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Organisational Debriefng

Inormation or the CDEM Sector [IS6/06]

January 2006

ISBN 0-478-25467-9

Published by the Ministry of Civil Defence & Emergency Management

This document is not copyright and may be reproduced with acknowledgement. This document together with

further information about the Ministry is available on the website: www.civildefence.govt.nz

Ministry of Civil Defence & Emergency Management

PO Box 5010Wellington

New Zealand

Tel: +64 4 473 7363

Fax: +64 4 473 7369

Email: [email protected]

Website: www.civildefence.govt.nz


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Organisational DebriefngINFORMATION FOR THE CDEM SECTOR [IS6/06]


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Contents

Foreword 2

Introduction 3

Part 1: Pre-event Organisational Debriefng Considerations 4

1.1 Theaim 4

1.2 Ocialinormationandprivacy 4

1.3 Keyterms 5

Part 2: Post-event Organisational Debriefng Process 6

2.1 Reporting 6

2.2 Organisationaldebrieng 6

2.2.1 Groundruleswhenundertakingorganisationaldebrieng 6

2.2.2 Typesoorganisationaldebries 6

2.3 Processororganisationaldebrieng 7

2.3.1 Planningyourorganisationaldebrie 8

2.3.2 Pre-debrie 9

2.3.3 StageI:Theopening 9

2.3.4 StageII:Thesharing&discussion 10

2.3.5 StageIII:Theclosing 10

2.3.6 Dealingwiththeoutput 10

2.4 Actionsandactivitiesorpost-eventorganisationallearning 11

2.4.1 Notesromorganisationaldebrieng 11

2.4.2 Anorganisationalreport 11

2.4.3 Identiyinglessonsromtheevent 11

2.4.4 Reviews 11

2.4.5 Developmentoanactionplan 11

2.4.6 Lessonslearnt? 12

Part 3: Other Organisational Debriefng Models 13

3.1 NewZealandPolicedebriengguidelines 13

3.2 NewZealandFireServicepost-eventreporttemplate 14

3.3 RuralFireAuthoritiesnationaldebrieguidelineanddebriengtemplate 15

Annexes

AnnexA: Exampleostructureddebriengplan 19

AnnexB: Keyconsiderationswhendebrieng 20

AnnexC: Examplesopromptdiagramsordebrieng 21AnnexD: Exampleoanorganisationaldebriesummary 22


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Foreword

Followingtheresponsetoandrecoveryromanumberofoodeventsduring2004and2005,theimportanceoundertakingorganisationaldebriengollowinganemergencywasreinorced.CDEMGroups,emergencyservices,governmentagenciesandNonGovernmentalOrganisations(NGOs)were

eagertoidentiylessonsromtheirexperienceothesefoodsandtoensuretheselessonscouldbeembeddedwithinplanningarrangementsinanticipationoutureemergencies.

Althoughthereareanumberowaysoacilitatinganorganisationaldebrieincludingdierentmethodologies,thisguidelinehasbeendevelopedtoprovidearameworkororganisationaldebriengthatcanbeusedbyCDEMstakeholders.ExamplesothreeotherdebriengmodelsarealsoreproducedinthisdocumentwiththekindpermissionotheNewZealandPoliceService,NewZealandFireServiceandRuralFireAuthorities.

IwishtoacknowledgethepositiveinvolvementandlevelsocommitmentthattheMinistryhasencounteredinproducingthisguidelineandlookorwardtocontinuingtoworkwithCDEMstakeholdersastogetherweimproveNewZealandsresiliencetoemergencies.

JohnNorton

Director:MinistryoCivilDeence&EmergencyManagement


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Introduction

ThisguidelinehasbeendevelopedtoprovidearameworkororganisationaldebriengthatcanbeusedbyCDEMstakeholders.Theguideoutlinesapracticalrameworkthatcanbeappliedinavarietyosettingsbyeitherasingleagencyorbygroupsoagencies.

