Top 10 emergency management tools to navigate crises

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In December 2022, Rackspace Technology, a managed cloud services provider, experienced a ransomware attack that locked hosted Microsoft Exchange accounts for 30,000 customers. 

While the company quickly made decisive changes post-incident and advised customers to migrate to Microsoft 365, the breach could have been prevented with thorough planning and emergency management.

For enterprises, having proactive measures, including real-time monitoring and robust communication tools is gradually becoming an imperative for mitigating risks. 

Let’s explore the strategies for effective emergency management and the tools to address challenges like natural disasters and security breaches.

What is emergency management? 4 key phases

Emergency management is the strategic process of preparing for, responding to, and recovering from crises to minimize impact and protect people, infrastructure, and operations. 

It requires coordination, communication, and proactive planning. 

Recently, cyber incidents have soared, exceeding 3,200 reported breaches annually in the US. On the other hand, natural disasters, like those in 2023, claimed 86,473 lives and caused $250 billion in economic losses.

Supply chain cybersecurity is another major concern, as 60% of companies experience disruptions due to cyberattacks, leading to operational disturbances and financial consequences.

To avoid this, here are four key phases of emergency management that businesses should adopt:

1. Mitigation: reducing risks before they occur

Identify risks and take steps to minimize their impact.

For example, New York City introduced Stormwater Flood Maps to identify pluvial and compound flood risk areas, enabling proactive mitigation against frequent flood hazards.

In December 2022, storm tides in Jamaica Bay rose nearly a foot higher than in other parts of the harbor.

The flooding, amplified by historical dredging and urban development, highlighted the importance of targeted infrastructure improvements to address flood-prone areas in Jamaica Bay.

2. Preparedness: planning for the unexpected

Train, plan, and allocate resources to handle emergencies effectively.

Google conducts regular disaster recovery tests across its global data centers to simulate outages and ensure quick, secure service restoration. Its teams are well-prepared to adapt to various crisis scenarios. 

Businesses can plan and allocate resources with Google’s disaster recovery strategies to enhance resilience in the cloud infrastructure.

3. Response: taking immediate action

Make assertive decisions and regain control during a crisis. Reliable and secure communication tools are necessary to coordinate efforts, share critical updates, and ensure seamless collaboration among teams.

For example, in 2021, Colonial Pipeline quickly shut down 5,500 miles of operations after detecting a ransomware attack.

4. Recovery: restore operations

Learn from past incidents and rebuild systems to prevent future risks. FEMA recommends prioritizing the restoration of critical functions first to minimize disruption and implementing a phased recovery plan for comprehensive resilience.

10 must-have tools for effective emergency management

In 2023, the Emergency Events Database recorded 399 natural hazard-related disasters, causing economic losses of $202.7 billion.

As global emergencies continue to rise, prioritizing emergency management has become more critical. Here are ten must-have tools to enhance your emergency management strategy:

1. Incident management software: coordinate responses with ease

Streamline response efforts by tracking issues, assigning tasks, and monitoring real-time progress. You can manage large-scale evacuations and coordinate multi-agency responses effectively. 

With real-time updates, you can allocate better resources, ensuring smooth emergency management.

2. Emergency notification systems: alert teams and stakeholders instantly

You can instantly alert teams, stakeholders, and affected individuals across multiple platforms, including offline channels.

For example, California’s Earthquake Early Warning System provided critical alerts to millions of residents ahead of a 5.2 magnitude earthquake in Lamont, California, in 2023. 

They used the MyShake app to send over 517,000 notifications, while Google’s Android integration expanded the reach even further, giving residents up to 35 seconds of advance warning.

3. Risk assessment platforms: identify and prioritize vulnerabilities

Identify vulnerabilities and assess organizational risks. Tools like RiskWatch help analyze threats, evaluate potential impacts, and prioritize mitigation strategies based on severity. 

You can also track emerging risks and ensure regulatory compliance. This is one way to address vulnerabilities before they escalate into major incidents.

4. Collaboration tools: enable seamless team communication

Secure, real-time communication tools are essential for teams and everyone involved. For example, Rocket.Chat offers encrypted messaging and advanced role-based access controls, ensuring seamless collaboration during crises.

NATO CCDCOE uses Rocket.Chat to safeguard large-scale communications during cyber defense exercises.

5. IoT sensors: monitor real-time hazards

Monitor wildfires, floods, or chemical leaks in real time. Make quick decisions and respond to crises effectively.

Traditional sensors mounted on buildings and critical infrastructure require continuous power, but zero-power monitoring systems stay in a low-power mode until activated by specific events, drastically extending battery life and reducing maintenance needs.

MEMS-based sensors can detect infrared light from wildfires or minute structural changes in bridges. Such technology could have prevented disasters like the collapse of the 2018 Morandi bridge in Genoa, Italy.

Furthermore, programs like ALERTCalifornia leverage advanced camera networks and AI to provide real-time fire detection and situational awareness. These technologies facilitate rapid responses and minimize damage during critical situations.