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Published on: Mar 4, 2016
Transcripts - Polpeo rehearsing-and-managing-social-media-crisis-2014
a white paper from Polpeo – March 2014
The first time most brands get to learn the best (and worst) ways to
manage a social media crisis is when it happens for real. All the
scenario planning, team structures and crisis management plans in
the world can’t prepare you for the sheer volume of people you
have to deal with, or the exhaustion of a team that’s been dealing
with an angry mob all day, or how that team will react under
In times of crisis, we turn back to what we know. Armed forces and
emergency services men and women know this: in the most
extreme situations, your responses to a crisis will be dictated by what
you’ve learned to do automatically, through endless drill, rehearsal,
preparation and discipline.
When a crisis breaks, it doesn’t break over a single channel. It
breaks on news sites, Twitter, Facebook, Instagram, blogs, forums, TV
and YouTube. The first reporters to any crisis scene are citizens
armed with smartphones and a Twitter account. The first pictures to
emerge of the devastating tornadoes in Oklahoma were taken from
mobile phones. The news of the Hudson River emergency air
landing was broken to the world by a camera phone picture on
Twitter, which was flashed round the world’s media in seconds.
We can no longer manage how an issue breaks. It is no more
possible to control the message that spreads through social
networks than it is to control the medium over which it travels.
What we can do, is control how we respond. And we can practise
that response using simulation technology, so that when a real crisis
breaks we are rehearsed, drilled, prepared, and have the team
discipline to deal with it effectively.
Polpeo has used its combined social media, PR and reputation
management expertise to produce this paper to help you prepare
for a social media crisis, learn how and why you need to rehearse,
and examine the practicalities of managing a crisis breaking on
Why rehearse a social media crisis?
Rehearsing a crisis will give your team confidence to handle a
difficult situation and highlight any gaps in policy, process or team
management. If you can rehearse a crisis, you can experiment a bit
with how to handle it. You can make mistakes in a controlled
environment, rather than with the world watching, and you can try
different tones of voice to diffuse tension.
You could even test the likely reaction of the crowd to a new
product. If you’re releasing an ad campaign that could court
controversy, simulating the public response on social media will help
you formulate your position and response ahead of the campaign
Practice gives you the confidence to know that, when you’re
facing the real thing, your teams will know what to do. In a live
situation, you don’t have time to get every Tweet checked by a
lawyer. So it’s incredibly important that your social media team or
agency is empowered to respond in a way that fits the culture and
ethos of the brand, and in a way that isn’t just replicating a
corporate message on a social channel.
The science of rehearsing
There are six factors that come into play during a crisis – things that
really define how a team feels about the crisis, and how they
respond under pressure. We call these the ‘hot seat’ factors:
1. Speed of response. In a crisis you have to think quickly, and
2. Visibility. The age of being able to hide behind a corporate
press statement in response to a crisis is, effectively, gone.
The statement plays its part, of course, but a more human
and transparent response will come on Facebook, Twitter,
blogs and forums. These are highly visible channels, and the
effectiveness of a response is judged on them.
3. Unpredictability. It was hard enough for marketing teams
dealing with the press through a crisis, but now we deal
directly with the public through social media channels. And
members of the public won’t have an objective view; each
will bring a personal agenda and emotion to the issue.
4. Lack of control. It is no more possible to control
conversations on social media than it is to control
conversations in the home. Corporate control has no place
on social pages that are, often, deeply personal.
5. This is a new industry. That means every action by a
company managing a crisis is being watched, scrutinised
and analysed. Your peers are learning from your handling of
an issue, good and bad.
6. The boomerang effect. Whatever you do in a crisis could
come back to bite you. The temptation is to retreat to a safe
place and ignore what’s going on, but the public nature of
social media means this isn’t possible any more.
Fear of failure is probably the biggest threat to handling a crisis
successfully. The neuroscience of what happens to us when faced
with a crisis determines how we behave. Being in the ‘hot seat’
completely changes our brain chemistry.
Human evolution means we are the descendants of survivors. We
outran our predators, and our brains developed to enable us to
survive. This means we are highly attuned to threats. The moment
we perceive a threat, we are flooded with cortisol and adrenaline,
to ready us to run and to fight.
The brain perceives a social threat in the same way as a physical
threat. And all that cortisol and adrenaline might be useful in
outwitting a predator, but it’s not as useful when we’re in front of a
computer, responding to an angry mob on social media.
