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Appendix 14
3.1. Main headings.
These should be in capital letters. 3.2. Sub-headings.
In lower case and emboldened. 3.3. Names.
The names of individuals who raise matters should be recorded. 3.4. Action to be taken.
Where any action is required the appropriate persons initials should be recorded in the right-hand column.
4. Any other business
Any item of business that the Chair or a member wishes to raise, but has not previously notified.
5. Date of next meeting
The date, time and venue for the next meeting.
*NB If a new committee has been set up and is meeting for the first time, all minutes should be numbered sequentially from 1; otherwise numbering is continued from the last minute. This can be very important for future reference.
Refer to any specific house style in use.
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Appendix 15
Appendix 15
Contingency Planning for a Crisis
Before the crisis
1. Identify look at possible situations.
2. Plan make simple contingency plans to cover different situations. They should include:
l the crisis team (who are they?);
l team leader and media spokespersons;
l procedures for handling the media generally;
l facilities available (accommodation, communications); l background information;
l contact telephone numbers for key personnel.
Backing
l Ensure all plans are agreed, accepted and fully supported at the highest level. l Copies of plans should be held by all concerned.
l Check and update plans at regular intervals.
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Practice
Remember practice makes perfect:
l Hold regular practices.
l Involve the emergency services.
l Hold mock press briefings and conferences to familiarize and train media spokespersons.
l Ensure next-of-kin procedures are known.
During the crisis
When it happens:
l Assemble team quickly use the call-out system.
l Set up communications activate all communications systems.
l Establish crisis centre assemble key personnel. Organize staffing rosters. l Press and Media packs assemble background information.
l Press conference prepare a separate room if possible.
l Log/Diary start an incident log. Record all events by date/time. l Synchronize timings ensure all are on one master clock.
l Monitor the media remember that deadlines vary between newspapers, TV and radio stations.
l Community relations watch this aspect. It could be a vital factor in the credibility battle.
l Expert advice have expert advise available to deflect the media in the early stages.
l Answers prepare answers to (potentially damaging) questions from the media. l Blame do not apportion blame or speculate on this.
l Reporters new go off the record to the press.
l Compensation do not reveal details of any compensation to the media. For insurance claims take advertising space in newspapers.
l Crank calls and letters ignore all crank calls. Acknowledge all letters of support through the local press by taking advertisements.
l Next of kin Always confirm that the next-of-kin have been informed before releasing any names to the media.
At the finish
l Stand down Stand down the crisis team/equipment, etc gradually as the situation eases. Staffing levels can be reduced inside the centre.
l Follow-up action There will be considerable subsequent follow-up action needed, such as press conferences, news releases, articles, statements, and general correspondence.
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l The inquiry Make preparations for any subsequent inquiry that is to be held. Collect all logs, diaries, notes and other relevant written material that may be called as evidence. Keep all such material secure.
l Wash up and analysis These are operational management lessons to be learnt from your experiences during the crisis. The outcome of your analysis may indicate revision of your contingency plans.
In a crisis always remember
Commitment Filing system The team Credibility Clean up
Advertising Local press
The local community The secretariat Information provision
Training
Management backing is vital.
Have a good one for background information. Keep it small key people only.
Important to maintain it.
Be prompt. It shows you are a responsible, caring organization.
Useful and can help save time.
Can give you more aggravation than the nationals. Dont forget them. Good relations are vital. Sufficient staffing to handle the crisis.
Everyone must have the same information at the same time synchronize.
Vital to ensure smooth running when it happens.
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Index
Index
acceptance 3 advertising agency 5, 7 agenda, format 137 agreement 26, 11723
appointment and programme 118
clients property 121
Coca-Cola Corporation 13
Code of Conduct 11, 10512, 122 colleagues 11112
common law 113
commencement and duration 118 photographers 26
supplementary 122 suppliers 17 termination 121
community relations programme 97 competitions 11516
conferences 525 accommodation 53 dates and seasons 53
analysis 99
annual meetings 52 approvals 120
duration 53
fees and expenses 54 numbers 53
artwork 21, 33 camera-ready 36
assessment 967
planning 128, 13031 planning guidelines 130 presentation equipment 55
authority 120 social programmes 55 speakers 55
Betting, Gaming & Lotteries Act 1963 116 brief
designers 323
sponsorship 54
travel arrangements 54 confidential information 12021
exhibition contractor 49 printers 23
consultancy 59 advantages of using 8
publishers 1920 suppliers 1617
broadcast media see media Bruce, Liza 12
business writing see writing
and client relationship 117 disadvantages of using 8 independent 78
mixing and matching 9 reasons for using 67 types 78
camera-ready artwork 36 Ceefax 85
contact sheets 28 contingency planning 1424
clients, conduct concerning 10911 contracts 12, 11314
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