3 steps to creating an effective crisis management ...€¦ · • meetings may still take place...

3 Steps to Creating an Effective Crisis Management Briefing Cycle

Rob Burton

Agenda1. What is The Briefing Cycle? 2. Advantages of a Disciplined Briefing 3. The Initial and Continual Briefings 4. Questions5. The 3 Steps to Creating an Effective Crisis

Management Briefing Cycle 6. What Next? 7. Summary, Final Questions and Next Steps

T h e I n t e r n a t i o n a l C r i s i s M a n a g e m e n t C o n fe re n c e , L L C - 2 0 1 7

A little background…..

Personal photos removed for this downloadable deck.

What is The Briefing Cycle?

• A Formal Disciplined Meeting • An Update on Current Situation • Creates Situational Awareness• Facilitated by a Crisis Coordinator but Led by

the Crisis Leader • Regular (Next Meeting is…..)

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

CHAOS

“In the midst of chaos, there is also opportunity” ― Sun Tzu

Advantages of a Briefing Cycle

1. Defines Clear, Realistic and Achievable Objectives Early – Setting Expectations

2. Brings Together Relevant Personnel (Who’s on the Roster?)

3. Opportunity to Create Situational Awareness

4. Information Management – Reduces Rumors

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

Advantages of a Briefing Cycle

5. Authority – Who’s in Charge? Roles and Responsibilities Clear (Saves Time)

6. Disciplined Activity - Without it, Chaos May Ensue

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

Corporate Crisis Management Team

• Leader • Crisis Coordinator • Legal• HR• Operations • Security • Facilities • IT / CSIRT (Computer Security

Incident Response Team)

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

• Corporate Communications• Sales & Marketing• R & D• Finance

• A facility may have some of the same functions plus ERT (Emergency Response Team)

Common Structure for Global Organization

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

Global / Corporate CMT

Singapore CMT

Facility CMT & ERT

Thailand CMT

Facility CMT & ERT

China CMT

Facility CMT & ERT

Asia Regional CMT

SLT / Board

The Initial Briefing Cycle • Current Situation (life safety concerns, criticality, assets exposed, use

visuals/maps/charts)• Initial Objectives and Priorities • Current and Planned Actions (What are we going to do?)• If Relevant, Current On-Scene Organizations (first responders,

regulators, internal support or others)• Resource Assignments (Base on pre-determined roles and

responsibilities) • Additional Resources Required (who, when and where?)• If Possible, Initial Impact Assessment (what’s it look like?)• What Time is the Next Briefing?

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

The Ongoing Briefing Cycles

• Global, Regional or Country Leader Leads Each Briefing• Crisis Coordinator Helps Prepare and Facilitate Each Cycle • Brief and to the Point (Elevator Pitch)• Only Key Relevant Information Shared (don’t waste time) • Set New/Updated Realistic Objectives• Document the Briefing (Scribe)• Set Next Briefing Time (30 minutes, 4 hours etc.…) • Remain Disciplined• Meetings May Still Take Place During Recovery

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

QUESTIONS?

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

Why We Created The 3 Stepped Process1. No Standardized Clear Process for Corporate Crisis Management

Briefing Cycles 2. Professionalizes a Current Crisis Management Tool that is Not

Formalized3. Creates a Clear Path to Successfully Management of the Crisis 4. Establishes you as a Crisis Management Leader Within your

Organization or Field of Expertise 5. Creates a Foundation for Future Growth 6. Ensures that your Briefings are Disciplined

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

The 3 Step Process

• Years of Experience in Military and Emergency Management and Security Operational Environments as Well as Corporate Crisis Management

• Processes from Military and Various Government Organizations

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

3 Steps to Creating an Effective Crisis Management Briefing Cycle

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

1. Prepare

2. The Briefing 3. Action

Step 1 – Prepare (Prior to the Briefing) • Set Clear Organizational Objectives and Immediate

Priorities (what outcome do you desire?)• Prior to the Initial Briefing, Ensure the Relevant Crisis

Team Members are in the Meeting or on the Call • Ensure Conference Bridge Details are Distributed and

Secure • Prepare the Scribe and Document

Facts v Assumptions • Timing Might be a Factor (Fast Paced or Slow

Burning) T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

1. Prepare

2. The Briefing 3. Action

Step 2 – The Briefing

• Crisis Team Assembles (5 minutes early, other briefings may depend on this one)

• Leader Leads the Discussions • Start with the Most Critical Group (example – Operations)• Gather and Document New Facts (what’s the current situation?) • Clarify Previous Assumptions (they then become facts)• Determine Next Set of Actions for Each Functional Team• Crisis Coordinator Facilitates Process • Be Disciplined and Organized

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

1. Prepare

2. The Briefing 3. Action

Step 3 – Actions • After Completion of the Briefing, Functional Leaders

Work on the Various Actions Between Cycles • Functional Teams Should also Document• Be Cognizant of Time • Scale - Add Resources as Needed • Prepare for Next Briefing (Back to Step 1)

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

1. Prepare

2. The Briefing 3. Action

What Next? - Practice

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

• Do You Have a Good Briefing Cycle Process?

• Practice During Exercises and Real Events

• Remain Disciplined

Summary

Discipline is the Key to Successful Briefing Cycles

Creates Good Situational Awareness Easy 3 Stepped Process (Prepare –

The Briefing – Action)

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

1. Prepare

2. The Briefing 3. Action

Questions and Answers

• We will answer all questions now or as part of a follow on

• We will be sending you a feedback questionnaire

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

Boston April 5th, 2017 9 Speakers (eBay, State Street, Raytheon, SecureWorks)

Key Note – Jessica Buchanan

www.crisisconferences.com

Gold Sponsors

Silver Sponsors

Partners

WE’RE SOCIAL

CONTACT US!

+1.401.236.1364 X714

ROB@CRISISCONFERENCES.COM

@CrisisCons #ICMC2017

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7

LIKE WE RESPOND”“WE SHOULD TRAIN

PHOTO CAPTION

T h e I nte r n at i o n a l C r i s i s M a n a ge m e nt C o nfe re n c e , L LC - 2 0 1 7