Recognisingthatorganisationaldebriengmaybeanewconcepttosomereaders,examplesothreeotherdebriengmodelsarealsoreproducedinthisdocumentwiththekindpermissionotheNewZealandPoliceService,NewZealandFireServiceandRuralFireAuthorities.

ThisguidelinebeginswithPart 1 Pre-event Debriefng Considerations,whichprovidestheaimoorganisationaldebriengandkeyconsiderationsregardingocialinormationandprivacywhenundertakingdebrieng.

Part 2 - Post-event Organisational Debriefng Processprovidesdetailopost-eventactivitiesincludingthepreparationoreports,undertakingorganisationaldebriesandreviewingplansandarrangements.Thissectionprovidesastep-by-stepguidetoarrangingandacilitatinganorganisationaldebrie.Part2alsolinkstoadditionalresourcesandtemplatesprovidedintheannexes.

Part 3 - Other Organisational Debriefng Models,inthenalpartothisdocument,organisationaldebriengmodelsusedbytheNewZealandPoliceService,NewZealandFireServiceandRuralFireAuthoritiesarereproduced.


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Part 1: Pre-event Organisational Debriefng Considerations

1.1 The aimTheaimoorganisationaldebriengisorstatocommunicatetheirexperiencesoanemergency(eg

response,transitionand/orrecovery),anexerciseorotheractivitysothatlessonscanbeidentied.Arrangements(plans,trainingetc)canthenbemodiedtorefectlessonsidentiedandbestpracticeandthereoreimprovetheorganisationsabilitytorespondinutureemergencies.

Itisimportantduringpre-eventplanningtoestablishaprocessorlearningromanemergency.Thisshouldinvolveidentiyingaprocessororganisationaldebriengandreviewingplansandarrangementspost-event.

Itisvitalthatallstainvolved,regardlessoseniority,understandthatanorganisationaldebrieisaboutimprovingperormanceandnotaboutassigningblame.Allstawhocontributedtotheactivitybeingdebrieedshouldbeabletocontributetothedebriengprocess.Theseexpectationsshouldbecommunicatedwithallstakeholderspre-event.

Althoughstasupportmechanismsarenotaddressedinthisdocumentitisimportantororganisationstoplantoprovidearangeosupportorstainvolvedinrespondingtoemergencies.Box1providesabrieoverviewosupportmechanismsthatcouldbeoeredtosta.

1.2 Ofcial inormation and privacyOrganisationsconductingdebriengsthataresubjecttotheOcialInormationActortheLocalGovernmentOcialInormationandMeetingsActmustbeamiliarwith:

theprinciple o availabilityunderthoseActs,and

theexceptions to disclosure,

Theorganisationshouldadviseparticipantsunamiliarwiththesemattersotheeectsothem.

Participantsshouldbemadeawarethatexceptions to disclosurearelimitedandspecifcandthatviewstheyexpressmaybesoughtunderanocialinormationrequest.Reasons nottodisclosemayinclude:

Box 1: Support mechanisms or sta

Stashouldbeoeredarangeosupportservicesollowinganemergency.Thesesupportservicesshouldbemadeavailableorthosewhowishtousethemonacondentialbasis.Considerationshouldbegiventotheindividualinthecontextotheamily/householdaswellastheworkplace.Supportmechanismsthatmaybeoeredinclude:

supportromellowstamembers(peersupport);

supportrommanagers;

accesstosupportviahelplines;

accesstocounselling;

encouragementoano-blameculture;

psychologicalinterventionincludinglargegrouptherapy,deusingandindividualcrisisintervention;and

accesstooccupationalhealthservicesortheollow-upandatercareostaandtheir

amilies.


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toprotecttheprivacyonaturalpersons,

toprotectinormationsuppliedunderanobligationocondentialitywheremakingtheinormationavailablewouldbelikelytoprejudicethesupplyosimilarinormation,orinormationromthesamesource,anditisinthepublicinterestthatsuchinormationshouldbesupplied,and

tomaintaintheeectiveconductopublicaairsthroughthereeandrankexpressionoopinionsbyortomembersoanorganisationordepartment,etc.

