Procedure No: 16.03-02
CRUX OF THE PROCEDURE:
Purpose
- Ensure a coordinated response to crises at the appropriate management level.
- Minimize damage to the company’s reputation and financial standing.
Scope
- Applies to all major incidents at LCPL Site, City Office, Distribution, and Security.
Definition of Crisis
- A significant event threatening health, safety, environment, security, operations, or company reputation.
- Examples include injuries, public harm, environmental damage, security threats, and natural disasters.
Crisis Management Structure
- Business Crisis Manager (BCM): CEO leads crisis response; in absence, responsibilities shift to relevant senior management.
- Crisis Management Team (CMT): Senior executives handle crisis response, including legal, financial, and technical aspects.
- Incident Supervisor: First responder based on incident type and location.
- Crisis Management Centre (CMC): Main hub for crisis decision-making.
Roles & Responsibilities
- CEO (BCM): Decision-making, communication with board/shareholders, media spokesperson.
- CFO: Handles financial, insurance, and legal matters.
- General Manager Manufacturing: Manages site-related crises, provides technical input.
- Commercial Manager: Oversees distribution crises and coordinates with authorities.
- HR & IT Manager: Internal communication, keeps management informed.
Communication & Training
- Ensure clear communication within the team and with external stakeholders (media, authorities).
- Conduct regular training and drills for crisis preparedness.
Documentation & References
- Maintain incident logs, press statements, and communication records.
- Follow established HSE&S policies and legal requirements.
This plan ensures effective crisis management, clear role allocation, and structured decision-making to handle emergencies efficiently.
QUESTIONS & ANSWERS
Q1. What is the purpose of the Crisis Management Plan (CMP)?
The purpose of the Crisis Management Plan (CMP) is to provide a structured approach to managing emergencies, minimizing risks to personnel, assets, and the environment, and ensuring business continuity.
Q2. Who is responsible for activating the Crisis Management Plan?
The Crisis Management Team (CMT), led by the Site Head/Plant Manager, is responsible for activating the plan in case of a major emergency or crisis situation.
Q3. What are the key types of crises covered under the CMP?
The CMP covers various crises, including:
- Fire and explosions
- Chemical spills and toxic releases
- Natural disasters (earthquakes, floods, etc.)
- Security threats (terrorism, sabotage, or cyber-attacks)
- Serious workplace accidents
Q4. What are the main components of the Crisis Management Plan?
The main components of the CMP include:
- Emergency response procedures
- Roles and responsibilities of the Crisis Management Team (CMT)
- Communication protocols
- Evacuation and shelter-in-place plans
- Post-incident review and reporting
Q5. How is communication managed during a crisis?
A Crisis Communication Plan is in place, ensuring that:
- Internal communication is maintained with employees via designated spokespersons.
- External communication with media, regulatory bodies, and stakeholders is handled by authorized personnel.
- Emergency contact lists are kept updated for quick coordination.
Q6. What is the role of the Crisis Management Team (CMT)?
The CMT is responsible for:
- Assessing the situation and determining response actions.
- Coordinating emergency response efforts with relevant departments.
- Communicating with employees, authorities, and stakeholders.
- Ensuring post-crisis investigations and implementing corrective actions.
Q7. What procedures should employees follow in case of a crisis?
Employees must:
- Immediately report any crisis or potential emergency.
- Follow the evacuation or shelter-in-place procedures.
- Adhere to the instructions of the Emergency Response Team (ERT).
- Avoid spreading unauthorized information about the incident.
Q8. How often should crisis management drills be conducted?
Crisis management drills should be conducted at least annually, with additional scenario-based simulations as required by regulatory and company policies.
Q9. What actions are taken after a crisis is managed?
After a crisis, the following steps are taken:
- Incident investigation to determine root causes.
- Corrective and preventive actions to mitigate future risks.
- Employee debriefing and psychological support if needed.
- Updating the CMP based on lessons learned.
Q10. Where can employees find the Crisis Management Plan?
The CMP is available in:
- The HSE&S document repository
- Emergency response stations across the site
- The company’s intranet or HSE portal