How a Critical Incident Response Plan Protects Employee Well-Being During Crises: 4 Strategies to Strengthen Your Approach

In times of crisis, employee well-being is a top concern. Sudden events like natural disasters or workplace violence can profoundly impact the physical and mental health of those affected.

That’s where Critical Incident Response (CIR) comes in. By preparing organizations and leaders to handle traumatic events effectively, CIR plays a vital role in safeguarding employees’ well-being during and after challenging situations.  

Understanding critical incident response (CIR)

Critical incidents are stressful and/or distressing events like a mass shooting in a community, the sudden death of an employee, or the downsizing of a company. More recently, organizations have also had to respond to broader societal issues, such as the social justice movements of 2020 and the COVID-19 pandemic. 

CIR refers to an organization’s actions to support its employees during and after a crisis. At Spring Health, we define CIR as a set of strategies organizations can use to manage and mitigate the effects of unexpected and often heartbreaking events in the workplace.

Why CIR is essential for employee well-being

The importance of CIR in the workplace cannot be overstated. It ensures employees receive the necessary support during crises, helping them cope with immediate stress and trauma. 

Effective CIR addresses physical safety and emphasizes psychological safety. Providing timely and appropriate support can prevent long-term psychological effects and maintain workplace productivity, morale, and overall well-being.

Employers who implement robust CIR plans demonstrate a commitment to their employees' well-being. This proactive approach fosters a supportive work environment and helps build resilience among employees, ensuring they feel valued and cared for during challenging times.

The employer’s role in critical incident response

HR leaders play a crucial role in CIR by taking immediate and proactive actions to support their employees before, during, and after a crisis. It’s important to regularly review and update CIR strategies to ensure they align with potential crises specific to your workplace.

Responsive actions during a crisis 

When employers take immediate action in response to a crisis, they demonstrate their commitment to their employees’ well-being.

Employers can take immediate action after a natural disaster, such as providing resources to help employees access shelter, food, and emergency medical response. In the case of workplace violence or accidents, having clinicians on-site to offer in-person support or group support spaces where employees can process their emotions and experiences can be highly valuable.

Proactive preparations for critical incidents

A proactive approach to CIR involves understanding the risks and challenges associated with the organization’s work environment. Leaders should anticipate potential crises based on their organization's risks and create plans to address them. 

For example, in industries with a high risk of physical injury, it's vital to anticipate possible workplace accidents and have support resources ready in the event of a bodily injury on the job.

Why timely intervention matters

Quick action can help mitigate employees’ emotional and psychological effects when an incident occurs.

For instance, if a sudden death or violent event happens in the workplace, providing immediate support spaces and access to mental health professionals can prevent the escalation of trauma. Rapid responses, such as providing clear communication, offering practical strategies, and allowing employees to process the incident, build trust and rapport within the team.

Proactive and immediate support not only aids in the healing process but also reinforces the organization's commitment to the well-being of its workforce, fostering a more resilient and supportive workplace culture.

Implementing trauma-informed leadership

Trauma-informed leadership guides employees through critical incidents with sensitivity and understanding. A trauma-informed leader will integrate the six core principles of trauma-informed care in their approach to crisis: safety, trustworthiness, choice, collaboration, empowerment, and inclusion. 

In doing so, leaders can take a human-first approach, prioritizing team members’ emotional and psychological needs over maintaining business as usual. 

Practicing empathy as a leader

Leaders need to empathize with their employees by recognizing their experiences and emotions. This means not only understanding what employees might be feeling but also reflecting on their own emotions. 

Leaders should take a moment to check in with themselves and their team, acknowledging the strangeness or discomfort of a situation. They should use this self-awareness to better connect with and support their employees.

Recognizing agency and safety

Effective trauma-informed leadership involves recognizing the importance of agency and psychological safety, especially during times of crisis. People must feel they have control over what they share and when to process and heal.

Leaders should ensure that people feel safe to express their emotions and concerns. Creating a space where people can openly communicate their needs and feelings contributes to a more resilient and supportive workplace.

Leading responsively during critical incidents

Some leaders may instinctively respond to a traumatic event by bringing everyone together to address the situation collectively. However, pushing employees into group discussions about a traumatic event may be counterproductive and could even exacerbate the event’s impact. 

Leaders shouldn’t assume that every crisis should be handled in the same way. Instead, leaders should assess their team’s wants and needs by offering private, one-on-one check-ins to gauge how people feel and determine the best way to provide support. This could involve setting up quiet spaces for individual processing or offering space for group reflection.

How to talk to employees during a crisis

Providing reassurance

Clear and compassionate communication can provide much-needed reassurance in times of crisis. Leaders should be honest about what they know and don't, as transparency helps build trust. Despite no new information, offering consistent updates can prevent misinformation and reduce anxiety.

