2. 2
TABLE OF CONTENTS
Purpose of the Crisis Management Team (CMT)…....…………………………………………...3
Definition of a Crisis……………………………………………………………….……….….....4
Crisis Management Team………………………………………………………………….….…..5
Roles and Responsibilities of CMT……………………………………………………….……....6
Emergency Personnel Contacts………….………………………………………………………..7
Command Center Locations……………………….…….………………………………….….....8
Purpose and Activation of Crisis Communication Plan……………………………….………….9
Response Plans…………………………………………………………………………..............10
Fire Emergency/Evacuation Plan……………………………………………………......10
Tornado and Weather Emergency……………………………………………………….12
Medical Emergency…………………………………………...…………………………13
Bomb Threats…………………………………………………………………………….14
Civil Disturbances/Employee Disturbances……………………………………………..18
Machine Failures…..………………………………………………………………..…...19
Product Recalls…...…..………………………………………………………………….20
Power Outages…………………………………………………………………………...21
Vehicle Exposure Emergencies...………………………………………………………..22
3. 3
DEFINITION OF A CRISIS
A crisis is the perception of an unpredictable event that threatens important
expectations of stakeholders and can seriously impact an organization’s
performance and generate negative outcomes (Coombs, 2007).
PURPOSE OF THE CRISIS MANAGEMENT TEAM (CMT)
Identify the crisis threats facing the organization
Develop the crisis management plan
Lead crisis management trainings and rehearsals
Actively manages a crisis when one occurs
Lead post-crisis evaluation so learning can occur
4. 4
CRISIS MANAGEMENT TEAM
AND CONTACT INFORMATION
Name Position Work Phone Email
John Bader President/CEO 330-630-2030
Ext. 132
Jbader@ogsinsdustries.com
Shelly Penrod
Human
Resources
330-630-2030
Ext. 160
Spenrod@ogsindustries.com
Tom Bader
Vice President/
Accounting &
Finances
330-630-2030
Ext. 133
Tbader@ogsindustries.com
Jack Lenhart Operations
(OGS)
330-630-2030
Ext.
Jlenhart@ogsindustries.com
5. 5
CRISIS MANAGEMENT TEAM
ROLES AND RESPONSIBLITIES
Name Duties During Crisis
John Bader
President/CEO
Leader of Crisis Management Team
Secondary person designated to talk to the media
Shelly Penrod
Human Resources
Emergency Area Coordinator
Tom Bader
Vice President/Accounting & Finances
Primary person designated to talk to the media
Responsible for dealing with all legal entities
Jack Lenhart
Operations (OGS)
Outside council
6. 6
EXTERNAL EMERGENCY CONTACTS
Emergency Phone Number
8-9-1-1
Police, Fire & EMS
Non-Emergency Phone Numbers
Police………………………………………… (330) 375-2552
Fire…………………………………………… (330) 375 2552
Power Company………………………….…… (800) 633-4766
7. 7
COMMAND CENTER LOCATIONS
The following locations are the primary and secondary meeting places for the Crisis
Management Team in the event of a crisis:
PRIMARY LOCATION:OGS Main Conference Room
SECONDARYLOCATION:OGS Laser Room– *located at the
rear of the building
8. 8
PURPOSE AND ACTIVATION
OF THE CRISIS MANAGEMENT PLAN (CMP)
PURPOSE
The crisis management plan has been established as an operational guideline
designed to respond to a variety of potential emergency situations. The plan is
intended to guide employees during the event of a crisis. This plan is made
available to all employees of Ohio Gasket & Shim. This plan does not, and cannot,
cover all situations nor does it guarantee the safety of persons or property in the
event of an emergency. This crisis management plan was created for informational
and educational purposes only.
ACTIVATION OF CMT:
1. In the event of an emergency or crisis, any member of the CMT can activate the
team by notifying one or more of its members
2. Upon activation of the CMT, the remaining team members will be notified of
the crisis in the most expedient manner possible
3. The CMT will meet at the primary command center (listed above). If this
location is not operational, the secondary location will be utilized.
4. The CMT will meet to discuss strategies for managing the specific crisis at
hand. Other meetings will be called as necessary until the crisis has been
resolved.
9. 9
RESPONSE PLANS
FIRE PROCEDURES
INITIAL ASSESSMENT/ACTION: NORMAL BUSINESS HOURS
1. When a fire is detected, press the emergency button located on the alarm panel in the
front office.
