by Heather T. | Feb 27, 2020 | Bed and Breakfasts, Marketing, Operations, Security
Many businesses large and small don’t think about creating a social media crisis strategic plan until after the fact. I liken it to not backing up your personal and business information from your computer or computers until after the fire that guts your office or the flood that sweeps away the business.
Planning ahead and at least getting a handle on how you would approach an online crisis before it happens is key to helping your business survive an incident without you having to have a mental breakdown during a situation. This can cause an enormous amount of stress between employees and management or partners and spouses/significant others. Or if you are not that concerned about a full-scale online meltdown but simply want to be better prepared when you have a review or two that is negative and you need a plan in place for how to handle it this can be useful to at least do the basics.
I wrote this out a few years ago for a client’s use and just recently updated it and thought it may be helpful to post it as I see many reputation management companies out there making suggestions but not many give (or any I could find easily at least) actual step by step guidelines and suggestions for what to do. I would guess they want you to pay for it but it’s an important topic that many small businesses may not and do not have in the budget to employ a company to handle and manage this.
You can download this in (PDF) Social Media Strategic Plan for Crisis or MSWord Social Media Strategic Plan for Crisis, and here is the text to review if you would like to peruse what constitutes putting a plan in place. This is an outline to be modified or tweaked as needed and to customize it to your own business. Be safe and be prepared! (and backup your information too!!!) Please feel free to take it and adapt for use, if you are going to copy it and use it for distribution, some credit would be appreciated, if you are going to copy it for your own and sell it for a fee, karma will come around and bite you at some point and you are not a good human being, enough said.
Strategy for Social Media Crisis for “Your Business“
Date Created:
Date last updated:
Facebook-Who has Access?
• Name:
• Role in Organization:
• Facebook Access: Admin Editor Moderator Advertiser Analyst
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Facebook Access: Admin Editor Moderator Advertiser Analyst
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Facebook Access: Admin Editor Moderator Advertiser Analyst
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Twitter-Who has Access?
• Name:
• Role in Organization:
• Team Member: Yes No
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Team Member: Yes No
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Pinterest-Who has Access?
• Name:
• Role in Organization:
• Access to shared boards: Yes No Yes, which specific ones:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Access to shared boards: Yes No Yes, which specific ones:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Youtube-Who has Access?
• Name:
• Role in Organization:
• Youtube Access: Primary Owner Owner Manager Communications Manager
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Youtube Access: Primary Owner Owner Manager Communications Manager
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Instagram-Who has Access?
• Name:
• Role in Organization:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Google My Business-Who has Access?
• Name:
• Role in Organization:
• GMB Access: Primary Owner Owner Manager Site Manager
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• GMB Access: Primary Owner Owner Manager Site Manager
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Yelp-Who has Access?
• Name:
• Role in Organization:
• Full Access: Yes No
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Full Access: Yes No
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Other Social Media Channels-Who has Access? For Lodging Add Tripadvisor and OTAs, for other hospitality, any other specific platforms that take reviews.
Cut and paste and put the level of access in if applicable:
• Name:
• Role in Organization:
• Full Access: Yes No
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
What channels and programs are being used to monitor company reputation online? (Be specific) include costs if applicable.
How often are those channels be checked?
Who is responsible for company online monitoring?
• Name:
• Role in Organization:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
Define what a crisis is
Single Event VS Massive Online Meltdown: (Define)
Single Event (i.e. a comment) VS Single Event that Snowballs (i.e. it keeps getting larger): (Define)
What constitutes an online crisis to your company (be specific if possible)?
What are some of the repercussions your company can face in the event of an online crisis?
Who will be the point person in responding to online crisis events? (Add contact information here)
Who is a secondary person (in the event the first is not available or additional help is needed)? (Add contact information here)
Who needs to be informed of an online crisis? (Add contact information here) Add secondary people who can make recommendations and directions in the event the key people are not available.
And what are the steps and procedures point people need to follow in order to inform the above?
Who should an employee or company contact get in touch within the event something is seen online that the company needs to address? (Add contact information here)
What steps should a point person take immediately if they are unable to get a response from a key person in charge of decisions?
Examples: Unpublish the Facebook Business Page, Deactivate Twitter account (you have 30 days to recover it), Instagram: temporarily deactivate account, Pinterest: temporarily deactivate account, Youtube: turn off commenting, etc. (major crisis)
Or
Delete posts, pins, boards, videos etc. (minor issue)
++Keep in mind people screenshot, so just deleting something doesn’t necessarily mean the problem will go away if someone saw it and took a screenshot or more it can resurface.
Who is responsible for company online monitoring?
• Name:
• Role in Organization:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
• Name:
• Role in Organization:
• Email address:
• Alternative Email Address:
• Phone Number:
• Cell Number:
What are the goals you want accomplished?
