P ONY C LUB A USTRALIA BUSINESS RISKS INTERNATIONAL - COPYRIGHT 2011 - ORIGINAL C RISIS M ANAGEMENT...
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Transcript of P ONY C LUB A USTRALIA BUSINESS RISKS INTERNATIONAL - COPYRIGHT 2011 - ORIGINAL C RISIS M ANAGEMENT...
PONY CLUB AUSTRALIA
BUSINESS RISKS INTERNATIONAL - COPYRIGHT 2011 - ORIGINAL
CRISIS MANAGEMENT & RESPONSE
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OVERVIEW OF SERVICES
BUSINESS RISKS INTERNATIONAL - COPYRIGHT 2011 - ORIGINAL
Pre-Departure Preparation• Documentation Collection• Packing Pointers
Procedures While on Tour • Personal Safety Considerations• Crime Awareness, Avoidance and Prevention• Environmental and Health Concerns
Crisis Management and Response• Crisis Management Team (CMT)• Crisis Management Procedure and Response
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CRISIS MANAGEMENT DEFINITION► A crisis is an event that significantly disrupts Pony Club
Australia’s normal operations, has caused or is likely to cause severe distress or have severe consequences for individual team members or Pony Club Australia, and requires out of ordinary measures to restore order and normality, thus demanding immediate action from Pony Club Australia Senior Management.
► Crisis can come in various forms, and can include events that threaten Pony Club Australia’s reputation, image, assets, financial stability or more importantly the safety and security of the touring team and support staff.
► With the touring team a crisis may be precipitated by a critical or serious incident.
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CRISIS MANAGEMENT► The aim of the Crisis Management Plan is for Pony Club
Australia to have a response in place prior to any emergency, serious or critical incident.
► A critical incident or series of such incidents becomes a crisis when its nature, severity or broader consequences for an organisation warrant a response beyond the capacity of routine programme management mechanism, i.e. requiring leadership and coordination for Pony Club Australia management.
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CRISIS MANAGEMENT► Examples of an event or situation that would trigger the
Crisis Management Plan include but are not limited to:► Missing player/team► Any serious illness or injury► Incident causing multiple causalities and requiring urgent
medical response (medical, operational evacuation)► Arrest or detention► Natural disasters requiring evacuation► Terrorist event(s) or an extreme terror threat► Political unrest► Abduction, kidnap or hostage taking► Other security situations or events causing a high degree
of threat to Pony Club Australia, event, player(s), team and support staff
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CRISIS MANAGEMENT TEAM ► The Crisis Management Team manages a crisis situation
at senior level (Pony Club Australia). A CMT is activated when a serious or critical incident or any other situation is determined to be a crisis by Pony Club Australia senior management.
► A Crisis Management Plan describes mechanisms, responsibilities and protocols to be activated by Pony Club Australia in the event of a crisis.
► Creation of a decision making structure and delineation of responsibilities prior to an incident will make certain that all involved are aware of their roles and are prepared.
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RATIONALE & OBJECTIVES► The objective of crisis preparedness is to mitigate the impact
of an incident. Strong capacity for crisis response and preparedness is necessary in order to:► Prevent (further) harm and ensure the health and/or safety of
the player(s), team and support staff affected by the crisis.► Assure families of team members and support staff of a
responsible and effective response by Pony Club Australia.► Ensure continued organisational management and output during
the crisis.► Ensure programme and event continuity (if deemed appropriate)► Fulfil Pony Club Australia’s responsibilities to team, support staff
and families.► Safeguard the image and reputation of Pony Club Australia.
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CRISIS MANAGEMENT PLAN► Whilst every incident is unique and will require a
tailored response, it is paramount that essential capacities are in place before an incident occurs, this will enable Pony Club Australia to adequately manage the situation in real time. These capacities are stipulated in the Crisis Management Plan, which outlines:► Definitions of various types of crisis► Decision making structures for activating (and terminating)
formal crisis response mechanisms, illustrated by flowcharts for decision making and communications.
► Roles and responsibilities of the key people.► Protocols and formats ( SOPs, guidelines, reporting,
journey management, checklists etc.)
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CRISIS MANAGEMENT TEAM - CMT
► CMTs form the core of Crisis Management Plans. A CMT is automatically activated when a critical or serious incident is classified as a crisis by the President of Pony Club Australia. The CMT is exclusively dedicated to the successful resolution of the crisis, and will operate outside of the regular management structures of Pony Club Australia and its associates. CMT members report directly to the Head of the CMT rather than their regular line managers.
► The composition and functioning of the CMT will be defined by the following key characteristics:
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CRISIS MANAGEMENT TEAM – CONT..