So what does this change in chemistry in response to a threat do to
Let’s first look at a basic model of the mind. System 2 is our rational
mind. This is the part of our mind we take to college, the part that
reads the manual. Let’s say this has the processing power of an
encyclopaedia. System 1 is our primitive brain, or “monkey brain” as
it is often called. Let’s say, relatively speaking, this has the
processing power of the universe.
System 1 is finely tuned to threats. And when we face a threat and
the brain chemistry changes, a number of things happen:
1. Our mirror neurons (or ‘social wifi’) shut down. We can’t tell
what others are thinking and feeling, and we don’t care that
much either. We become very inward looking.
2. Others have mirror neurons too, which respond to our shut
down. This creates emotional contagion (what we might call
‘spreading an atmosphere’).
3. System 1 takes over. Our monkey brain runs the show. This
means concentration is difficult because that’s what System
2 controls. For example, reading a manual is not what we
want to do. We want to react on instinct.
4. System 1 focuses on the short term, not the long-term
implications of our actions. We will do almost anything for
short-term survival in this situation (remember this is what our
brain chemistry is telling System 1: survive now, at all cost).
Short-term benefits taste particularly sweet in this state and
might even be the only options we can see. This isn’t the
best option in a crisis; rational, long-term thought is required;
there are real long-term consequences of our actions.
During a crisis, we need to be calm, have clarity of vision, and be
creative in our problem solving. In a threat response situation, this is
going to be challenging.
This is the crux of why, neuro-scientifically speaking, an experiential,
realistic simulation learning and training model is our best chance of
success. It is the same reason why flight simulators, space shuttle
simulators and battle simulation exercises exist.
The key is to reduce the perception of likelihood of failure and thus
the perceived threat. We do this by:
1. Associative learning. This is the most powerful way to create
lasting learning that will endure in whatever circumstances
and brain chemistry. The combination of learning plus
emotion means there is a kind of ‘epigenetic lock’ to the
learning. It’s said that everyone remembers where they were
when Kennedy was shot, or when we learned Princess Diana
died. These details become unforgettable: the emotion
locks them in. This is what we do with experiential learning.
2. Rehearsal. Neuroplasticity is the ability of the brain to create
enduring connections when we physically rehearse certain
steps or processes. This means that if we practice something,
we can programme our brains not to forget it. If we stall a
stick shift car, we ‘automatically’ put it right despite often
being in a highly stressful situation at the wheel of a stalled
car. This is why pilots train for crash landings using a simulator.
3. Building team confidence. Working together as a team is
vital: not only must you have confidence in yourself but also
confidence in others. Rehearsing a situation as a team
develops confidence through the whole team. This is most
obvious in the armed forces and emergency services. Unit
What we are building in a crisis rehearsal is resilience. The
confidence to know that you will cope, that your team will cope,
that you can do this and that you know how to do this.
The release of anxiety lets you respond to a situation calmly, with
courage, and with the confidence to take controlled risks.
The best way to manage a social media crisis is to plan to avoid it in
the first place. Good scenario planning – working out what kinds of
crises you’re likely to face – and rehearsal really help you when the
real thing happens. There’s another advantage of scenario
planning, too – you might just spot a way to avoid the crisis
completely by taking business action. Broadly speaking, crises can
be divided into two categories: those you can’t avoid; and those
you can, through monitoring what your customers are saying about
you, what the problems are you might face, and what the business
action is you can take to turn a negative situation into a positive.
Monitoring and social listening tools will also help you filter out the
information you need to know about from the background chatter.
The beauty of social media is its visibility: it is possible to listen to what
people are saying about you in real-time, and take positive action
to prevent, or limit, damage.
Some companies (like PepsiCo’s Gatorade and Dell) have gone as
far as to set up a physical mission control room to monitor real-time
tweets, blogs and sentiment to allow them to engage with
consumers in real time. For others, a combination of listening tools
and humans will provide insight to what people are saying about
you, and what issues you need to address.
Build your crisis team to include social media. Most big brands will
have a crisis management team in place. But social media must be
an intrinsic part of this team, not a ‘bolt-on’ afterthought. It should
anxiety = awfulness x probability / rescue x coping
include anyone that you’re likely to need during the crisis, including
legal (for quick sign-off) and tech support. It should have a clear
leader, and usually, it will include representatives from:
PR and reputation management
Social media and social listening
Ensure that social media is fully integrated to all your existing crisis
plans, and that the crisis team includes social media crisis handlers
(such as trained community managers and social media
Get the practical things in place. Have a list of who you can call on
in an emergency, in whatever time zone you need them. Make sure
you know the password to your blog, Facebook and Twitter
accounts – it sounds obvious, but the best laid plans fall apart if the
only person who has access to your social media accounts is
unreachable, or worse – holding the accounts hostage.
