Effective communication is vital in civil protection, ensuring timely alerts, coordinated responses and public trust. Beyond emergency notifications, it involves public awareness campaigns, media engagement and cross-border coordination. However, challenges such as misinformation, technical failures and public reactions can complicate crisis messaging.
To address these issues, the Polish presidency of the Council of the EU organised a workshop on understanding communication in civil protection from 27 to 29 January 2025 in Warsaw, Poland. The event gathered civil protection professionals, communication experts, and policymakers from across Europe to explore best practices, technological advancements and the human factors shaping effective communication.
Key themes and insights
The workshop emphasised that civil protection communication must be comprehensive and adaptable, covering all phases of disaster management – from prevention to response and recovery. Discussions focused on technology, public trust and crisis messaging in chemical, biological, radiological, and nuclear (CBRN) emergencies.
Discussions were structured around three key themes including:
A dedicated panel featuring experts from Germany, Belgium, Poland, and DG ECHO examined how AI, digital alerting and data-driven decision-making are transforming crisis communication. While these tools enhance speed and accuracy, concerns over misinformation, cybersecurity and accessibility persist.
Experts stressed the need for clear, culturally sensitive and timely crisis communication, ensuring messages reach everyone, particularly vulnerable groups.
CBRN incidents pose additional challenges, as misinformation and fear can escalate risks. Representatives from Lithuania, Denmark, Ukraine, and DG ECHO highlighted the importance of precise messaging, well-trained responders, and media coordination to prevent panic and improve public safety.
Testing crisis communication in practice
A CBRN emergency simulation game, designed by the State Fire Service of Poland and the University of Warsaw, allowed participants to experience the complexities of crisis communication in a fictional emergency.
Lessons covered the importance of pre-prepared communication templates, reaching diverse audiences with clear messages, and training responders in effective public messaging beyond technical responses. The simulation highlighted the importance of clear roles, trusted messengers, and coordinated communication in shaping public perception and response during crises.
Future actions and policy implications
Participants identified ideas for key actions to enhance civil protection communication across the EU. Suggestions included developing communication guidelines with best practices, creating an EU risk communication knowledge hub, and establishing an annual ‘EU Preparedness Day’. Developing fact-checking tools for crisis communication was also prioritised.
The workshop concluded with a voting session on these proposals, ensuring that insights will inform PROCIV meetings, director general meetings on civil protection, and future EU policy discussions. The event underscored that strong communication strategies are as essential as emergency planning. Civil protection authorities must embrace technology, clear messaging, and trust building to ensure communities remain safe.