Section2.3.6alsoprovidesguidanceonthedistributionodebriematerial,howeveritisimportanttonotethatdecisionsondistributionmustbemadebytheorganisationbeorethedebrieisundertaken.

Whereinormationidentiesindividuals,participantsshouldbeawarethatthePrivacyPrinciplesunderthePrivacyActapplyandshouldbeawareotheireect.

1.3 Key termsForthepurposesothisdocument,threekeytermsaredenedinPart1toensurereadersunderstandthecontextinwhichthesetermsareused:

Organisational Debriefng: OrganisationalDebriengisaprocessinwhichstawithinoracrossorganisationscommunicatetheirexperiencesohowtheirorganisationaloperatedduringanemergency(egresponse,transitionand/orrecovery),anexerciseorotheractivitysothatlessonscanbeidentied.

Structured Debriefng: StructuredDebriengisafexiblemodelorlearningthroughrefectionbysharingexperiences,gatheringinormationanddevelopingideasortheuture.

Review: AReviewanalysestheplansandarrangementsinplaceatthetimeotheevent.Itcomparesthemagainstwhatwasdoneandhowthingsdidordidnotwork.

Pre-event Checklist

CDEM sector stakeholders plan to:

ascertainthelevelodisclosureorcondentialityodebriengmaterialrequiredbytheirorganisationbeoreundertakingorganisationaldebrieng.

holdappropriateandtimelyorganisationaldebriesduringandollowinganyevent.

holdappropriateandtimelyreviewsollowinganyevent.


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Part 2: Post-event Debriefng Processes

Post-eventactivitywillincludepreparingreports,undertakingorganisationaldebries,reviewingplansandarrangementsanddocumentingandimplementinglessons.

Aswellasprovidingorganisationaldebriengopportunitiesortheagenciesinvolved,considerthecommunitysneedordebrieng.Thismaytaketheormopublicmeetings,ocusgroupsorothercommunitymeetingstodiscusswhatlessonscommunitymembershaveidentiedromanevent.Feedbackromcommunitymeetingsshouldbeactoredintoorganisationaldebries.Suchaprocessmayalsohighlightareasourtherworktobedonetoresolveunderlyingrecoveryissues.

2.1 ReportingThepurposeoreportingistomaintainaccountabilityandtransparency,tokeepthewidercommunityinormed,togainsupportandassistanceandtorecordanaccountoresponse/recoveryeorts,

includinglessonsidentied.Fordetailsonpost-eventreporting,seePart6o Recovery Management:Directors Guideline or Recovery Management[DGL4/05].

2.2 Organisational debriefngPost-eventlearningisanessentialaspectoboththeplanningprocessandsuccessulrecovery 1.Eventsoccuronaninrequentbasisanditisimportanttodocumentanylessonsidentiedrommanagingincidentsandtochangecurrentproceduresandplansandprovidereasonsoranychanges,sothattheycanbereerredtoinutureincidents,whichmaynotbemanagedbythesameteam.Manyothelessonsidentiedinmanaginganincidenthavevalueorothersworkingintheeld 2.

2.2.1 Ground rules when undertaking organisational debriefng

Itisvitalthatdebriengiscarriedoutinamannerconducivetopromotingorganisationallearningandencouragingano-blameculture.Arney 3(2000)suggestsusinggroundruleswhendebrieng.Debriengshould:

beconductedopenlyandhonestly

pursuepersonal,groupororganisationalunderstandingandlearning

beconsistentwithproessionalresponsibilities

respecttherightsoindividuals

valueequallyallthoseconcerned.

2.2.2 Types o organisational debriefng

Threetypesoorganisationaldebriengcanbeusedtopromotepost-eventlearning.Theycanbeheldatdierenttimesorexampleattheendoeachshit,ollowingtheendotheresponse,aterthetransitionromresponsetorecovery,throughouttherecoveryactivity(suchasatthree-monthlyintervals)andollowingtheexitstrategy.

