It's 2pm on Friday afternoon and you're working hard in the media office when a colleague pops in and asks if you've heard the rumour about that trouble with one of the children your charity works with in Leeds?

You haven't. But you know that if it is true you'll be hearing all about it soon enough. With a sinking feeling in your stomach you remember the last time this happened and you just know that you won't be catching that early train to your weekend away.

What do you do next? In the next five minutes? Hour?

Here are a few tips to get you ready.

Consider these tips before the potential crisis happens. There is little point in trying to remember when the phones start ringing from journalists looking for information.

Get the facts. How many rumours sweep around organisations that never come to anything? Don't judge anyone or anything until someone with reliable knowledge gives you the facts.

Let's say the allegation is true and those closest to the child are able to provide all the facts. Apart from such information you'll need to know who is around today, all over the weekend (including evenings) as well as next week to speak to the media. Have all interviewees' phone numbers especially mobiles and make sure they tell you if they're off hiking where reception is notoriously poor.

Keep records of what happens from the time you get the facts (and until then do not speculate with media callers as it certainly won't help you) and make sure all calls are followed up. Yes, even if that means you are contacting an online newsletter you never heard of late at night.

Think about how you are handling this will look in the cold light of day in say two weeks' time. Will you be able to say you did your best, even when working under immense pressure, to deal with media requests while protecting those involved?

Know your organisation's policies, procedures and routine information about the area under scrutiny. And if you don't know this stuff- find someone who does. The individual may never appear in front of the media but they will be invaluable in keeping you on the right track.

And stay cool. Remember how you said at your job interview that you were "calm in a crisis?" Prove it. And remember you have to work with your colleagues after this is all over which is worth bearing in mind if you are getting frustrated at the length of time it takes them to give you a couple of simple facts.

Book time off so you can have that weekend away- next weekend you will need it by then!

Norma Johnston