► Due to the structure and management of Pony Club Australia the CMT will be small as possible yet will include the areas of expertise necessary to allow fast decision making and information flows, as well as efficient information management
► Diverse expertise, namely: Administration, Operations, Human Resources, Financial, Security and Communications. Input from other areas of expertise and disciplines should be sought as required, although these are not normally permanent CMT members.
► Ability to implement decisions; a problem solving, “can-do” attitude.
► All members are able to fulfil their respective roles and responsibilities (experienced, fully trained and available), which are clearly delineated
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CMT RESPONSIBILITES► Key responsibilities of the CMT include:
► Operational decision-making concerning the crisis and the effected person(s), team
► Defining and implementing a response strategy► Authority to ensure implementation of the strategy► Defining and implementing a media strategy (if needed)► Managing team, family support and liaison► Consulting with all relevant international and external
stakeholders► Managing all information during the crisis► Defining the moment the crisis ends, dismantling the CMT,
and handing-over to regular Pony Club Australia management.
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CMT COMPOSITION► CMT members are pre-identified based on their skill and
competencies.► Every CMT member should have at least one
shadow/replacement to ensure presence when the primary CMT member is unavailable due to work commitments, personal commitments, illness, holidays etc.
► Replacements must also be pre-identified for the regular roles of CMT members, to guarantee continued functionality of Pony Club Australia during the crisis.
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COMPOSITION OF THE CMTThe composition of the CMT may vary depending on the
type of crisis, but will always include:
► CMT Leader which will be the President of Pony Club Australia or nominated person
► Crisis Coordinator► Crisis Assistant► Human Resources► Communications► Financial► Logistics
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COMPOSITION – CONT…..► Depending on the type of crisis, input and expertise
may be sought from:► Security and Risk Specialist► Head of operations in the country concerned► Subject Matter Expert (SME)
►Bio security► Medical specialist► Legal specialist► Human Resource specialist► Government
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Pony Club President
Crisis CoordinatorBusiness RisksInternational
Logistics FinancialHRCommunicationsCMT -
Responsibilities
Senior Management
24/7 On-Call Protocol Overseas Communication
point of contact Reporting Incidents to
managers Maintaining communication
network throughout the club
Administration Team Support Family Support Welfare Follow up support
Preparation and control of the itinerary
Maintain emergency travel and accommodation contingency plans
Maintain necessary insurance coverage
Emergency funding protocols
CRISIS MANAGEMENT TEAM
Crisis Assistant
CMT POSITIONS► Senior Management► Pony Club Australia President
► The decision maker of Pony Club Australia and determines the activation of the Crisis Management Plan and the direction and management of the crisis.
► Crisis Coordinator (this position can rotate but must always be filled)
► Liaison between CMT members and President► Stays at crisis centre and coordinates all activities of CMT
decisions.► Crisis Assistance
► Reports directly to Crisis Coordinator and attends to any administration needs of CMT
► During CMP activation maintains crisis log with all discussions, occurrences, decisions and task allocation.
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CMT POSITIONS – CONT….► Security – Business Risks International
► Provides professional security, emergency and crisis management expertise and advice on request of Pony Club Australia.
► Crisis Management Team Members► Communications
► Maintains communication with Team Manager and point of contact for family, stakeholders and media.
► Human Resources► Maintain overall group well being and organise
appropriate services► Logistics
► Determine, prepare and maintain groups travel and prepare emergency travel/accommodation contingency.
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CMT POSITIONS – CONT….► Financial
► Maintain and authorises emergency funding► Provide CMT with legal and financial advice
► Travelling Group Manager► Coordinates all activities in Country► Point of contact for CMT members► Liaison and contact for event host
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MEDIA MANAGEMENT► The following measures are sensible during most crisis
(regardless of the level of media interest)► Instruct all Pony Club Australia staff not to speak to media.► Contain “info-leakage’’ by briefing staff on what
information they can and cannot share with family members, Pony Club members, associations and stakeholders.
► Monitor local, national and international media reporting on the incident.
► Remain acutely aware, and try to influence, relationships between the various stakeholders and pony club associations and the media.
► Instruct all media inquiries to the Communication Manager.
► Communication Manager to deliver media briefings.
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COMMUNICATING WITH THE MEDIA
► Provide information in a timely manner► Never speculate on any aspect of the situation and be familiar
with all current events prior to speaking with the media.
► Provide facts, sources and relevant material► Decide if the issues are causing high concern locally, nationally or
internationally and tailor your response accordingly.► Be sure to safe guards Pony Club Australia’s privacy and that of the
team members, support staff and effected families.
