Do you know what to do if a journalist calls?

If a situation should occur, we could experience massive media and stakeholder interest and see posts on social media by eyewitnesses and others. In such situations, it is vital that we all follow company policies. By doing that, we will help safeguard everyone involved and our company as a whole. 

Read on for details, but to put it short and concise: If you are contacted by reporters, friends or other relations with questions about an incident: Respond politely that you are not the spokesperson and refer to VP Communications or Executive Management. 

Onboard, you are expected to follow Odfjell’s policies when it comes to handling emergencies or accidents. Our policies are designed to maintain professionalism and protect privacy:  

1. Refrain from posting on social media: Do not share any details about an emergency or accident on social media platforms. This includes photos, videos, or descriptions of the event or its aftermath.  
    
2. No Media Interactions: Avoid responding to any direct inquiries from media representatives, journalists, or other third parties. Instead, forward their query to VP Communications or your Master. 
    
3. Leave Family Notification to Crewing Team: Refrain from contacting next of kin about the situation. The Crewing Team follows a structured process to inform families appropriately and with care.  
    
4. Avoid Speculation: Do not engage in any conversations that could lead to speculation about the incident’s cause or impact. Share information only if directly instructed by your Master or senior officers.  
    
5. Secure Onboard Documentation: Ensure that any reports, photos, or videos of the incident remain confidential. Such documentation may be used for investigation purposes and should not be shared on external channels.  

Key points of Odfjell’s media policy, in general and during crisis situations 

Odfjell aims to maintain a professional and transparent relationship with the media and our many stakeholders. This is especially important during an ongoing emergency situation. You are encouraged to treat any inquiry respectfully and respond professionally. 

• Official Spokespersons: Chair, CEO, and Executive Management are the only ones who are always authorized to make statements on behalf of Odfjell. Other spokespersons may be appointed on a case-by-case basis.
   
• Media Inquiries: If approached by a journalist, forward the inquiry to VP Communications (media@odfjell.com, Teams or phone) for follow-up. Do not share information about the incident with the reporter. All media requests should be channeled through VP Communications and approved by the emergency response team, CEO or the relevant project owners. This ensures factual quality, consistency, and coherence in the messages communicated. 
   
• Confidentiality: As an employee, you are bound by a duty of confidentiality and internal affairs should be addressed through appropriate internal channels, e.g., your manager, HR, or our whistleblowing channels. 
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• Crisis Management: During emergencies, ERMT will organize any contact with media. 
  • Do not post status updates or engage in speculations on social media. 
  • Do not share updates on Insite or Bow News with external contacts, this is considered internal information. 
  • Approved statements and updates, as posted on Odfjell.com or on Odfjell’s corporate social media sites, may be shared. 

Why is it important to follow the media handling and information-sharing procedures? 

Odfjell and our industry play an important part in global trade and are, therefore, also of interest to the media. Professional media handling is vital. When handled poorly, media coverage can damage a company’s reputation and cause long-term negative consequences. It can also harm the company’s credibility and financial situation, weaken the market position, and reduce the company’s attractiveness to stakeholders, including employees, investors, and customers. If handled properly, media coverage can build a company’s reputation and strengthen its position. 

By adhering to company policies, you contribute to the effective management of information sharing and the protection of our people, reputation, and assets: 

1. Protecting Company Reputation: During a crisis, it is vital to ensure that only authorized spokespersons communicate with the media and external parties to maintain a consistent, accurate, and factual message.   
    
2. Preventing Misinformation: Inaccurate or incomplete information can lead to misinformation, causing unnecessary worry and confusion. It is essential to rely on official channels for accurate updates and instructions. Confirmed information will be shared on Odfjell.com, Insite, Teams or in meetings. If you need information or see coverage that needs to be addressed, start by reaching out to Communications, your Master or HR. 
    
3. Ensuring Effective Crisis Management: The ERMT is trained to handle emergencies and communicate effectively with stakeholders. By following our guidelines, you allow the ERMT to manage the situation efficiently.  
    
4. Safeguarding Sensitive Data: During an incident, sensitive data such as personal information, operational details, and proprietary information must be protected to avoid security breaches and safeguard the people involved. 
    
5. Legal and Regulatory Compliance: Sharing of sensitive information, unauthorized information or speculations can lead to legal repercussions during and after a crisis.