Examples: minimize publicity etc.
Damage control doesn’t happen overnight, it takes time and attention to it.
Who can your company reach out to to minimize impact and even out bad reviews or other bad publicity?
Examples: employees, past customers, business supporters, press.
If you have press contacts, who are they and how can a company contact them?
What message in a crisis do you want to be conveying?
What can you put out there to promote and reinforce your brand’s core message?
What are your company’s values?
What is your company’s value proposition to your customer base?
In the event of an online crisis, what guidelines for each platform should your point people be following?
For example: Facebook-delete post or respond (outline a standard response)
Yelp reviews- respond (outline a standard response)
Google My Business reviews- respond (outline a standard response)
What follow-up and addition steps can be taken to mitigate an online crisis?
Press Releases-Who will write, who will have input
Website Statement-Who will write, who will have input
Social Media Statement-Who will write, who will have input
Response templates for reviews: Customize to suit the platform, a Facebook response may not be worded quite the same way as you would word a Google My Business review or post:
Facebook:
Instagram:
Twitter: (keep in mind the 280 character count)
Google:
Yelp:
Other channels:
-Write up an initial response for each, a brief response acknowledging and the situation. This needs to go out as soon as there is a problem.
-Write up follow up responses, there will be two main types, responses to worried concerned people and responses to very unhappy/mad people.
-Create responses for key people as well. A moderator may be posting on behalf of the company owner or manager but it needs to be labeled as a response from that source.
What are some questions that might be asked by people in the event of an online crisis? Write some template responses in how to address these common questions.
What follow-up will you do online and off in the event of an online crisis and for how long?
If a crisis, even a minor one occurs, note what were the results of this, what could you have done differently? What did not go as planned? Did the process for addressing a problem go well? If not what could be tweaked to make it better if something happens in the future?
Reputation Management Checklist for Platforms
Google My Business/Google Maps= Checked Listing
Yes No
No: Check
Claimed Ownership of listing
Yes No
No; Claim
Verified Listing Information is Correct
Yes No
No: Fix
Signed Up for Email Alerts of Reviews
Yes No
No: Sign Up
Yelp = Checked Yelp Listing
Yes No
No: Check
Claimed Ownership of listing
Yes No
No; Claim
Verified Listing Information is Correct
Yes No
No: Fix
Signed Up for Email Alerts of Reviews
Yes No
No: Sign Up
Checked Bing Local Listing http://www.bing.com/businessportal
Yes No
No: Check
Claimed Ownership of listing Yes No
Yes No
No; Claim
Verified Listing Information is Correct
Yes No
No: Fix
Signed Up for Email Alerts of Reviews
Yes No
No: Sign Up
Checked Yahoo Local Listing/Yext
Yes No
No: Check
Claimed Ownership of listing
Yes No
No; Claim
Verified Listing Information is Correct
Yes No
No: Fix
Signed Up for Email Alerts of Reviews
Yes No
No: Sign Up
++Note about Yahoo listings, the site signup is confusing, this article may help https://localmarketinginstitute.com/yahoo-free-business-listing/
Optional Merchant Circle, Manta, Other directories
Other services and monitoring:
Check to see if your business name is taken on social networks:
http://namechk.com/
http://knowem.com/
-Don’t sign up for the service, just use it check (and be cognizant of the fact that they don’t seem to be right 100% of the time)
Free Reputation alerts:
http://google.com/alerts (put in quotes for better return results)
Real time search (twitter) https://twitter.com/search-advanced
Paid:
• https://mention.com/en/
• https://sproutsocial.com/plans-and-pricing/
There are additonal paid monitoring services out there, use your judgement, get a demo, talk to other companies who have used them. Benchmark any reports and results if you pay for it.
by Heather T. | Aug 28, 2017 | Bed and Breakfasts, Lodging, Marketing, Social Media
Today I was supposed to teach a short instructional webinar on using Youtube Slideshow Creator. A very useful tool that I found out this morning (when I logged in to Youtube) that it’s being retired on September 20, 2017. Apparently, they had put out a notice (not very widely apparently) that is was going away permanently a few months ago. I did know that Youtube is revamping it’s Creator studio, which I have Beta access to, and am quite excited to see the full version of, but I was unaware of this. Caught a bit by surprise as I usually know about most social media changes way ahead of time, I am to say the least, extremely disappointed they are retiring this feature as it was very useful for B&Bs. The explanation is “that it was not widely used”, similar to Facebook retiring it’s lists feature earlier this year (and there is a workaround for them at least) the feature was a victim of the fact that hardly anyone used it, because most didn’t even know about it.
If you do want to explore Youtube slideshows, you have until the 20th to do so. Youtube says it won’t be doing away with any videos created with it prior, so if you have a few minutes and some good still photos, take advantage of it now. The slideshow feature can be replicated with other programs (I am looking into good suggestions for replacing) but access to the availability of royalty free music (that Youtube provides with the slideshow creator) is not as easily replaced.