2. Once the system is activated, an emergency bell will sound throughout the building and
will continue to sound until silenced by management.
3. Immediately notify everyone in the building by yelling “FIRE, FIRE, FIRE” and have
everyone quickly evacuate the building.
4. The Emergency Area Coordinator and/or Alternate Emergency Area Coordinator will
inform each area on where to evacuate.
5. If the fire can be contained and extinguished, such as a small fire in a wastebasket,
microwave or coffeepot, attempt to use the fire extinguisher. However, if the fire cannot
be extinguished within 20-30 seconds, make sure to evacuate the building.
a. (*Note: Only attempt to use the fire extinguisher if you have had previous
training)
6. If the fire has escalated and you have not yet evacuated, be sure to take extra precautions
when evacuating the building.
Feel any doors with the back of your hand before opening to ensure your safety.
If a door is hot, DO NOT OPEN IT!
Make sure to close all doors behind you, but DO NOT LOCK ANY DOORS.
If smoke is dense, stay low to the ground or crawl to safety.
CONTACTING EMERGENCY PERSONAL
1. Immediately after pressing the emergency button, have someone call the Fire Department
at (8-9-1-1) and provide them with the following information:
Location of the fire
Building
Area
Your Name
Phone Number
Size of the Fire
INITIAL ASSESSMENT/ACTION: AFTER BUSINESS HOURS
1. Follow the same procedures as you would during normal business hours.
2. After calling the Fire Department, immediately contact the Emergency Liaison (if they
have not yet been notified) and inform them of the incident. If you cannot reach the
Emergency Liaison, resort to contacting the Alternate Emergency Liaison.
10. 10
PRE-EVACUATION:
1. All Emergency Area Coordinators should have a flashlight or other portable lights, in
case of an electrical power failure. Along with that, a company First Aid Kit should be
readily available.
2. Keep a current list of disabled personnel on file to indicate who needs further assistance
when evacuating. (A copy can be found in Human Resources)
3. In order to account for all personnel and communicate effectively, establish a meeting
place both in the office and outside of the building.
EVACUATION:
1. Wait to evacuate until instructed by the Emergency Liaison or a general announcement
from the public address system.
a. Emergency Area Coordinator – Shelly Penrod
b. Alternate Emergency Area Coordinator – Kathy Worley
2. If you determine that your personnel are in immediate danger and are unable to get a hold
of Management, evacuate your personnel following building safety rules.
3. Tell all personnel to assemble in a designated area prior to leaving the facility.
4. Make sure to account for all personnel and visitors.
5. Create and assign assistants in two-man teams in order to:
a. Assist the anxious, emotional, ill and/or disabled personnel, as they have the
highest priority when evacuating.
Assign someone in the group to escort these persons to the nearest exit,
which is a fire safety zone.
Make sure the exit door is closed.
b. Provide teams with flashlights or other portable lights.
c. Turn off the office lights to signal that your area has been completely evacuated.
d. Close and secure office doors, but DO NOT lock them.
6. After searching restrooms and separated areas of the building, the Emergency Area
Coordinators should evacuate the building.
7. Using the Exit
a. Remind everyone to keep quiet and listen for emergency instructions.
b. Instruct everyone to exit the facility in a calm and alert fashion, in order to avoid
delays.
c. Refrain from any activity that could result in a delay including eating, drinking,
and smoking during the evacuation.
8. Go to the established meeting point to account for all personnel and to communicate
further instruction.
9. Management will announce “All Clear”, indicating the evacuation procedures are over
and occupants may return to their areas.
10. Please write up a brief report detailing your actions in response to the emergency, so it
can be further reviewed by Management. Include any unusual problems or incidents that
were encountered and submit it to Management as soon as possible.
11. 11
TORNADO/SEVERE WEATHER PROCEDURE
DEFINITIONS:
TORNADO WATCH: The conditions are right for a tornado, but none have been sighted. This
is only a precautionary alert; the building is not in immediate danger. In the event of a tornado
watch, personnel are to continue at their work.
TORNADO WARNING: A tornado has been sighted or has touched down in the area.
Emergency precautions will be taken.
PROCEDURES
The Emergency Liaison will notify the area coordinators of a tornado heading towards the
building.