Planning your response
The first question to ask is: what does a social media crisis look like?
When we talk about a social media crisis, we mean a crisis that has
the potential for a real impact on your business. The severity of crisis
will determine your response. Agree in advance what constitutes a
serious issue and needs a clear escalation path (including to the
police or relevant authority in the case of criminal activity or abuse).
Crises are likely to fall into one of four groups:
1. A serious event that’s happening in the real world and
unfolding over social media, for example reported by
‘citizen journalists’. This could be a life or death situation, or
a real emergency.
2. A protest instigated by an activist group to bring about a
specific result, such as Greenpeace’s social media
campaign to organise local protest against supermarket
chain, Waitrose, to put pressure on the firm to end its
partnership with Shell. (It didn’t take long for Waitrose to
abandon the relationship and support Greenpeace’s
stance on arctic drilling.)
3. Human error, or a rogue employee. An employee at UK
music store, HMV, live-tweeted the firing of 60 staff in
February 2013, even offering (unheeded) advice to the
head of marketing on how to change the passwords to
social media accounts. Less serious examples of this might
be accidentally tweeting from the wrong account, or an
4. A social media hack, such as that suffered by the
Associated Press in April 2013, when a group claiming to be
the ‘Syrian Electronic Army’ tweeted from AP’s account that
the White House had come under attack.
Communicating through the crisis
Managing your reputation. The reputation you have when you go
into a crisis will be the one that sees you through it. If you do nothing
to manage your reputation during the good times, then you’ll have
no goodwill to carry you through the bad times. People who trust
you already are more likely to support you, and defend you from
detractors. Stash goodwill to see you through any difficult patches.
The stronger the voice you have in social media (and in your own
online communities, blogs and forums), the better your relationships
will be with customers. It is your loyal customers who have a
relationship with you who are most likely to defend you.
Understand what can be solved by clear communication, and what
can’t. If a brand is abusing human rights in Bangladesh, no amount
of positive PR will help. Be prepared to take some serious business
decisions, quickly. For this reason, involve your most senior people
early on – it’ll get those decisions made more quickly. In May 2013,
British retailer Marks and Spencer managed to avoid serious
reputational damage after the Rana Plaza factory collapse in
Bangladesh when it became one of the brands signing up to an
international agreement to improve safety conditions in garment
factories. The apparent reluctance by other companies – notably
Gap and Wal-Mart – to sign resulted in negative press coverage
across the board.
Once you’ve agreed on what action to take, agree your public
response, and – importantly – the tone of voice you’ll use within your
The reputation with which you enter a crisis is the
one that will see you through the crisis
communities. Make sure it’s consistent across all your audiences and
channels. Assume that what you say on Twitter will reach the same
people as your press statement, or your customer service
announcement. Your emailed statements will be posted by
interested parties onto Facebook. News media will source interviews
from social media. Communications channels can no longer be
viewed in silos.
You can’t control how a story spreads on social media. In these
days of Twitter, mobile phone video uploads and consumers
tapping into their online networks, word of mouth spreads like
wildfire. Every citizen with a smartphone is a reporter. In May 2013, a
BA flight made an emergency landing at Heathrow. The covers of
the engines had popped open in flight. Before the aircraft even
landed, a passenger had Tweeted a photo of the engines. Within
minutes of landing, amateur video appeared on news channels –
someone had filmed the smoking plane as it flew over their street.
What you can control, to some extent, is what your employees post
on social media about you. Have a clear social media policy in
place, and be clear about what is and what isn’t acceptable if that
employee is publicly associated with your company, and the
repercussions of breaking the policy. (Of course, if your employees
are loyal to you, this will be a lot easier to manage. Disgruntled
employees won’t be nearly so co-operative.)
Social media hydra: censorship doesn’t make an issue go away.