► Provide readily available points of contact► Correct any information errors immediately► Comment only on Pony Club Australia’s business► Try to avoid answering hypothetical questions► Maintain an open and positive demeanour
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POST-CRISIS FOLLOW-UP► Although the extent of follow up is dependent on the
incident type, all crisis interventions require some degree of follow-up
► Aftercare► Pony Club Australia will ensure that effected team
members, support staff, colleagues and family members who were effected or witnessed the incident, others who may be psychologically affected by the incident, crisis team members, all receive appropriate aftercare.
► The appointment of a case manager may facilitate and streamline coordination of the aftercare process.
► Information Management► All relevant documents and electronic data related to the
incident will be filed at Pony Club Australia’s head office.
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POST CRISIS FOLLOW UP – CONT….► Debrief and Evaluation
► A thorough operational debrief will be had with all involved in the crisis and the management.
► This will allow for a proper analysis of the incident, and a review of quality in the crisis management.
► The debriefing will be documented, and lessons learnt will feed into the review of the Pony Club Australia crisis response planning.
► Follow-Up with External Stakeholders► Pony Club Australia will make provisions for the extension
of gratitude to all relevant parties for their efforts in helping to resolve the incident.
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POST CRISIS FOLLOW UP – CONT….► Operational Implications
► The crisis or incident is likely to alter Pony Club Australia’s risk profile in the context in which the crisis or incident that occurred. Perceptions, organisational image, relations with key stakeholders and associations, and potentially organisational risk thresholds in particular contexts, may have shifted. Thus, a review of the risk analysis maybe necessary. Pony Club Australia will liaise with Business Risks International to review the implications and best course of action(s).
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CRISIS MANAGEMENT - TRAINING AND DRILLS
► Training and drills are essential to have an effective response during a time of crisis.► Pony Club Australia will train each CMT member in their
roles and responsibilities.► Exercises, drills and tests will be utilised for continued best
practice once the CMT had been trained in the proper procedures and their respective roles.
► As part of best practice and ongoing standards Pony Club Australia will conduct training scenarios and drills to maintain standards and operational readiness.
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CRISIS MANAGEMENT OVERVIEW► Pony Club Australia has provided an overall Crisis
Management Plan to handle any unforseen incident or emergency involving travelling teams. Included in the plan are:► Creation of a framework for CMT members
responsibilities.► Creation of specific Pony Club Australia procedures for
travelling teams.► The implementation of a Travelling Team Manager and
their responsibilities.► Provisions to call on the experience of outside resources.► Implementation of training sessions and drills to ensure
the Crisis Management Plans readiness.
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CRISIS RESPONSE FLOW CHART
Club President declares emergency
No
Yes, CMP Initiated
Contact Risk Consultant
Compile Incident Report and Debrief
Arrive at Operations Center
Return to Business as Usual
CMT Contacted
Team Manager Briefings and Situation Reports
Plan of action determined andoperations coordinated
Return to Business as Usual
Incident or Emergency
HR Logistics Finance• Prepare for
release of emergency funds
• Confirm Insurance Policies
• Determine and prepare travel and accommodation contingencies
• Notify families as necessary
• Welfare
Communication
• Regular Reports for CMT
• Keeps group appraised of developments
• Assess immediate response requirements
• Liaise with Pony Club CMT
• Deploy Incident Coordinator
• Place additional resources on standby as needed
• Liaise with Emergency Authorities
MISSING TEAM MEMBER(S) FLOW CHARTActivation of missing team
member(s) procedure by Team Manager
Pony Club Australia Management notified Security Consultant notified
Team Manager to obtain all necessary information and
make initial inquiries to locate member. Brief Pony Club Australia - President
Commence Preliminary InvestigationObtain all information from Team ManagerLiaise with President Pony Club Australia
Contact Hotel security manager or billeted familyContact any other persons whom the team member
had contact withContact Australian High Commission and DFATMember/Team located
Yes No
Travelling Team Manager to de-brief with Senior Management
Senior Management activate CMT
Return to business as usual
CHECKLIST► GENERAL
► Crisis response plan updated and distributed to relevant persons.
► CMT members, including shadows/replacements identified.
► CMT training/workshops conducted at regular intervals and roles and responsibilities of CMT members clearly identified and well understood.
► Mechanisms in place to ensure the presence of at least one CMT member of each discipline at all times.
► 24 hour access to a suitable office.► Office should have all necessary equipment available.
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CHECKLIST CONTINUED► Human Resources Management
► Have all necessary personnel information available.► Have contact details for next of kin and emergency contact
details.► Insurance policies and travel documentation available.► Health information (subject to privacy issues).► Contact details of all stakeholders.► Contact details for welfare support.
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CHECKLIST CONTINUED► Protocols, Flowcharts and Formats
► Crisis Management Team Composition► Decision making flowchart.► Crisis response protocol.
►Operations►Human Resources►Communications► Logistics►Security►Financial
► Travelling Team Manager protocol and communication► Missing team member protocol.
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