1. Personnel shall make sure all equipment is shut down.
2. Emergency area coordinators shall take charge in securing the building to its upmost
potential.
a. Close and lock all windows, garage doors, doors, etc.
b. Closing all blinds to prevent flying glass
(*This is to be done during both a tornado watch and a tornado warning)
3. Emergency Area Coordinators shall take charge in getting all personnel to quickly move
to the concrete bathrooms located in the middle of the building.
a. All employees must move quickly.
b. Once employees are secure in bathrooms, they must remain calm and listen for
further instructions from Management.
c. Once an “All Clear” has been given, you may return to your area.
NOTE:Tornadoes are unpredictable and should not be underestimated
12. 12
MEDICAL EMERGENCY PROCEDURES
DURING A MEDICAL EMERGENCY:
a. Ensure that you and the individual(s) are out of harms way.
b. If involved, shut off machinery, if you are able to safely do so.
c. Identify the status of the individual in need of medical attention and dial 8-9-1-1
PROVIDE THE FOLLOWING INFORMATION:
1. TYPE OF EMERGENCY- heart attack, stroke, injury, etc.
2. LOCATION OF EMERGENCY
a. Address: 976 Evans Ave, Akron, OH 44305
b. Give details regarding the location within the facility. (floor/area/room)
c. Arrange to meet emergency personnel upon arrival in order to quickly guide them
to the individual. Also, make sure that emergency personnel can gain access to the
location.
FOR NECK AND BACK INJURIES: *do not move the individual
CPR (breathing emergencies)
AED (cardiac emergencies)
AFTER CALLING 8-9-1-1
Provide a status report to the individual’s listed emergency contact.
13. 13
BOMB THREAT PROCEDURES
DEFINITION: A device or threat of a device present in the facilities or on the premises, which
may or may not have exploded.
INITIAL ASSESSMENT/ACTION
A bomb threat should always be taken seriously. Proceed with caution, remain calm, and
notify the designated site emergency liaison and law enforcement.
PHONE THREAT
1. If a threat is received by phone, remain calm and do not hang up. If possible, signal other
staff members to listen and notify the site liaison and authorities.
2. If the phone has a display, copy the number and/or letters on the window display. Write
down the exact wording of the text, and record the call if possible.
3. Try to keep the caller on for as long as possible, and use the “Bomb Threat Checklist” to
gather as much information as you can.
4. Fill out the “Bomb Threat Checklist” immediately.
VERBAL THREAT
1. If a threat is received verbally, note the description of the person who made the threat:
a. Name (if known), race, gender, clothes, hair and eye color, body size
(height/weight), voice (loud, deep, accent, etc.) distinguishing features (eye
twitch, limp, scars, etc.)
2. Write down the threat exactly as it was communicated, and notify the site liaison and the
authorities.
WRITTEN THREAT
1. If a written threat is received, handle the document as little as possible and notify the site
liaison and the authorities.
2. Copy the threat exactly as it is on another sheet of paper.
3. Note the following:
a. Date/time/location the document was found.
b. How it was found/any situations or conditions surrounding the discovery/delivery.
c. Full names of anyone who saw the threat.
d. Secure the original threat and do not alter it any way.
e. If small/removable, place in a bag or envelope.
f. If large/stationary, secure the location.
E-MAILED THREAT
1. If a threat is received by email, leave the message open on the computer and notify the
site liaison and the authorities.
2. Print, photograph, or copy the message and subject line, and note the date and time.
14. 14
STAFF RESPONSE
The site liaison will do the following:
a. Mobilize the building’s CMT.
b. Communicate with personnel about bomb threat condition.
c. Limit access to the building as needed.
d. Work with authorities to determine authenticity of threat.
SEARCH
1. If a search is initiated, you should first account for all personnel
2. The site liaison and the authorities will assemble and deploy a search team to search the
entire building and the ground.
3. If anything unusual is noticed, move people away from the potential hazard and
immediately report the location of the object to the site liaison and the authorities.
a. Do not touch, tamper with, or move anything.
b. The discovery of one device should not automatically mean the conclusion of a
search, as more devices may be present.
4. Do not use radios or cell phones unless the area has been cleared.
LOCKDOWN/EVACUATION
1. Account for all personnel
2. Evacuate the premises to the designated safe spot.
a. Select evacuation routes that have been searched and cleared.
