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Osler Hoskin & Harcourt LLP
March 2017
Proactive Crisis Management:
Expecting the Unexpected
Lawrence Ritchie, Partner, Osler
Alan Stewart, Partner, Deloitte
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Lawrence Ritchie
Partner, Osler
Chair of Crisis Response &
Risk Management Group
Alan Stewart
Partner,
Deloitte Forensic
How do directors’ feel about crisis?
*Research from our Crisis Management Survey with the Institute of Corporate Directors
https://www.osler.com/en/resources/critical-situations/2016/the-board-of-directors-role-in-crisis-management
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Summary
• Importance of board oversight of corporate reputation building & crisis
management
• Key risks flagged by directors are reputational, ethical, financial reporting, cyber-
security but not social media
• Directors believe their organizations are ready for a crisis and management
teams have the necessary skills
• But shouldn’t they be more confident respecting the organization’s enterprise
risk management system and succession planning?
• Directors expect to use existing company advisors for advice in a crisis, for advice
both to the company and the board
• More diligence required to protect board members
The anatomy of a crisis
10
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
How a spark
becomes an
inferno
Identification
of a Problem
ITHuman
Resources
Corporate Sales &
Marketing
Logistics
IMPACT
Board of Directors
11
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Risks cannot be siloed
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BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Proactively Manage Fallout
The Spark: Crisis
 Minimize risk by:
o Instituting centralized oversight and decision-making, and
o Preparing a crisis response plan before a crisis hits
The Slow Burn: Ongoing Activity
 Minimize risk by:
o Identifying potentially affected stakeholders, and
o Prioritize strategies to reduce harm
Extensive internal & external communications strategies are key
Your crisis response plan
Building Blocks to a Best in Class Crisis Response Plan
14
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Identify your team
Develop internal & external communication plan
Conduct internal investigation
Engage with regulator - voluntary
Engage with regulator - search & seizure
Anticipate & manage other fallout
Up-the-ladder reporting
15
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Assemble your Team
 Protocol in place
 Business point person
 Legal point person
 Internal communications point
 External communications point
Consider early retention of outside advisors (legal, communications,
forensics/experts)
16
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Example of Multifunctional Team
Team Manager
Subject Matter ExpertsLegal Communications
Role of the Team
• Support the Emergency Response Effort
• Ensure response priorities are addressed: people, env’t, assets, reputation
• Set strategic objectives and policy for the proactive management of the crisis
• Manage the communication strategy
• Minimize impact to co./organization
17
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Assessing the Incident
Purpose: defines what we’re dealing with
• Scale
• Characteristics
• What we do/don’t know
When: immediately following briefing
Why / Value:
• Reinforces response priorities
• Prompts discussion
• ID’s areas requiring clarification
• Focuses actions
Regular assessments
should be completed to
identify actual/potential
new issues as the
incident/crisis evolves
18
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
The Needs of the Board during a crisis
Regular and timely reporting
Clear understanding of PR strategy and
their role
Quantification of exposure
One point of contact
Separate legal representation
(if applicable)
A clear statement of the questions
they need to decide
Outcomes:
• Consistent PR strategy –
top to bottom of
organization benefitting
from the board’s guidance
19
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
The Role of Legal during a crisis
Monitor the process – What went
well?
Determine facts and root causes of the
event
Is this our incident?
Internal policy duties, compliance and
insurance
Legal – privilege, records management,
regulatory matters, contractual
obligations
Review and input on communications
Outcomes:
• Prepare report
• Share learnings
• Determine corrective
actions
• Determine responsibility
and assess risk
Building Blocks to a Best in Class Crisis Response Plan
20
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Identify your team
Develop internal & external communication plan
Conduct internal investigation
Engage with regulator - voluntary
Engage with regulator - search & seizure
Anticipate & manage other fallout
Up-the-ladder reporting
The Best Defence Is a Good Offence
22
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
1. Develop a Culture of Compliance
Key characteristics of a healthy compliance program:
 Comprehensive procedures to prevent and detect illegal activity
 Mandatory training about consequences of noncompliance
 Reporting system providing management with timely and accurate information
 Adequate resources for staff to audit, document, analyze and use the results of
compliance efforts
 Continuous improvement: Periodic testing and review
 Appropriate incentives and disciplinary measures
 Confidential reporting and internal investigation
23
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Best Practices for a Healthy Compliance Program
Role of legal
group
•Education
•Support business in dealing with a regulator
•Identify industry issues before regulator gets on them
Enforcement by
management
•Exercise reasonable oversight
•Promote and enforce consistently
•Never tacitly encourage or pressure employees to engage in misconduct to achieve business
objectives
•Take disciplinary action against past violators
Employees
responsible &
rewarded for
compliance
behaviour
•Consistently self-report to Compliance Managers
•Bring to Compliance Managers’ attention both individual and systemic issues
•When unsure, ask Compliance Managers questions
•Err on the side of over-reporting to Compliance Managers
24
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
2. Develop a Culture of Preparedness
Systematic
approach
De-escalate
Timely
decisions
Clear thinking
In
extraordinary
conditions
25
BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
Best practices
Test your Crisis
Response Plan
Review the
Results
Questions

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Board Crisis Management Planning

