When crisis like this happen, the operations department will usually be in charge of the overall coordination.
For the IT department, our role is to fix the error immediately to prevent more customers from being affected. Once the error has been fixed, we will scan thru the entire database for the list of affected customer. This list is submitted to the top management.
While the IT department is working on fixing the error, the customer service department is being informed about this problem to prepare them for customer complaints. Standard FAQ and instructions on how to handle customer complains and queries are being send to all customer service officers.
Account Managers are also informed so that they can be prepared in case their customers approach them regarding the issue.
At the same time, the top management is having discussion of the impact of this error, preventive measures and the possible of some good will gestures to customer like writing off charges.
All these are being done before the first customer complain comes in.
After some investigation, we discovered that no customer has been impacted by the error. We were lucky this time round. That was a close shave. And so, everyone went back to do their usual job, until the next crisis pops up.
Sometimes, I’m glad that my first job is in such a big company. You can really learn a lot about business operation in a big company like this. The things I’ve learn here will be useful to me in the future. Crisis like this can happen no matter how many checks you have in place. Reputation is everything. Losses can be recouped easily in the future if your reputation is still intact after the crisis. Everything can be lost except reputation.
Small companies can also learn a trick or two from the big companies. Although small companies don’t have much manpower, the fundamental in business is the same. Instead of many people tackling a single issue, small company will have one or two person. But regardless the size of the company, the role is still the same when a crisis occurs.
Fix the problem. Minimize the impact. Repair the damage.
Protect your reputation at all cost.