1 Section2.2adaptedromNorman,(2003) Organisational Debriefng(WorkingPaper)CoventryCentreorDisasterManagement,England

2 Eagles,E,Goodellow,F,Welsh,F,Murray,V,(2003)Environmental and Public Health,HMSO,London

3 Arney,(2000 )Structured Debriefng(CourseNotes)


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1 The hot (or immediate post-event) debrieKey eatures

Heldimmediately ater the incident response or shit is completed.

Allowsarapido-loadoavarietyoissuesandconcerns.

Shouldaddresskeyhealthandsaetyissues.

Providesanopportunitytothankstaandprovidepositiveeedback.

Maybeacilitatedbyanumberopeopleromwithintheorganisation.

Anumberohotdebriesmaybeheldwithinanorganisationsimultaneouslyollowinganincident.Eachdepartment/unitmaywishtoholdtheirownhotdebrietoidentiykeyissueswithintheirlocality.

2 The internal organisational debrie

Key eatures

Shouldbeheld within our weeks o the incident.Itheincidentcontinuestobemanagedoverthemediumtolong-termitmaybenecessarytoholdregularinternalorganisationaldebriesatkeymilestones.

Shouldinvolvethesamekeyplayerswithintheorganisationthatwereinvolvedintheresponse

totheincident. Shouldaddressorganisationalissuesnotpersonalorpsychologicalissues.

Shouldlookorbothstrengthsandweaknessesaswellasideasoruturelearning.


Maybeacilitatedbyarangeopeoplewithintheorganisation.

3 The multi-agency debrie

Key eatures

Shouldbeheldwithin six weeks o the incident.Itheincidentcontinuestobemanagedoverthemediumtolong-termitmaybenecessarytoholdregularmulti-agencydebriesatkeymilestones.

Shouldocusontheeectivenessointer-agencycoordination.

Shouldaddressmulti-agencyorganisationalissuesnotpersonalorpsychologicalissues.

Shouldlookorbothstrengthsandweaknessesaswellasideasoruturelearning.


MaybeacilitatedbyarangeoorganisationssuchasPolice,LocalAuthorityorFireService.

Mayormpartotiereddebriengprocess,eglocalauthoritiesinaregionaectedbyanemergencymayundertakeaninternaldebrieinitially;ollowedbylocalauthoritiesintheregioncontributingtoamulti-agencyCDEMGroupdebrie;ollowedbyCDEMGrouprepresentativescontributingtoadebrieogovernmentagenciesatnationalleveloradebriebetweenaectedCDEMGroupsandagenciesinvolvedintheNationalCrisisManagementCentre.

2.3 Process o organisational debriefngAnumberomethodsarealreadyusedwithintheCDEMsectororundertakingorganisationaldebries4(seePart 3).OnemethodusedeectivelybyanumberoorganisationsollowingtheFebruary2004FloodandtheEasternBayoPlentyfoodinJuly2004,aswellasinternationallyisamethodorStructuredDebriengdevelopedbyJohnArneyin1998.Structured Debriefngisfexiblemodelorlearningthroughrefectionbysharingexperiences,gatheringinormationanddevelopingideasortheuture.Theprocessisprovidedinthissectionorthosewishingtodevelopamethodororganisationaldebrieng.

4 Section2.3adaptedromArney(2000)Structured Debriefng(CourseNotes)


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Figure 1: Process or Debriefng

2.3.1 Planning your organisational debrie

Fourrolesexistwithinstructureddebrieng.Onepersoncanleadallourorthetaskscanbebrokendownintoseparateroles.

Initiatorthepersonwhorequestsandisultimatelyaccountableorthedebrieng

process. Plannerthepersonwhoplansthedebriebasedonkeyareasandquestions.

Leaderactsasacilitatororthedebrie.

Participantsattendandparticipateinthedebrie.

