Communication in disruptions and emergency conditions

Communication is in a key role when wide-ranging communication is required in society about

disruptions, i.e. milder crises and accidents that can be managed with the current powers of the authorities.
emergency conditions, i.e. situations defined in the Emergency Powers Act, such as a particularly serious disaster or an armed attack on Finland. In emergency conditions, special powers can be granted to the authorities.

Coping during these requires that as many people as possible understand and are able to follow instructions related to the situation.

Crisis communication, which should be accessible and multilingual, is used during disruptions and emergency conditions. It takes into account people's different needs, disabilities and obstacles that are related to accessing information.

Timely and well-planned communication of information during disruptions and emergency conditions supports people’s independent preparedness and provides information about possible actions if the security situation changes. Information provided from reliable sources also prevents unnecessary concerns, misunderstandings and the spread of false information. When official information is accessible, it is easier for an individual to make decisions concerning their health independently.

During the COVID-19 epidemic, it was learnt that more attention should be paid to people in a more vulnerable position in the emergency preparedness plans of wellbeing services counties and municipalities to ensure that information reaches everyone during the disruption or exceptional situation.

Easy Finnish and multilingual communication are part of crisis communication

The starting point for crisis communication is clear and understandable standard language that avoids specialist terminology and difficult language structures. However, in addition to clear and easy-to-understand standard language, easy language and multilingual communication are also needed, as these take into account people for whom even clear standard language is too difficult to understand.

Easy Finnish is a form of Finnish in which the content, vocabulary and structure have been adapted to make it more readable and understandable.

Special principles concerning the language of the text and the visual layout of the publication apply to easy language.
Multilingual communication is implemented in several languages. Its target group is people who live in Finland and speak languages other than Finland’s official languages (Swedish, Finnish, the Sámi languages). When multilingual communication is planned and carried out, it is important to select the languages that are used in the area of operation. This requires knowledge of the area (e.g. municipality, wellbeing services county) and familiarity with it.

Tips for easy language and multilingual communication:

Add the implementation of easy language and multilingual communication to the general plan for crisis communication.
Think about who your message is intended for and plan its content by targeting it to a specific audience. Favour easy Finnish and remember the required language versions.
Respect others: do not use unnecessary generalisations, discriminating language or images.
Use images that express diversity. Clarify your message with images.
Already keep matters related to accessibility in mind when you are planning the communications.
Select the appropriate channels for sharing the message. The message will not reach everyone through one channel. Not everyone knows how to search for the necessary information.
Engage the target group in planning the communications. Examples of good methods for this purpose include community dialogue and cooperation with representatives of the target group.

Set up the process of translation and adaptation to easy language well in advance

In serious disruptions and emergency conditions, effective and rapid translation and adaptation processes play a key role in ensuring that information is disseminated as quickly as possible. Information is needed quickly and accurate translations and adaptations ensure that the information is correct. It is often impossible to translate information into all possible languages, so it is a good idea to make the text in easy language from the start.

Adaptation to easy language

Easy language and a layout and possible images that support understanding should be included in the planning of communications from the start.
At this time, there are still very few professionals who provide easy language text services. For this reason, competence in easy language should be strengthened in one's own organisation.
The quality of the adaptation work purchased as a service is guaranteed by the Selko symbol granted to the adaptor by the Finnish Centre for Easy Language. The Selko symbol also helps people identify and find easy language materials.
Easy language text serves as a good source text for multilingual translations according to the needs of the region.

Tips for using translation services

Always use a professional translator.
Delivery times for translations and easy language adaptations may be long for operators that meet the qualification requirements. It is a good idea to agree with the translation service provider on how crisis communications can be handled in the fastest possible way when entering into a contract with them.
The source text should be as clear as possible in order to facilitate translation work. Short sentences and avoidance of professional terminology make translation easier.
When crisis communication and different kinds of instructions are translated, check that the translations are correct. In addition to the professional translator, at least one person who is proficient in the target language should proofread the text before its publication. If possible, it is advisable to agree on the proofreading at the contract stage so that the translation service provider takes care of this. If proofreading is carried out in your own organisation or a party such as an organisational partner, it is advisable to agree on compensation and the working hours reserved for this in advance.
It is advisable to agree with the translation agency on the creation of a translation memory so that terms are translated consistently in the same way. If possible, it is worth agreeing that the same translator is always used for translations of a specific theme.
However, if you notice errors in the translations, it is advisable to discuss them with the translation agency to ensure that the process will be smoother in the future. Errors should also be communicated openly so that the correct information reaches the target groups.

The main objective of the Building the Future based on Covid-19 Experiences project produced between 2021 and 2023 by the Finnish Association on Intellectual and Developmental Disabilities, the Finnish Institute for Health and Welfare (THL) and the Association of Finnish Local and Regional Authorities was to develop operating models that support the coping of immigrants in serious disruptions and emergency conditions. The project was funded by the European Social Fund (ESF).