This is a post that I had written some time ago as a kind of memo and step by step guide for myself if the worst should ever happen at a workplace.
I was hoping that I would never, ever post it online. But I feel I have to, for everyone who works in media.
Love and respect to everyone involved in the tragedy that unfolded this week in Florida.
My sympathies go out to Dylan Lyon’s family and his work colleagues, it is a horrible situation and a devastating ride that they are all now on. My heart does truly go out to all of you.
Please know that the world’s media is behind you and respected the work that Dylan did, and the people he worked with.
If you would like to donate to Dylan Lyon’s family – there has been a Go Fund Me page set-up by Dylans sister Rachel – CLICK HERE
I have been in this situation a couple of times now and know how difficult it can be for those left behind and having to deal with the aftermath.
My experience with this has led me to see many ways in which this time can be handled, so let’s start with…
THE CALL
No matter how, or when it happens, bad news can be devastating and it will affect different people in different ways.
From getting a phone call that a work mate has been killed in tragic circumstances while overseas, to a workplace accident, or a mysterious absence which is later explained by either suicide or due to an illness that no one knew about, and then a very fast diagnosis and the passing of a beloved, strong, and amazing person. It is never easy.
While looking to management is a natural thing to do (they are our leaders) I feel that you don’t need their permission to do the following initial steps. You can take the lead. You can show a way to help guide others through the tragedy and let management take-over when they are ready.
I have experienced workplaces that fell apart because no-one in management took the initiative and talked openly with staff about what had happened, and then pointed the finger of blame – the workplace imploded.
Another workplace held religious services and was heavily involved with the family and staff for many years after and the scholarship that was named after the person who had passed is still running some 20 years later.
So, what should you do when the worst happens?
COMMUNICATION IS THE KEY
First, and most importantly: Communicate what you know, stick to the facts.
After the family has been notified, one of the first things you should do, and continue to do for as long as you need to is… communicate with all your staff members.
If this means having to call people back to the station – do so, so no-one hears it second hand and wonders why they were kept out of the loop.
From department heads to contract employees and casuals – everyone should be informed and be there to comfort each other.
Even people on holiday or leave should be informed.
Inform everyone what you know and how it happened, ask everyone to share anything that they hear.
There should be no rumours, just the facts and that’s it.
What you want most of all is to make sure that you have tried to reach out to everyone and tell them what has happened, be it personally or in a staff meeting – before they hear it on the news, or on the grapevine.
CONTACTS
Get them to direct any calls from other media outlets to your CEO and that you will have updated information (if relevant to do so) in your next bulletin.
If clients and viewers call about the tragedy, thank them and pass the details on to the CEO.
Trust me, just knowing that you and all your staff are on the same page, that one person is fielding calls – will be a HUGE relief to all staff members and anyone answering the phones.
If required – get some extra help in to man the phones and take calls.
ON-AIR TALENT
If the person was an on-air personality, then field calls until someone like the CEO or head of the department has been nominated to take calls. Have them armed with just the facts, such as: when they started with you, their hometown, how long they have been working for you and their family details.
Then, discretely ask for and round up any photographs or video of the staff member.
Next ask an editor in confidence to put together a reel or video of that person and leave them to it.
It is important to make sure that any promo’s or openers to shows are pulled and will not play on-air if they contain audio or video grabs of that person.
Next discuss with your team how you will handle any coverage. Think about who will be behind the microphone and be the face of the station at this time, do not ever put someone in a difficult position if they are too grief-stricken to talk. Be sensitive, allow for people to say no.
If another staff member was with the person involved (in case of an accident) then make sure that you reach out to them. They may be in a state of shock or denial (this is only natural).
DO NOT send them home by themselves. Make sure that that person knows that you and everyone at work is there for them, refer them to a counselling service. Send someone home with them to make sure they are okay.
THE FAMILY
As the CEO or their direct manager – you should visit the family in the hospital and let them know that you are there, show your support and pay your respects to them.
If needed, arrange for someone at work to organise accommodation for the family to stay at – and for meals to be delivered. Especially if the family has had to travel from out of town.
COUNSELLING
It is also a good idea to investigate having a counselling service come into the station to talk to everyone and offer their services.
Counselling Services will talk to you and your staff about the different stages of grief and give people an outlet to talk about their feelings.
This is a vital step in handling the crisis and should not be overlooked.
Once the initial shock and grief has passed there will still be many issues to deal with and think about, many that are not obvious at first, I will get to this later.
THE SERVICE
One workplace I was at, asked the family if they could schedule the funeral service in the morning so more people could attend – at the time this made me very angry – but I could see why they would do so, and it should only ever be a suggestion, not a demand.
Remember that media outlets tend to have slow mornings, so mornings are a better time for us – but they may not be for the family.
Next: How will you cover the funeral? What staff should attend? Who should be left back at the station still working?
In the case of an on-air personality – other stations may cover the funeral. Ask them for some help in getting coverage for you.
SUPPORT
The station can also help by setting up a support system for the family. From a rotation of staff member who reach out to the family in the coming weeks and months with either a phone call, a visit, or a gift of food or support in some other way – so they know that they have not been forgotten.
Frequently I have seen a lot of initial support offered by a station, but then it quickly fades away when the most difficult times happen. Being there for them is important and a vital part of the support process.
One nice touch (and it is an important step for the family to see some recognition of their lost family member) is to ask them about a memorial fund or scholarship in the name of that person. Get started as soon as you can with this as people are more likely to donate to a fund right away, and you will have a better chance of raising more money at this time.
Another way to remember a staff member is a memory book, this is a great gift for the family from the station. Containing photos and space that staff members and clients can write about events and memories of that person.
This is important for the family to know how well respected and connected their family member was with the community that they were involved with. Their recent life, their memories. Their big stories, or funniest moments.
If they were on-air then editing highlights together for the service is an honour for staff members to be involved with.
BENEFITS
Remember that the family will also need to be informed of any benefits they may be due, especially if the staff member was the sole bread winner for them. Keep them in the loop.
Ask your HR and accounting departments to compile as much information as possible so that it is available for the family as soon as possible.
They shouldn’t have to ask for this.
LEGAL ISSUES
Moving on is always hard and difficult if the person passed away while working – you may have to deal with a lot of legal issues.
You may also second guess a lot of your decisions, like who was to blame, don’t forget to go to counselling yourself. Everyone needs help at a time like this – don’t put it off because you are too busy.
It is important that you gather facts quickly, assess the situation and get the stations attorney’s involved if required.
WHAT NEXT?
The final question is one that not many people think of – how do you go about replacing that person? How long do you wait to advertise for that position? Or will it be an internal promotion? Will the new person have to sit at the same desk?
Be sensitive to your staff, your viewers, and listeners – answer these questions with a good deal of sensitivity and awareness of how things will look to others.
FINALLY
Most importantly: Keep your communication lines open – How you, your team and staff get behind the family will reflect the love and respect that everyone has for the person involved.
It is not about you; it is about them.
If you would like to donate to Dylan Lyon’s family – there has been a Go Fund Me page set-up by Dylans sister Rachel – CLICK HERE
This post was requested from an old work colleague of mine who knew of its existence (having written it some 20 years ago when I worked in television) and requested that I share it with him and the people he now works with in the US. I asked if it was okay if I shared it here – he said that I should definitely do so but include the links to the GoFundMe page. I agreed.
Stay safe everyone.