I had done a blog in 2014 about using the slideshow option, so if you would like to play with it in the interim of the feature going away, please visit https://chefforfeng.wordpress.com/2014/02/27/how-innkeepers-can-leverage-youtubes-photo-slideshow-option/. You may need to use Firefox (recommended), Safari or Internet Explorer as Google Chrome is blocking the Flash plugin used to create the show.
If you have a current version of Powerpoint (within the last 4 years) there is an option of turning your slides (with effects) into a video that is uploadable to Youtube.
While there are literally 100s of options for programs to do slideshows and export to video ranging from $29.99 to $99.00, and many more in the higher price ranges with more bells and whistles, there are not many options out there for free.
Windows Movie Maker (PC only) (http://www.windows-movie-maker.org/) is one option that Windows users can download for free. Avid Media Composer (PC or Mac) is another, but maybe for the more technological inclined (http://www.avid.com/media-composer-first). I would very much recommend not downloading many of the other options that tout themselves as “free” without first checking them out heavily online. Many contain Spyware and Adware which can be even more malicious, and in many cases much harder to get rid of than regular viruses.
Kizoa (https://www.kizoa.com/) is one online option, but the free version limits what you can do. I have not trialed the paid version but it looks promising. There are several others online as well that offer “free” but with limitations as well. I’d recommend testing out the online ones available, with the caveat be careful what links you click on, especially if the program landing page has lots of ads on it, similar to the downloadable options for slideshow editors, be cognizant that some links may take you to malicious sites.
We are continuing to research other options for this and will post an additional post when (and sadly if) we find more comparable (free) equivalents to Youtube Slideshow Creator, Avid we had been aware of prior, and Kizoa we came across today and trial tested (and recommend to check out as a possible option) after looking at and testing about two dozen other options today.
by Heather T. | Aug 9, 2017 | Blog, Lodging, Marketing, Social Media
Did you know you can download a full backup of your Facebook business page, including all the photos, videos and posts you have posted since you started your page?
Why back up?
- Ever look for that illusive post, you KNOW you posted awhile back but couldn’t find?
- Many innkeepers upload great photos of the inn and the surrounded area to their business page, but never back it up to their computer for use in other social media, or to have a copy for their media kit or other advertising?
- Have you uploaded regular videos to your page, or Facebook live videos and want to re-purpose them? Social Media Examiner (one of my favorite sites) wrote a great post last year: How to Repurpose Your Facebook Live Videos which gives some great ideas about re-purposing and gives instructions for downloading one video at a time, but downloading the archive takes a step out.
You can also download individual albums, which I would also recommend doing frequently if you don’t want to download a full archive.
Downloading the full archive though is a piece of cake, once you select “download the archive” it will walk you through some additional steps and it will also send you an email letting you know the download is ready.
Don’t forget you can also back up your personal Facebook account photo albums, which is also worth doing occasionally, especially mobile uploads.
Facebook may also be rolling out a new feature for Facebook admins, I have only seen this option from new pages that have been created, but I hope it’s not just a test, but something they will add to all pages for the admins, it would be great to be able to invite connections and give them a more personalized invite than just “like this page”. When you receive an invite to like a page, a small text editable invite looks like it can be attached to it.
There are some new options for Facebook group admins if you want to check out the changes, click here for a brief overview.
by Heather T. | Jun 20, 2017 | Lodging, Marketing, Websites
Remember those domain name email verification emails you used to ignore?
ICANN (Internet Corporation for Assigned Names and Numbers) has made changes to the process that you must follow to update the Registrant contact info in your account, including any changes to name, organization, email address, or ADMIN email address on your domains. Plus as of January 1, 2014, you MUST verify your email address, You MUST click the validation link in the email and enter the key provided, otherwise the domain name will be suspended (i.e. this means your website goes down as well). Some instances within after 72 hours, others within 15 days.
When you update your Registrant info on a domain, this new process sends an email to BOTH the existing email address being replaced and the new email address for the Registrant contact. Both recipients are now required to approve the update.
In the new ICANN agreement, the WHOIS Accuracy Program Specification has been updated. Not only are registrars required to verify the whois data, section 1 (f) outlines the new requirements for email or phone verification:
Verify:
- the email address of the Registered Name Holder (and, if different, the Account Holder) by sending an email requiring an affirmative response through a tool-based authentication method such as providing a unique code that must be returned in a manner designated by the Registrar, or the telephone number of the Registered Name Holder (and, if different, the Account Holder) by either (A) calling or sending an SMS to the Registered Name Holder’s telephone number providing a unique code that must be returned in a manner designated by the Registrar, or (B) calling the Registered Name Holder’s telephone number and requiring the Registered Name Holder to provide a unique code that was sent to the Registered Name Holder via web, email or postal mail. In either case, if Registrar does not receive an affirmative response from the Registered Name Holder, Registrar shall either verify the applicable contact information manually or suspend the registration, until such time as Registrar has verified the applicable contact information. If Registrar does not receive an affirmative response from the Account Holder), Registrar shall verify the applicable contact information manually, but is not required to suspend any registration.
