MODULE 8 (PRACTICAL 2): Crisis Communication Strategy During Flooding

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1. Objective

Students will learn how to design clear, actionable public communication strategies during flood emergencies, focusing on early warning triggers, concise messaging, and avoiding network congestion.

2. Essential Prerequisites & Device Preparation

• Device: Android smartphone (Android 6.0 or higher) or PC/laptop.

• Network Requirement: Active cellular data or Wi-Fi connection.

3. Core Theoretical Concepts

• The 3 C's of Emergency Messaging: Clear, Concise, Correct.

• The Anatomy of a Flood Alert:

  1. What is happening (e.g., River overflow in Ward 4).

  2. What action to take (e.g., Move immediately to higher ground at the High School).

  3. What to avoid (e.g., Crossing flooded bridges).

• Asynchronous Communication Advantage: Why text-based digital messaging succeeds when traditional voice calls fail due to network congestion.

4. Practical Student Activity

• Task: Draft a 30-word emergency broadcast message based on a simulated flash flood scenario at 2:00 AM.

• Output: Save the draft text in Google Docs or a phone notepad for use in Lesson 2.

1. Objective

Students will install, configure, and publish an official WhatsApp Business account to serve as an automated flood information hub.

2. Software Installation Details

• App Name: WhatsApp Business

• Developer: WhatsApp LLC

• Store Platform: Google Play Store (Android) or Apple App Store (iOS)

• Search Term: Search strictly for WhatsApp Business (Note: Ensure students do not download standard WhatsApp Messenger).

3. Step-by-Step Practical Configuration

Phase A: Profile Setup

1. Open WhatsApp Business.

2. Tap the Three Dots (Top Right) $\rightarrow$ Settings $\rightarrow$ Business Tools $\rightarrow$ Business Profile.

3. Fill in the required fields:

   • Profile Picture: Upload an official emergency badge/logo (created via Canva).

   • Business Name: [District/Area] Flood Alert Hub (e.g., Mzimba Flood Alert Hub).

   • Category: Select Non-Profit Organization or Emergency Service.

   • Description: "Official automated hotline for local flood warnings, shelter locations, and emergency assistance."

   • Address / Location: Set to local emergency coordination center or district offices.

Phase B: Automated Main Menu (Greeting Message)

1. Navigate back to Business Tools $\rightarrow$ Tap Greeting Message.

2. Toggle Send greeting message to ON.

3. Under Recipients, select Everyone.

4. Edit the Greeting Message text box to the following exact menu script:

   [FLOOD EMERGENCY ALERT HUB]

   Automated response system. Reply with a number for immediate info:

   1 - Safe Shelters & High Ground Locations

   2 - Active Flood Warnings & Safe Routes

   3 - Rescue Hotlines & Medical Contacts

   4 - Report Flooded Road / Request Help

   In immediate life-threatening danger, call emergency services directly.

5. Tap Save (Top Right).

Phase C: Quick-Reply Shortcut Setup

1. In Business Tools, tap Quick Replies.

2. Tap the + (Add) icon to create instant responses for human operators:

   • Shortcut: /shelter

   • Reply Message: "Primary high-ground shelter is open at the Community Center. Bring identification, medication, and clean water."

3. Save the shortcut.

4. Digital Portfolio Deliverable

• Deliverable: Flood Alert Hub Setup Summary (1-Page Visual)

• Student Action: Take 3 clean screenshots (Business Profile, Greeting Message setup, Quick Replies menu), organize them into a 1-page visual document on Canva or Google Docs, export as a PDF, and upload to their personal portfolio site.

1. Objective

Students will install, grant permissions to, and configure AutoResponder for WA to automatically parse incoming WhatsApp messages and reply with real-time flood information.

2. Software Installation & Required Settings

• App Name: AutoResponder for WA

• Developer: AutoResponder.ai (TK Studio)

• Store Platform: Google Play Store (Android only)

• Search Term: AutoResponder for WA

Critical System Permissions (Must be enabled or auto-reply will fail):

1. Notification Access: Upon opening the app for the first time, tap Notification Settings when prompted → Enable the toggle switch next to AutoResponder for WA → Tap Allow.

2. Battery Optimization Exclusion:

   • Go to phone Settings → Apps → AutoResponder for WA → Battery (or Battery Saver).

   • Set battery usage to Unrestricted (or No Restrictions). This prevents Android from putting the app to sleep in the background.

3. Step-by-Step Automation Configuration

Phase A: App Targeting

1. Open AutoResponder for WA.

2. Tap the Three Lines Menu (Top Left) → Tap Settings.

3. Under Choose WhatsApp version, select WhatsApp Business (or All).

Phase B: Programming the 4 Keyword Rules

Tap the yellow + icon (bottom right) on the main screen to create individual rules:

• Rule 1: Shelter Locations

  • Received Message: Select Exact match → Type 1

  • Reply Message:

    [SAFE SHELTERS]

    1. Primary High Ground: Community Center, Main St.

    2. Secondary Shelter: High School Gym.

       Clean drinking water and basic aid are available at both sites.

  • Tap the Green Checkmark ($✓$) at the bottom right to save.

• Rule 2: Evacuation & Routes

  • Received Message: Select Exact match → Type 2

  • Reply Message:

    [EVACUATION ALERT]

    Water levels rising rapidly. Evacuate EAST towards Highway 4.

    AVOID the Main River Bridge—it is currently impassable.

  • Tap the Green Checkmark ($✓$) to save.

• Rule 3: Emergency Hotlines

  • Received Message: Select Exact match → Type 3

  • Reply Message:

    [RESCUE CONTACTS]

    • Search & Rescue / Boat Unit: 998

    • Local Police: 997

    • Red Cross Flood Relief: 555-0199

  • Tap the Green Checkmark ($✓$) to save.

• Rule 4: Hazard & Location Reporting

  • Received Message: Select Exact match → Type 4

  • Reply Message:

    [REPORT TRAPPED PERSON / HAZARD]

    Please reply directly with:

    1. GPS Location Pin

    2. Photo of flooding/damage

    3. Number of people needing rescue

       An emergency officer will process your message.

  • Tap the Green Checkmark ($✓$) to save.

4. System Verification & Testing

Step 1: In-App Simulator Test

1. At the top of the main screen in AutoResponder, tap the Test Chat Icon (speech bubble with an eye).

2. Type 1 and press send → Confirm the shelter response arrives automatically.

3. Test 2, 3, and 4 to verify all rules trigger as expected.

Step 2: Live External Device Test

1. Using a second smartphone, send a text saying "Hello" to the WhatsApp Business phone number.

2. Confirm that the Greeting Message (Lesson 2) responds automatically with the main menu.

3. Reply with 1 from the second phone → Confirm that AutoResponder for WA reads the notification and sends the matching shelter text instantly without human interaction.

5. Digital Portfolio Deliverables

To showcase complete technical competency on their portfolio site (e.g., Google Sites, Canva, or Notion), students must upload:

1. System Logic Flowchart: A 1-page visual diagram mapping out the decision tree (User sends message → Keyword parsed → Automated reply sent).

2. Screen Recording: A 30–60 second mobile screen recording showing a live test conversation of the bot automatically responding to keyword prompts.

3. Configuration Verification Sheet: A 1-page summary showcasing screenshots of all 4 configured rules inside the AutoResponder interface.