided is both clear and useful.