  • 1. Osler Hoskin & Harcourt LLP March 2017 Proactive Crisis Management: Expecting the Unexpected Lawrence Ritchie, Partner, Osler Alan Stewart, Partner, Deloitte
  • 2. 2 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Lawrence Ritchie Partner, Osler Chair of Crisis Response & Risk Management Group Alan Stewart Partner, Deloitte Forensic
  • 3. How do directors’ feel about crisis? *Research from our Crisis Management Survey with the Institute of Corporate Directors https://www.osler.com/en/resources/critical-situations/2016/the-board-of-directors-role-in-crisis-management
  • 4. 4 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
  • 5. 5 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
  • 6. 6 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
  • 7. 7 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED
  • 8. 8 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Summary • Importance of board oversight of corporate reputation building & crisis management • Key risks flagged by directors are reputational, ethical, financial reporting, cyber- security but not social media • Directors believe their organizations are ready for a crisis and management teams have the necessary skills • But shouldn’t they be more confident respecting the organization’s enterprise risk management system and succession planning? • Directors expect to use existing company advisors for advice in a crisis, for advice both to the company and the board • More diligence required to protect board members
  • 9. The anatomy of a crisis
  • 10. 10 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED How a spark becomes an inferno Identification of a Problem
  • 11. ITHuman Resources Corporate Sales & Marketing Logistics IMPACT Board of Directors 11 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Risks cannot be siloed
  • 12. 12 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Proactively Manage Fallout The Spark: Crisis  Minimize risk by: o Instituting centralized oversight and decision-making, and o Preparing a crisis response plan before a crisis hits The Slow Burn: Ongoing Activity  Minimize risk by: o Identifying potentially affected stakeholders, and o Prioritize strategies to reduce harm Extensive internal & external communications strategies are key
  • 14. Building Blocks to a Best in Class Crisis Response Plan 14 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Identify your team Develop internal & external communication plan Conduct internal investigation Engage with regulator - voluntary Engage with regulator - search & seizure Anticipate & manage other fallout Up-the-ladder reporting
  • 15. 15 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Assemble your Team  Protocol in place  Business point person  Legal point person  Internal communications point  External communications point Consider early retention of outside advisors (legal, communications, forensics/experts)
  • 16. 16 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Example of Multifunctional Team Team Manager Subject Matter ExpertsLegal Communications Role of the Team • Support the Emergency Response Effort • Ensure response priorities are addressed: people, env’t, assets, reputation • Set strategic objectives and policy for the proactive management of the crisis • Manage the communication strategy • Minimize impact to co./organization
  • 17. 17 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Assessing the Incident Purpose: defines what we’re dealing with • Scale • Characteristics • What we do/don’t know When: immediately following briefing Why / Value: • Reinforces response priorities • Prompts discussion • ID’s areas requiring clarification • Focuses actions Regular assessments should be completed to identify actual/potential new issues as the incident/crisis evolves
  • 18. 18 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED The Needs of the Board during a crisis Regular and timely reporting Clear understanding of PR strategy and their role Quantification of exposure One point of contact Separate legal representation (if applicable) A clear statement of the questions they need to decide Outcomes: • Consistent PR strategy – top to bottom of organization benefitting from the board’s guidance
  • 19. 19 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED The Role of Legal during a crisis Monitor the process – What went well? Determine facts and root causes of the event Is this our incident? Internal policy duties, compliance and insurance Legal – privilege, records management, regulatory matters, contractual obligations Review and input on communications Outcomes: • Prepare report • Share learnings • Determine corrective actions • Determine responsibility and assess risk
  • 20. Building Blocks to a Best in Class Crisis Response Plan 20 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Identify your team Develop internal & external communication plan Conduct internal investigation Engage with regulator - voluntary Engage with regulator - search & seizure Anticipate & manage other fallout Up-the-ladder reporting
  • 21. The Best Defence Is a Good Offence
  • 22. 22 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED 1. Develop a Culture of Compliance Key characteristics of a healthy compliance program:  Comprehensive procedures to prevent and detect illegal activity  Mandatory training about consequences of noncompliance  Reporting system providing management with timely and accurate information  Adequate resources for staff to audit, document, analyze and use the results of compliance efforts  Continuous improvement: Periodic testing and review  Appropriate incentives and disciplinary measures  Confidential reporting and internal investigation
  • 23. 23 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Best Practices for a Healthy Compliance Program Role of legal group •Education •Support business in dealing with a regulator •Identify industry issues before regulator gets on them Enforcement by management •Exercise reasonable oversight •Promote and enforce consistently •Never tacitly encourage or pressure employees to engage in misconduct to achieve business objectives •Take disciplinary action against past violators Employees responsible & rewarded for compliance behaviour •Consistently self-report to Compliance Managers •Bring to Compliance Managers’ attention both individual and systemic issues •When unsure, ask Compliance Managers questions •Err on the side of over-reporting to Compliance Managers
  • 24. 24 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED 2. Develop a Culture of Preparedness Systematic approach De-escalate Timely decisions Clear thinking In extraordinary conditions
  • 25. 25 BRIEF THE BOARD: PLANNING FOR THE UNEXPECTED Best practices Test your Crisis Response Plan Review the Results

Hinweis der Redaktion

  1. Add a reference
  2. Before we talk about you company’s plan, lets look at the anatomy of a crisis and how it can impact your business.
  3. Why be proactive: Reduce business vulnerability See risks that are not apparent Provide insights and support to key decision makers and responsible persons Frame regulatory issues Get credit for cooperation Better class-action defence
  4. Building Block 1
  5. Fact/Legal Knowledge
  6. Is this our incident? Where – location, country Who – employees, contractors, workers Nature of the activity – o&g activity Ownership of goods – transfer of title, beneficial ownership/interest Ownership of transportation vehicle Accountability for transfer of risk – contract terms, regulatory provisions Insurance: coverage, who placed it, who is the insured Internal policies: LTI data, investigation requirements Issues of negligence & willful disregard Acts of god
  7. How to minimize these costs to business? Essentially the best practices section
  8. Why? What’s its impact? (i.e. what’s the business result/benefit to the business?) What does this look like? Should be something about communication on here.
  9. If you are prepared, you are able to do the above… resulting in the benefits measured on the next slide So, how do you do that?
  10. Make this slide look better