Section 18.4 The Master’s Role in Crisis Communication and Response

In any shipboard emergency, the Master is the ultimate authority and the central figure in managing the crisis. Effective leadership, clear decision-making, and proficient communication are paramount to a successful outcome. The Master’s ability to remain calm under pressure, inspire confidence in the crew, and coordinate with external parties can significantly influence the severity and resolution of an emergency.

1. Leadership and Decision-Making in a Crisis:

Assuming Command: The Master must clearly take command of the situation, providing direction and focus for the crew.

Rapid Assessment: Quickly and accurately assess the nature and extent of the emergency, utilizing all available information (crew reports, instrument readings, visual observations).

Prioritization: Identify immediate priorities, which are always:

Safety of life (crew, passengers if any, and others).

Safety of the vessel.

Prevention of pollution.

Safety/mitigation of damage to cargo.

Decisiveness: Make timely and clear decisions, even with incomplete information. Indecision can worsen a crisis.

Delegation: Effectively delegate tasks to competent officers and crew members according to the muster list and emergency plans. Trust the team.

Adaptability: Be prepared to adapt plans as the situation evolves. Emergencies are dynamic, and initial plans may need modification.

Maintaining Composure: A calm and composed Master inspires confidence and helps prevent panic among the crew.

Utilizing Resources: Effectively use all available resources: crew expertise, emergency equipment, ship’s plans, stability information, and external support.

Stress Management: Recognize the signs of stress in oneself and the crew, and take steps to manage it. Fatigue can impair judgment.

2. Internal Communication (Onboard): Clear, concise, and timely communication onboard is vital for a coordinated response.

Raising the Alarm: Ensure the alarm is raised promptly and correctly, and that all personnel understand its meaning.

Muster and Accountability: Conduct an efficient muster to account for all personnel and identify any missing persons.

Briefings and Updates: Provide regular updates to the crew on the situation, actions being taken, and any changes to plans. Use the PA system, radios, and direct communication effectively.

Emergency Squad Coordination: Ensure clear communication between the bridge/command center and emergency squads (e.g., fire parties, damage control teams).

Feedback Channels: Establish channels for emergency squads to report back to the command center on their progress, challenges, and resource needs.

Use of Standard Terminology: Employ standard maritime terminology to avoid misunderstandings.

Language Barriers: Be mindful of potential language barriers in a multinational crew and ensure critical instructions are understood by all. The muster list should ideally identify individuals who can assist with translation if needed.

3. External Communication (Shore-Side and Other Vessels): The Master is the primary link between the vessel in distress and the outside world.

Initial Distress/Urgency Messages: Transmit accurate and timely distress (Mayday) or urgency (Pan-Pan) messages as required by the situation, using GMDSS equipment (DSC, Inmarsat, VHF). Include essential information:

Ship’s name, call sign, IMO number, MMSI.

Position.

Nature of distress/urgency.

Number of persons on board.

Assistance required.

Any other relevant information (e.g., weather conditions, vessel’s condition).

Company (CSO/DPA): Report immediately to the Company Security Officer (CSO) and/or Designated Person Ashore (DPA) as per the ISM Code and company procedures. Provide regular, factual updates. The company will activate its shore-side emergency response team.

Rescue Coordination Centre (RCC): Liaise with the relevant RCC, providing updates and complying with their instructions.

Coastal State Authorities: Report to the nearest coastal state authorities as required.

Vessels in Vicinity: Communicate with other vessels in the vicinity that may be able to offer assistance.

P&I Club and Insurers: The company will typically handle this, but the Master must provide all necessary information.

Classification Society: Inform the Classification Society if there is structural damage or damage to critical equipment.

Agents and Other Stakeholders: As directed by the company, provide necessary information to port agents, charterers (via company), etc.

Media (Caution): Generally, the Master should not communicate directly with the media unless specifically authorized by the company. All media inquiries should be routed through the company’s designated spokesperson. Providing uncoordinated or speculative information to the media can be detrimental.

Record Keeping: Maintain a detailed log of all communications (internal and external), decisions made, and actions taken. This is crucial for post-incident investigation and legal purposes. The VDR/S-VDR will also record bridge audio and data.

4. Managing Information Flow:

Accuracy: Ensure all information communicated is accurate and factual. Avoid speculation.

Clarity and Brevity: Be clear and concise in all communications, especially during high-stress situations.

Controlled Information Release: Manage the flow of information to prevent rumors and misinformation.

Single Point of Contact: Where possible, designate a single point of contact for external communications (often the Master or a senior officer under the Master’s direction) to ensure consistency.

5. Post-Crisis Actions and Reporting: The Master’s role continues even after the immediate emergency is contained.

Securing the Vessel and Crew: Ensure the vessel is secured, any injuries are treated, and the crew’s immediate welfare needs are met.

Preserving Evidence: Secure logbooks, VDR/S-VDR data, and any physical evidence related to the incident.

Detailed Reporting: Prepare comprehensive reports for the company, Flag State, P&I Club, and other relevant authorities as required. This includes statements from crew members involved.

Cooperation with Investigators: Fully cooperate with any internal or external investigations into the incident.

Debriefing and Lessons Learned: Participate in and encourage a thorough debriefing process to identify lessons learned and recommend improvements to safety procedures and emergency plans.

Crew Welfare and Support: Be attentive to the psychological impact of the crisis on the crew and ensure they receive appropriate support and counseling if needed.

The Master’s ability to effectively manage a crisis is a testament to their experience, training, leadership skills, and the robustness of the ship’s Safety Management System. By excelling in communication and response, the Master can significantly mitigate the impact of an emergency and guide the vessel and its crew to safety.