During emergencies, the first thought is usually "Is my family safe?" Phone networks become congested. Family members may be separated at work, school, or traveling. Without a pre-established plan, reunification becomes chaotic and stressful. A family communication plan solves this problem before it occurs.
The best time to create a communication plan is before you need it. Discussing scenarios, establishing meeting points, and practicing the plan transforms emergency confusion into coordinated action. Every family should have a plan regardless of specific risks in their area.
This guide covers creating a comprehensive family communication plan. We address contact information, meeting points, out-of-area contacts, alternative communication methods, and practicing the plan. The goal is a simple, memorable system that works when everything else fails.
Contact Information Cards
Every family member should carry essential contact information. Phones can die, be lost, or fail to connect. Written information ensures you can always reach key contacts.
Create contact cards for each family member with:
- Home address and phone
- Cell phone numbers for all household members
- Work/school addresses and phones
- Out-of-area contact name and number
- Meeting point addresses
- Medical information if relevant
- Insurance information
Laminate cards for durability. Keep in wallets, backpacks, and go-bags. Children should have cards in school bags.
Update annually or when contact information changes. Review at the start of each school year as a reminder.
Designated Meeting Points
When family members are separated and cannot communicate, pre-established meeting points allow reunification without coordination.
Neighborhood meeting point: A location near home for immediate emergencies like house fires. A neighbor's house, community mailbox, or specific tree works well. Everyone knows to gather here if evacuating the home.
Local meeting point: A location in your town if you cannot return home. Library, community center, specific intersection, or other landmark. Used when home area is affected but town is accessible.
Regional meeting point: A location outside your immediate area for major regional emergencies. A relative's house in another town, specific exit on a highway, or other easily identifiable location far from home.
Make meeting points specific. Not just "the library" but "the bench in front of the main entrance of Oak Street Library." Specific locations prevent confusion.
Include timing. If someone does not arrive at a meeting point, how long do others wait before proceeding? Having a protocol prevents indefinite waiting or premature departure.
Out-of-Area Contact
During localized emergencies, long-distance calls often work when local calls fail. An out-of-area contact serves as a central point for family check-ins.
Choose someone who lives far enough away to be outside affected areas but close enough in relationship to be reliable. A relative or close friend in another state or region works well.
Their role: Receive calls from family members and relay information about everyone's status. If you cannot reach other family members directly, both of you can reach the out-of-area contact who connects the information.
Brief them on the plan. They need to understand their role and be willing to accept calls and relay messages during emergencies.
All family members should have this contact's number memorized or on their contact card. When phones work but local networks are congested, call the out-of-area contact to report your status.
Alternative Communication Methods
Phone calls may not work during emergencies. Having multiple communication options increases the chance of connecting.
Text messages often work when voice calls fail. They require less bandwidth and can queue for delivery. Try texting before calling during network congestion.
Social media check-ins can signal safety to multiple people simultaneously. Facebook Safety Check, WhatsApp status, or simply posting that you are safe reaches many contacts at once.
Two-way radios (FRS/GMRS) provide communication within a few miles without any network infrastructure. Family members with radios can communicate even when all networks fail. Establish a channel and schedule.
Email may work when voice does not. Even brief messages confirming safety help.
Physical messages at meeting points or home. If you must leave a location, leave a note indicating where you went and when. Chalk on pavement, notes on doors, or messages at agreed locations.
Plans for Children
Children need age-appropriate communication plans they can execute independently if necessary.
Memorize key information. Home phone, parent cell phones, home address, and out-of-area contact. Practice until automatic.
Know what to do at school. Schools have emergency procedures. Children should know to follow school directions but also know family meeting points if released.
Identify trusted adults at school and in the neighborhood who can help in emergencies. Children should know who is safe to approach.
Practice scenarios. "If you cannot reach mom or dad, what do you do?" Regular discussions make emergency responses automatic.
Contact card in backpack with all essential information. Include any medical needs.
Accommodating Special Needs
Some family members have needs that require specific communication planning.
Elderly family members may have limited mobility or technology comfort. Ensure they have simple communication means and that others know to check on them.
Family with disabilities may need specific communication methods or assistance. Plan for these needs specifically. Who helps them? How do they signal need?
Pets need inclusion in plans. Who gets pets if family separates? Where do pets go if evacuating?
Extended family and close friends may be part of your communication network. Include them in planning and ensure they know the plan.
Practicing the Plan
A plan that is never practiced often fails when needed. Regular practice ensures everyone remembers and can execute the plan under stress.
Family meetings to discuss the plan at least annually. Review contacts, meeting points, and procedures. Update as needed.
Drills to practice specific scenarios. "Phone networks are down. How do we reconnect?" Walk through steps mentally and physically when possible.
Test communication methods. Do the two-way radios work? Does everyone know how to use them? Can children recite key phone numbers?
After real events (even minor ones), debrief what worked and what did not. Improve the plan based on experience.
Communication Plan Checklist
- Contact cards created for each family member
- Neighborhood meeting point established
- Local meeting point established
- Regional meeting point established
- Out-of-area contact designated and briefed
- Children know key phone numbers
- Alternative communication methods identified
- Two-way radios purchased and tested
- School emergency procedures understood
- Special needs accommodated in plan
- Plan reviewed annually
- Practice drills conducted
Recommended Gear
- Two-Way Radios (FRS/GMRS)
Communication without network infrastructure. Family can stay connected locally when phones fail.
- Portable Phone Charger
Keep phones alive for communication. High-capacity power bank essential for emergencies.
- Laminating Pouches
Protect contact cards from water and wear. Self-sealing pouches for easy lamination.
- Emergency Whistle
Signal for help when voice fails. Audible over long distances. Every family member should carry one.
Frequently Asked Questions
What if family members are in different locations when emergency hits?
This is exactly why meeting points and out-of-area contacts matter. Everyone knows where to go or who to call. The plan works regardless of starting locations.
How do I get young children to remember phone numbers?
Make it a song or game. Practice regularly. Start with home number and one parent cell. Repetition builds memory. Written backup in backpack for reference.
What if our out-of-area contact is unavailable?
Have a backup out-of-area contact. Two people in different locations provide redundancy.
Do we really need two-way radios?
For many emergencies, phones work fine. For situations where networks fail, radios provide the only local communication. They are inexpensive insurance.
How often should we review the plan?
At minimum annually. Also review when contact information changes, family composition changes, or after experiencing an event that revealed gaps.
What about workplace or school communication plans?
Know these plans and ensure they align with family plans. Schools notify parents through specific channels. Know what those are. Coordinate workplace evacuation routes with family meeting points.
Disclaimer: This guide provides general educational information. Adjust plans to your specific family situation and local conditions.