Unfortunately innkeepers are just now becoming aware of this, as some domains that were originally registered. were in many cases registered years ago. What this also means, and is very important for innkeepers to be aware of, is if they sell their inn and all the marketing attached to the sale, including a domain name, that if you make an owner change, and you forget to verify the domain name, then the domain name will be parked on other DNS (Domain Name System). This means that if you use it for a website, then the website will go down until reactivated.
If you don’t verify the email address, you may end up with this on your website.
ICANN will never send you domain renewals or verifications by postal mail, nor will your domain registrar.
The Internet Corporation for Assigned Names and Numbers (ICANN) is an internationally organized, non-profit corporation that has responsibility for Internet Protocol (IP) address space allocation, protocol identifier assignment, generic (gTLD) and country code (ccTLD) Top-Level Domain name system management, and root server system management functions. Originally, the Internet Assigned Numbers Authority (IANA) and other entities performed these services under U.S. Government contract. ICANN now performs the IANA function.
As a private-public partnership, ICANN is dedicated to preserving the operational stability of the Internet; to promoting competition; to achieving broad representation of global Internet communities; and to developing policy appropriate to its mission through bottom-up, consensus-based processes. The DNS translates the domain name you type into the corresponding IP address, and connects you to your desired website. The DNS also enables email to function properly, so the email you send will reach the intended recipient. (From: http://archive.icann.org/tr/english.html)
While there are hundreds of legal domain name registrars, whoever you choose to register or transfer a domain name to, make sure it’s on ICANN’s list of accredited registrars: https://www.icann.org/registrar-reports/accredited-list.html
Acorn Internet wrote a blog post about this a few months ago as well “IGNORE THOSE ICANN EMAILS AT YOUR PERIL“, unfortunately we are seeing more innkeeper’s websites show up weekly that are not paying attention to these emails, and don’t know or don’t recognize the importance of this, and their websites are offline and losing them business.
Here are some often used and affordable registrars for small businesses:
Some Domain Basics for Innkeepers
First and most important of all, make sure you own and have access to your domain name. Webmasters will frequently register a domain for a client, but will sometimes put it under their own name as the owner. Even if a website company registers the domain with you as the owner, if you don’t have access to the account, that doesn’t help you if the company is unresponsive, has an issue with you, forgets or neglects to renew your domain, or the company goes out of business.
Check to see where your domain is registered, and if you don’t have access to it under your own account, make it your first priority to have it moved immediately. Most domain registrars are very helpful with transferring a domain to another account. Remember if your domain goes, so does your website.
When signing up for a new domain name or transferring one to another registrar. These are some things to look for, they are sometimes buried in the fine print of the registrar’s website, but are important to be aware of, as they can cost you extra money, and in some cases a huge hassle down the road.
Contract, Duration and Transfers:
Registrars offer a variety of registration options, many offer discounts for multiple year registrations. Always check out the fine print because there can be a significant bump in price when renewing, as well as there may be fees attached to transferring to another registrar. There may also be a time stipulation regarding transfers.
Customer Service:
Make sure the registrar has a 24/7 customer service support number and has a good customer service record. Check the Better Business Bureau, as well as Google the name and look for reviews. You want to also make sure they have stated policies on compliance issues, and that you are able to get a hold of them in case of a problem or issue.
Additional Fees:
Most domain registrations come with standard pricing, but registrars differ in pricing by quite a bit on things like private registration, domain forwarding (if you have multiple domains and want to forward them to one primary one), email, email forwarding, DNS management (The Domain Name System (DNS) is a hierarchical decentralized naming system for computers, services, or any resource connected to the Internet or a private network. It associates various information with domain names assigned to each of the participating entities), and domain name protection.
Additional Services:
Many registrars offer full packages and services, like hosting, email, SSL certificates (SSL is an acronym for Secure Sockets Layer, an encryption technology that was created by Netscape. SSL creates an encrypted connection between your web server and your visitors’ web browser allowing for private information to be transmitted), website builders and SEO (Search Engine Optimization Tools). Because Google is now requiring sites asking for information to be SSL encrypted, it’s also recommended to ask which types of SSL certificates are offered. For more information about the types of SSL certificates out there, check out A Comprehensive Guide To Different Types of SSL Certificates and Types of SSL Certificates. Your webmaster (if you have one) should be able to help you decide which type of SLL certificate you need on your site.