THIS SHEET IS ONLY FOR INTERNAL USE, NEVER TO BE DISCLOSED TO EXTERNAL PARTIES

ORGANISATION OF THE CRISIS CELL

May 2011

The Crisis Cell is structured around the Cell Coordinator.

All decisions and messages are to be validated by this coordinator or, if need be, their substitute.

SPOKESPERSON:

Chief:
Deputy:

EXPERTS
(HR, legal, financial, etc.):
PERSON IN CHARGE OF
Security: COMMUNICATIONS /
CRISIS COORDINATOR
Financial: HANDLING THE MEDIA
International:
HR: Chief: Chief:
Eau de vie / region: Deputy: Deputy:
Legal:
Industrial Process:

Person in charge of the log

Chief :
Deputy:

IMPORTANT POINTS:
− The Cell Coordinator must not be the spokesperson, just as the person in charge of
communications / handling the media cannot be the person who delivers the messages.

The person in charge of the log will record all progress as the work progresses. The profile for this
position will vary but the persons must necessarily meet the following requirements:
- They must be extremely familiar with the company, its activities and its teams
- They must be able to synthesize information that is often very complex
They must be able to liaise with the different members of the cell if they are to be
effective in their role
 THIS SHEET IS ONLY FOR INTERNAL USE, NEVER TO BE DISCLOSED TO EXTERNAL PARTIES

MISSIONS - SPOKESPERSON
May 2011

MAIN FUNCTIONS
Disseminating key messages

CONTACT DETAILS
Name:
Telephone number:
Substitute:
Telephone number:

MISSIONS

Member of the Crisis Cell and, more specifically, works closely with the Crisis Cell
Coordinator and the person in charge of communications and handling the media

Ensures that the messages approved by the Crisis Cell Coordinator are disseminated properly
to the outside world

ACTIONS

Reviews all key messages that are to be communicated, in conjunction with the person in
charge of communications / handling the media

TOOLS

 Key messages and Questions / Answers – cf. tool of the person in charge of
communications / handling the media

IMPORTANT POINTS:

- The two spokespersons should renew their media training every year.

- The spokesperson ensures that all messages have been validated by the person in charge
of communications / handling the media as well as by the Cell Coordinator before making
any declaration.

- Once the messages have been validated, the spokesperson ensures that, in conjunction
with the person in charge of communications / handling the media, they respond to all
external requests.
 THIS SHEET IS ONLY FOR INTERNAL USE, NEVER TO BE DISCLOSED TO EXTERNAL PARTIES

MISSIONS – CELL COORDINATOR

May 2011

MAIN FUNCTIONS
Supervising - Decision making - Coordinating – Implementing strategy

CONTACT DETAILS
Name:
Telephone number:
Substitute:
Telephone number:

MISSIONS

Define, in conjunction with the Crisis Cell and relevant experts, the overall strategy for
handling the crisis (management and communication)

Coordinate the overall work of the Crisis Cell

Monitor advancement and the work of each member

ACTIONS

Mobilise and bring together the Crisis Cell

Ask the switchboard to transfer all calls to the Crisis Cell

Schedule regular meetings to ensure that all Crisis Cell members have access to the same
information and to plan subsequent steps

Consolidate and approve the action plan

Anticipate potential developments in the crisis and adjust the action plan accordingly

Validate all documents drawn up by the head of communications

Coordinate contacts with the more sensitive parties involved (authorities, media, etc.,
excepting victims)

Maintain contact with other Group Crisis Cell Coordinators if need be (in the event of an
international crisis, for example)

Organise dissemination of information throughout the entire crisis

Bring the Crisis Cell to a formal close and conduct a post-crisis feedback process

Assess how the measures taken have impacted business and anticipate their consequences
for the post-crisis period

TOOLS

 Contact sheet for members of the Crisis Communication Cell

 Sheet n°2 of the Crisis Guidebook: Alert – Emergency Information
 Sheet n°4 : Crisis Management (check list)
 Sheet n°5 : Analysing and Anticipating
 Sheet n°7 : Debriefing (check list)

