[CM] Roles and Responsibilities of Crisis Management Planning Team

Roles and Responsibilities of Crisis Management Planning Team

The crisis management planning team plays a vital role in developing, implementing, and maintaining an effective crisis management plan for an organisation.

Their responsibilities include conducting crisis scenario risk assessments to identify and evaluate potential risks (crisis scenarios) and vulnerabilities that may lead to crises.

The team develops comprehensive crisis management plans, outlining procedures and protocols for responding to crises while defining clear roles, responsibilities, and communication channels for the crisis management team and other stakeholders.

Additionally, the team is responsible for formulating policies and procedures for crisis response, ensuring that the plan aligns with relevant laws, regulations, and industry standards.

The team also organizes and conducts training sessions and exercises to prepare personnel and stakeholders for crises, evaluating these activities' effectiveness and making necessary improvements. They establish clear lines of communication and coordination and a crisis communication strategy to manage internal and external communications during a crisis.

Continuous improvement is essential, as the team monitors and updates the crisis management plan based on lessons learned from exercises and past crises. Documentation and record keeping of crisis management activities, including training, exercises, and actual crisis responses, are also key responsibilities.

Ultimately, the planning team engages with stakeholders and external partners to ensure their needs and concerns are addressed, fostering resilience and the ability to navigate crises effectively.

Here are the key roles and responsibilities of a crisis management planning team:

Risk Assessment and Analysis

• Identify and assess potential risks (crisis scenarios) and vulnerabilities that could lead to a crisis.
• Analyse the likelihood and potential impact of various crisis scenarios.

Plan Development

• Create a comprehensive crisis management plan outlining procedures and protocols for responding to crises.
• Define roles, responsibilities, and communication channels for the crisis management team and other stakeholders.

Policy and Procedure Formulation

• Develop policies and procedures for crisis response, including evacuation plans, emergency contacts, and crisis communication strategies.
• Ensure the crisis management plan aligns with relevant laws, regulations, and industry standards.

Resource Allocation

• Identify and allocate necessary resources, such as personnel, equipment, and funding, to support crisis management efforts.
• Plan for the availability of backup resources and contingencies.

Training and Exercises

• Organise and conduct training sessions and exercises to ensure that team members and other stakeholders are prepared for crisis situations.
• Evaluate the effectiveness of training and exercises and make improvements as needed.
  

  Communication and Coordination

• Establish clear lines of communication and coordination among team members, stakeholders, and external partners.
• Develop a crisis communication strategy to manage internal and external communication during a crisis.

Monitoring and Evaluation

• Monitor the implementation of the crisis management plan to ensure it is effective and up to date.
• Evaluate the organisation's response to past crises and identify areas for improvement.

Continuous Improvement

• Regularly review and update the crisis management plan based on lessons learned from exercises and crises.
• Implement changes to improve the organization's preparedness and response capabilities.

Documentation and Record Keeping

• Maintain accurate records of all crisis management activities, including training sessions, exercises, and crisis responses.
• Document decisions and actions taken during a crisis for future reference and learning.

Stakeholder Engagement

• Engage with internal and external stakeholders, including employees, customers, suppliers, and regulatory bodies, to ensure the crisis management plan addresses their needs and concerns.
• Foster relationships with external partners such as emergency services, local authorities, and community organisations.

Summing Up ...

The crisis management planning team is pivotal in building and maintaining an organisation's resilience and ability to navigate crises effectively.

By fulfilling these roles and responsibilities, the team helps safeguard the organisation's operations, reputation, and stakeholders' interests during challenging times.

Pre-reading Advice for CM Course Participants

There is a frequently asked question about how these teams operate within the organisation's crisis management initiative.  Here's an analogy:

Resource