3. Advise all evacuees to remove all personal items (purses, backpacks, etc.).
4. Search team will confirm that the building is empty.
EXPLOSION
1. If an explosion occurs before you evacuate take cover and protect your head, and neck
from debris.
2. Evacuate the premises and go to the designated safe spot when it is safe to do so.
3. Notify authorities.
POST-BOMB AND RECOVERY
1. Account for all personnel.
2. Employees, families, and stakeholders will be notified as quickly as possible through
phone calls, mail, or digitally.
3. There will be open media, medical, and family areas, which will be briefed regularly
4. All communication with the organization, public, or media will go through the CMT and
the site liaison first.
15. 15
BOMB THREAT CALL CHECKLIST
REMEMBER: Stay calm and relax, you can do this.
TIME:Call Received__________ Terminated____________
EXACT WORDS OF CALLER:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
IF POSSIBLE, KEEP CALLERON LINEAND ASK THEFOLLOWING QUESTIONS:
1. When is the bomb going to explode?
2. Where did you place the bomb?
3. What does the bomb look like?
4. What kind of bomb is it?
5. What will cause the bomb to explode?
6. Did you place the bomb?
7. Why did you place the bomb?
8. What is your name?
9. What is your address?
IDENTIFYING INFORMATION:
1. Sex of caller__________________________________
2. Accent (if detectable)___________________________
3. Did the voice sound like adult/child________________?
CALLER’S VOICE
_____calm _____laughing _____lisp _____accent
_____angry _____crying _____raspy _____incoherent
_____excited _____normal _____deep _____nervous
_____slow _____distinct _____ragged _____familiar (Who? __________)
_____loud _____slurred _____clearing throat
_____soft _____nasal _____deep breathing
_____rapid _____stutter _____cracking voice
16. 16
BACKGROUND SOUND
_____street noises _____house noises _____clear
_____animalnoises _____office machinery _____music
_____voices _____factory machinery _____static
_____PAsystem _____motor
LANGUAGE
_____obscene _____irrational _____taped
_____ coarse _____educated _____articulate
MISCELLANEOUS
1. Did the caller indicate knowledge of the building? _____________________________________
2. What number did the call come in on? ______________________________________________
3. Was it listed or unlisted? ___________________________________________________
4. What time was the call reported to the site liaison? _____________________________________
5. What time was the call reported to the police? ________________________________________
6. What’s the name and position of the person who took the call? ___________________________
______________________________________________________________________________
Any other comments or relevant information? ________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
17. 17
CIVIL DISTURBANCES/DISGRUNTLED EMPLOYEE THREAT
PROCEDURES
Upon receiving any information of a threat: notify management and dial 8-9-1-1
The following are steps to take in the event of a civil disturbance/threat to the building and
employees:
1. Lock all doors immediately.
2. Secure all sensitive areas of entry – loading dock bays throughout the building including
windows, garage doors, etc.
3. Periodically inform employees with information on precautions being taken.
4. No one leaves or enters the building during this time.
5. All employees should remain quiet and orderly until further notice from management or
the emergency area coordinator.
After the invasion:
1. Have Emergency Area Coordinator inspect all areas to determine if the intruder may have
left unusual/foreign items.
2. Warn employees not to touch anything that may seem unusual to their work area.
3. Immediately notify management.
*IMPORTANT: DO NOT TRY AND STOP INTRUDER IF HE/SHE LOOKS VIOLENT
18. 18
MACHINE FAILURES
In the event of a machine malfunction, it is important to remember that safety comes first.
1. Upon discovering a machine malfunction:
a. Immediately alert the supervisor.
b. Advise all employees to stand clear of machine.
Put a sign near machine advising others to stand clear.
c. Make sure that the malfunction is not an immediate threat to employees and other
personnel.
If you are able to safely do so, shut off the machine.
2. Contacting the repair agency:
a. Notify the repair agency of the situation.
b. Make it known that this is an emergency situation and it needs to be addressed
ASAP.
c. Thoroughly check all products recently made on the machine for any defects.
3. Notify all stakeholders if production will be off schedule
a. Remain in contact with those who will be affected from the machine failures.
Products will/can be delayed
b. Explain that the situation is being taken care of and that the
individual/organization will be compensated properly.
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PRODUCT RECALLS
INITIAL RESPONSE: It is important to always be ready for a recall. The organization should
have an open communication atmosphere, so problems can be reported immediately. Never try to
hide anything; openness and honesty are imperative for an organization’s survival.
