Crisis communication: what companies need to prepare now

Modern cyberattacks don't just paralyse systems - they specifically disrupt organizations« ability to communicate. As soon as central infrastructures such as Active Directory, email, Teams or Slack are compromised, companies are not only »blind« but also »mute". Those who are not prepared in an emergency lose valuable time. The Munich-based provider Ftapi, which specializes in secure data exchange and automation, therefore recommends anchoring crisis communication as a core operational capability - and defining the necessary infrastructure today.

If the office network is «poisoned», you need a plan B

Cyberattacks are rarely chaotic, but follow clear patterns - from the initial compromise to full escalation. The window of opportunity for countermeasures lies precisely in the early phases. However, this window closes quickly when companies can no longer communicate internally. In many organizations, email, collaboration tools and telephony are connected to the same infrastructure as the systems under attack. If this is compromised, companies not only lose data, but also their entire coordination capability.

Step 1: Define out-of-band communication

The most important principle is: communication must function independently of your own IT network. Companies should define a separate, secure channel that is neither physically nor logically connected to the internal infrastructure. In concrete terms, this means dedicated devices, alternative network connections or secure communication solutions that work even if central systems are compromised. The decisive factor here is not the specific tool, but the reliability: the channel must be accessible at all times, tested and known to all relevant persons.

Step 2: Ensure backup and archive access

Crisis communication often fails in an emergency not because of a lack of channels, but because central documents are simply no longer available. If mail servers, file shares or collaboration tools fail or are deliberately disconnected from the network, the crisis team still needs access to current documents, decision logs, situation reports and templates. Resilient preparation therefore always includes a backup concept with clear retention periods, defined recovery times and a repository that remains accessible even if the primary system is compromised.

Step 3: Define roles and processes

In a crisis, every minute counts - and unclear responsibilities cost time. Companies should therefore define in advance who is part of the crisis team, who makes decisions and how information is escalated. This also includes a clear structure of communication channels: Who informs whom? What information may be passed on? And through which channel? Only if these questions are clarified in advance will it be possible to act quickly and in a coordinated manner in an emergency.

Step 4: Secure evidence and check data exchange

In many crisis scenarios, sensitive data must be shared with external partners at short notice - for example with forensic experts, CERTs or authorities. Logs, images, indicators and screenshots are highly sensitive and often subject to liability and reporting requirements. This is exactly where classic mistakes happen: data is passed on «briefly by email» or «quickly via a link». Companies should therefore define in advance how they will exchange data securely: encrypted, access-controlled and traceable - so that no security compromises have to be made even under time pressure.

Step 5: Rehearse the emergency

The value of contingency plans only becomes apparent when they are put into practice. Regular exercises and simulations help to identify weak points at an early stage - whether in processes, tools or teamwork. It's not about perfection, but about routine: those who have already practiced processes can react faster and more confidently in an emergency. Such exercises also create confidence in your own ability to act.

Resilience arises before the crisis

«The biggest challenge is not the technology, but the preparation,» says Ari Albertini, CEO of Ftapi. «Crisis communication is not a single tool, but a combination of infrastructure, processes and clear leadership.» Companies that set up their crisis communication strategically not only ensure their ability to respond, but also strengthen their overall resilience. In an increasingly tense threat situation, this is becoming a decisive competitive factor.

More information: www.ftapi.com

This article originally appeared on m-q.ch - https://www.m-q.ch/de/krisenkommunikation-was-unternehmen-jetzt-vorbereiten-muessen/