IMPORTANT POINT
The coordinator is not to be the company spokesperson.
 THIS SHEET IS ONLY FOR INTERNAL USE, NEVER TO BE DISCLOSED TO EXTERNAL PARTIES

MISSIONS – PERSON IN CHARGE OF

COMMUNICATIONS / HANDLING THE MEDIA
May 2011

MAIN FUNCTIONS
Drafting communication documents – Press Relations – Handling the Media

CONTACT DETAILS
Name:
Telephone number:
Substitute:
Telephone number:

MISSIONS

Member of the Crisis Cell

Defines communication strategy

Prepares key messages and the communications plan

Ensures that messages delivered both in-house and to the outside are coherent

ACTIONS

Identifies the key parties, both in-house and externally

Mobilises people, both in-house and externally, according to the magnitude of the crisis and
the workload

Prepares communication tools and works with the Crisis Cell Coordinator to draft:
o Key messages
o Questions / Answers
o Press releases

Handles relations with the press

Assists the spokespersons with their declarations

Sets up monitoring of the Net and the media

Handles relations with the victims and their families, if need be

TOOLS

 Available in the handbook:

o Sheet n°6: Communication (check list)
 To be drafted at the time of crisis:
o Key messages
o Press releases
o Q&A

IMPORTANT POINT:

The person in charge of communications / handling the media is not to be the company
spokesperson.
 THIS SHEET IS ONLY FOR INTERNAL USE, NEVER TO BE DISCLOSED TO EXTERNAL PARTIES

MISSIONS – PERSON IN CHARGE OF LOG BOOK

May 2011

MAIN FUNCTIONS
Assisting the Coordinator – Updating the Log Book

CONTACT DETAIILS
Name: To be decided
Telephone number:
Substitute: To be decided
Telephone number:

MISSIONS

Keeps a log on all actions carried out by the Crisis Communications Cell

Ensures that approved actions have been conducted

Is responsible for drawing up minutes for meetings held during the crisis, in conjunction with
the Cell Coordinator

ACTIONS

Keeps the log book up to date

Ensures that the crisis management tools are used properly by members of the Crisis Cell

Informs members of the Crisis Cell of any discrepancy or incoherence between actions that
have been agreed upon and actions actually conducted

Informs the Coordinator of any observations they may have concerning the operational
management of the crisis

Ensures that Crisis Cell meetings are conducted as planned

TOOLS

 Log Book – see below.

 THIS SHEET IS ONLY FOR INTERNAL USE, NEVER TO BE DISCLOSED TO EXTERNAL PARTIES

MISSIONS - EXPERTS
May 2011

MAIN FUNCTIONS
Operational management – Setting up corrective measures

CONTACT DETAILS
SECURITY –
FINANCIAL -
INTERNATIONAL -
HRD -
EAU DE VIE & COGNAC REGION -
LEGAL -
INDUSTRIAL PROCESS–

MISSIONS

Mobilised according to the crisis (HR, legal, financial, etc.), they join the Crisis Cell team

Advise the Crisis Cell Coordinator as to the best technical solutions available and ensure that
corrective actions are taken

ACTIONS

Identify the source of the crisis and its technical impact on the business

Anticipate the consequences of the crisis in their field of expertise

Apply the corrective measures

Assess the effectiveness of the defined measures

TOOLS

 Emergency procedures and ad hoc plans, if need be (Bus.Contin.Plan, fire alarm, etc.)

N.B.:
The Crisis Communication Cell Coordinator can call on the help of experts from the following
sensitive fields:
- Legal
- HR
- Financial
- Security
- …

IMPORTANT POINTS:
- The experts involved in the crisis are not to respond to any outside request for information
(journalists / families of the victims / etc.).
- The experts draw on their technical expertise to help draft key messages on each of the
points relating to their specific field.