Creating a safe space

Employees need to feel heard and understood after a traumatic event. Create a safe space where employees feel comfortable expressing their concerns and emotions.

Leaders should encourage employees to share their feelings without fear of judgment or repercussions. Everyone processes trauma differently, and there isn't a one-size-fits-all approach. Providing multiple avenues for communication, such as private meetings, anonymous feedback channels, and group discussions, can accommodate different comfort levels and needs.

Sharing resources

In addition to offering emotional support, leaders should share relevant resources that can aid employees. This can include information on therapy services, employee assistance programs (EAPs), emergency housing or food assistance programs, and more. Connecting employees with these resources can provide them with professional help and additional support outside the workplace.

Global variations in CIR

Culturally sensitive CIR strategies are essential for global organizations. Organizational responses must be adapted to fit cultural contexts, as different cultures process trauma and crisis differently. 

Cultural norms can shape how people handle a traumatic event or crisis. Leaders must understand these cultural norms and adapt their strategies to fit the context.

For instance, some cultures may favor collective grieving and community support, while others may prefer private individual coping. Organizations should consider and provide various coping methods in alignment with cultural norms and expectations. Adapting CIR to these preferences ensures that support is respectful and effective, creating a more inclusive environment for all employees and speaking to the humanity of all.

As with all CIR strategies, responsiveness to employee needs is critical. Organizations can better support their global workforce and effectively address their unique needs by aligning the response with cultural norms and preferences.

Global CIR best practices

Global best practices in CIR emphasize a comprehensive and proactive approach to managing crises:

Prioritize preparation 

Preparation is the cornerstone of a robust CIR plan. A lack of preparation often causes more damage in a crisis. 

Companies should invest time and resources into creating a comprehensive response plan before a crisis strikes. This includes contracting with an EAP and setting up support systems tailored to the specific risks associated with their industry.

Evaluate effectiveness

Organizations should regularly assess the effectiveness of their existing support systems. Are employees using the available resources, such as EAP services? 

Understanding the utilization rate can provide insight into whether these supports will be used during a crisis. Focus on improving areas where support systems are lacking and ensure they meet the needs of your employees.

Share resources before a crisis

Don’t wait for a crisis to share critical information. Make resources accessible in common areas employees frequently visit, like break rooms. Provide information in formats that employees can easily access and retain, such as posters, emails, and handouts. 

This approach ensures that employees have access to vital information well before it’s needed and can prepare accordingly.

Engage employees in CIR planning

Involve employees in the development and evaluation of CIR plans. Gather feedback on the usefulness of resources and support systems. This engagement helps ensure that the CIR plan is practical and meets the needs of those it’s designed to protect.

Spring Health’s CIR solution

Navigating critical incidents can be challenging, and having the right support can make all the difference. Our CIR solution is designed to provide your organization with the tools and support needed to effectively navigate crises and support your employees.

• 24/7 access: Employees can access support around the clock, ensuring help is available whenever needed.
• Customized plans: We tailor our services to fit your organization’s unique needs.
• Expert resources: Our network includes experienced professionals specializing in trauma response and recovery and providing high-quality care and guidance.

With Spring Health, you get more than just a service provider—you get a partner dedicated to ensuring your employees’ well-being during critical times. Our expertise and comprehensive approach help you create a supportive environment that fosters recovery and growth.

Building resilience through proactive CIR strategies

By focusing on prevention and preparedness through a comprehensive CIR plan, organizations can mitigate the impact of unexpected events and ensure a more resilient workplace. 

Here are four ways to do this: 

• Plan ahead. Be proactive in developing and implementing strategies to handle crises efficiently.
• Adopt best practices. Ensure your CIR plan includes preparation, effective communication, and culturally sensitive approaches.
• Embrace trauma-informed leadership. Lead with empathy, awareness, and humanity, providing support that aligns with employees' needs and cultural contexts and prioritizing the six principles of trauma-informed care: safety, trustworthiness, choice, collaboration, empowerment, and inclusion.
• Effectively share resources. Invest in and disseminate critical information and support resources in advance, to ensure they’re accessible when crises occur.

Investing in a comprehensive CIR strategy helps manage immediate challenges and fosters a supportive and resilient organizational culture. Spring Health’s CIR solution provides tailored, expert-driven assistance, empowering your organization to navigate crises with confidence and care.

By prioritizing CIR, you create a safer, more supportive environment that enhances your organization’s ability to recover and thrive in the face of adversity.

Join our upcoming webinar to learn from clinical experts how to prepare for the unexpected and protect employee mental health during a crisis.