Some of the biggest brands in the world have assumed they can
control social media by censoring any views they don’t like. It’s
simply not possible – in the way that trying to stop people talking in
the pub isn’t possible. Yes, you need to moderate your social media
channels for illegal activity, copyright infringement, swearing, abuse
or inappropriate content. But if you censor your channels –
removing user-generated content that criticises you, for example –
you’ll antagonise your followers and appear heavy-handed. It
certainly won’t win you any of that goodwill to carry you through
the crisis. And as Greenpeace memorably demonstrated with its
Sinar Mars campaign against Nestle, taking content down from one
channel doesn’t stop it springing up on another one.
Know when it’s best to walk away. Sometimes, not responding is the
best way forward. If the issue is a matter of, for example, safety or
abuse, then of course you must act immediately, and be seen to
act. But what if the issue isn’t this serious? It’s very easy to create
your own firestorm by jumping in to a social media community and
escalating an issue that, if left alone, would fade out by itself. Check
the facts before you jump in. If a customer has complained about a
product, check whether that complaint is right before you start
apologising and offering a refund, which could open the
floodgates. Don’t over-react. Not every issue you encounter is a
crisis in the making. Be too defensive and you could make the
situation much worse, or create a negative situation out of nothing.
During a crisis, every move you make will be scrutinised. Involve all
your organisation’s communications channels, including –
importantly – search. A widely covered issue will show up in search
results for a disproportionately long time after the event – make sure
you involve your search agency in your communications plan, so
that you can take positive action to neutralise negative coverage
on search engines.
Your voice on your social channels should stay true and authentic
throughout the crisis. Your community managers, PR team or social
media mangers should already be authorised to make quick
decisions and take action where necessary to restore trust.
Monitor the crisis closely. Throughout the crisis, monitor how it is
playing out over social media, and keep in close touch with your
monitoring team. If something changes, be prepared to respond
quickly, and make sure all the parties involved in the crisis team are
informed and up to date.
Make sure your tone of voice is appropriate to the issue you’re
addressing. O2, during its service outages in 2012, used humour to
diffuse tension within its communities (and to respond to abusive
messages from users), but was careful only to do so where it was
absolutely appropriate. It received widespread praise for the way it
handled the issue. In April 2013 UK cinema chain, Cineworld
received a mixed response for its public Twitter spat with a
customer. Antagonising the people that can make your life harder
isn’t a great idea, but showing some personality can be a good
thing. Above all, stay true to your brand.
Every brand should define what its crises might look like,
and prepare to manage them if the worst should happen
Your crisis checklist
Preparing for a crisis
Monitor what’s being said about you in all channels, and listen
for anything that might spark a crisis
Do the groundwork before the crisis breaks. Have some goodwill
Define what a crisis looks like, and plan for every eventuality
Have a social media policy in place for all employees and
Build your crisis team to include senior decision makers through
Involve your agencies in the crisis plan
Include search as an important part of the communications mix
Be clear about what can and what can’t be solved by PR
Involve your employees in the process – you don’t want them
breaking the crisis for you.
Be in the social media space already (and be able to access
Rehearse: hold as full a simulation as you can
Managing the crisis
Be prepared to take business action if necessary.
Communications can’t solve a business issue.
Remember: you can’t control social media. But you can control
how you respond in social media
Agree your response and communicate it consistently
Authorise your community managers to act on your behalf
Don’t create your own firestorm. Don’t address an issue in a
community where no-one knew there was an issue to start with
Keep crisis team contact numbers accessible and updated
Notify and involve all your third party agencies
Have a pre-defined escalation path for serious incidents (and
Keep in close contact with your monitoring team
Keep the tone of voice appropriate to the issue; and keep it true
to your company values
Polpeo creates realistic and interactive social media simulations for
brands and their agencies. It simulates any public social media
experience or situation, to let you experience the live drama of a
crisis or campaign breaking on social media, and rehearse and test
your responses in a closed, safe environment.
Polpeo uses simulation technology to replicate the behaviour of
social networks, microblogs, news sites, forums, blogs and video
channels. Simulations are run by a team of trained social media
managers who mimic the public response to your crisis or
campaign, in real-time, so you can see how the public are
responding to your social media management strategy. It is the
closest thing possible to managing a real situation unfolding on
social media. Simulations can be run for groups of between five and
Polpeo is an Emoderation subsidiary company, co-created by social
media agency eModeration, and PR specialist Kate Hartley.
For more information, or for a quote for a social media simulation,
please get in touch.
Tamara Littleton: +44 (0) 203 178 5050
Kate Hartley: +44 (0) 203 178 5052