PREPARE:
a. Make sure everyone knows how important recall readiness is.
b. Assign recall responsibility.
c. Develop and review recall manuals.
d. Do routine safety checks of the products and machines regularly.
e. When developing new products or receiving new machines always take
possibilities of recalls into account.
f. Identify key stakeholders.
g. Report products’ defects immediately.
h. Consider staging a mock recall to test the organization’s strengths and
weaknesses.
IN THE EVENT OF A RECALL:
1. Establish recall response team to determine seriousness of recall.
2. Determine type of recall and scale of response.
3. Develop recall plan and commit to it.
4. Determine cause of defect.
5. Determine the need of product replacement.
6. Fix design flaws responsible for defect.
7. Quickly communicate awareness of problem and organization’s responses to stakeholders
a. Sooner is always better, make an announcement as soon as there is a possible
threat, not just after you have confirmed it.
8. Select a media spokesperson and decide on what messages to send.
b. Speak with one, unified voice.
9. Announce recall and report recall progress.
POST-RECALL
1. Design and implement resolution plan, including product reintroduction.
2. Identify glitches in development process that led to the defect.
3. Monitor customer satisfaction with product replacement, reintroduced product, and
organization’s response.
4. Rebuild organization’s credibility and trust…
a. This can be done in a few different ways
Promotions, advertising, press releases, etc.
5. Document recall notification procedures and logistics.
6. Identify possible improvements and make adjustments.
20. 20
POWER OUTAGES
IN THE EVENT OF A POWER OUTAGE:
1. Report immediately to: First Energy/Ohio Edison
2. Dial: (800) 633-4766
STAY SAFE IN THE EVENT OF A POWER OUTAGE:
1. Remain calm.
2. Move to a safe location away from electrical equipment and machines.
3. Always keep battery-operated flashlights near your work area.
4. Wait for further instructions from management.
POWER OUTAGE IN A ROOM WHERE MAINTAINING TEMPERATURE IS
IMPERATIVE:
1. Remain calm.
2. Power on battery operated cooling system to keep room at 60 degrees Fahrenheit.
3. Wait for further instructions from management.
DO NOT:
Do not attempt to switch any breakers/power lines.
Do not walk around the building if you cannot see clearly.
Do not continue to work at your station.
21. 21
VEHICLE EXPOSURES
In certain circumstances, a company vehicle may make a personal delivery if it is within
a certain mile range. Due to that fact that anything could go wrong, it is important to inspect the
vehicle before it is driven. Be sure to conduct a walk-around and pre-trip inspection to identify
critical safety issues. It is important to test the load restraints, check the breaks, tire pressure,
conduct a light check, etc. If the vehicle is running during the winter months, it is also important
to check the windshield wipers and tire tread before each departure. A driver should have no
difficulty driving in snowy conditions, unless the weather conditions themselves are not drivable.
OTHER PROBLEMS INCLUDE:
Mechanical malfunctions (flat tire, running out of gas, etc.)
Involvement in a fender bender or a major accident
WHAT TO DO IF THE VEHICLE IS MALFUNCTIONING IN ANY WAY:
1. Slow down and pull over to the side of the road.
2. Pull off on the RIGHT shoulder of the road, and try to get your vehicle as far off the road
or highway as possible. This will hopefully reduce the risk of someone running into you
or your parked vehicle. It will also leave some room if a tire on the left side of your
vehicle needs to be changed.
3. Turn on your hazard flashers so other drivers will see you. Raising the hood is also a
good idea, as this is a universal signal for help.
4. If it is night or visibility is poor, place a safety flare, reflective triangle or portable
warning light some distance behind your vehicle to alert oncoming drivers.
5. If you have knowledge on how to change a tire or make a small repair, attempt to do so.
If not, use a phone to call AAA for help. They should arrive within an hour to assist you.
WHAT TO DO IF YOU ARE INVOLVED IN A FENDER BENDER/ACCIDENT:
1. Remain calm and pull your vehicle over to a safe distance off the road.
2. Get out of the vehicle, ONLY if it is safe to do so.
3. Call the police. If you or anyone involved has been injured, notify the police of this.
4. Exchange insurance information with those involved and take pictures of all vehicles
involved.
5. Do not tamper with anything on the vehicle that could potentially hurt you or the people
around you.
6. Call management and let them know of the situation.