Beorearranginganorganisationaldebrieconsiderthekeyareasandquestionsoutlinedinthetablebelow:

Table 1: Key areas & questions

Key Areas Questions

Purpose Whatisthepurpose(aim)othedebrie? Whateventisbeingreviewed? Whatperiodotimeistobecovered?

AuthorityIssues Whatadditionalroledoestheinitiator(thepersonwhorequestedadebrie)wishtoadopt?

Willanyoneinapositionoauthoritybetakingpartorwishtobepresent? Conrmthelevelodisclosureorcondentialityodebriengmaterial

requiredbytheorganisation.

Participants Aretheparticipantsawareothedebrie? Aretheyallwillingtotakepart? Whatexperiencehavetheyodebrieng? Considerquestionstheymayask.

Numbers Howmanypeoplewereinvolvedintheevent? Howmanypeoplearekeentotakepartinthedebrie?

Time Whatistheminimumandmaximumtimeavailableorthedebrie? Whendoesthedebriehavetobecompleted? Issomesortosocialgathering(iappropriate)plannedattheendothe

debrieegmorningtea,BBQetc?

Location Whereisthebestplaceinthecircumstances?

Leader Whowillleadthedebrie? Whatexperiencedoestheleader(personacilitating)haveodebrieng?

Resources Whatmaps,charts,photos,reportsetcshouldtheacilitatorand/orparticipantshaveaccesstobothbeoreandduringthedebrie?

Dealing

with

the

Output

PlanningStage III

The Closing

Stage I

The Opening

Stage II

The Sharing &Discussion


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Oncethesekeyareasandquestionshavebeenconsidered,adebriengplan(seeAnnex A)canbecompiled.Thetimerequiredorthedebriewilldependonthenumberoparticipantsattending.

AlistokeyconsiderationsandhintsorbestpracticewhendebriengisprovidedinAnnex B.

2.3.2 Pre-debrie

(a ) Disseminationoinormation

Sendinvitationstoallthoseinvolved

Conrmattendeesandthensetthetimeramesorthesessionbasedonthenumberopeopleattendingegdoesthesessionneedtobeanhourorthreehours?

Conrmvenue,set-upanddurationomeeting

Createanagendaorprogramme

(b) Settinguptheroom

Ensureroomissetupwithenoughseats,rereshments,etc.

Usingthreedierentcoloursostickynotesegblue,pinkandyellow,putthreeblueand

threepinkstickynotesoneachchair.Holdontoyellowstickynotesorlater. Printoutinpostersizeorwriteuponwhiteboard:

groundrulesordebrieng

debriengaims

thethreekeypromptquestions

2.3.3 Stage I: The opening

(a) Introduction

Likemeetings,acilitatingadebrieinvolvesproviding:

awelcometoparticipants

anoverviewothereasonorthedebrieegollowingafood,trainderailmentetc

anoverviewotheaimothedebrie

anoverviewothemethodordebrieng,includingpotentialactionsollowingthedebrieienoteswillbewrittenupandgiventothepersoninitiatingthedebrieandaprocessdevelopedoraddressinglessonsidentied

anopportunityorparticipantstointroducethemselvesandtheirroleintheevent

detailsonthediscoverabilityandtransparencyodebriengdocumentation(alsoseesection1.2)

anexplanationohowandwhythedebrieacilitatorwasappointed.

(c) Review Provideanexplanationothepromptdiagramwhichshouldbebasedontheeventorissue

beingexploredinthedebrie.Apromptdiagramcouldbeahand-drawndiagramonawhiteboardoralargepieceobutcherspaperorsomethingcreatedoncomputerandprintedinA1orA2size.Thepromptdiagrammaydepictkeymilestones,keydecisions,timelines,etc.TwoexamplesopromptdiagramsareprovidedinAnnex C.

(d) Ponder

Asktheparticipantstotake2-3minutestoconsiderthersttwopromptquestionseg

( i) What,orme,werethenegativeaspectsotheemergency/event?

(ii) What,orme,werethemostpositivepartsabouttheemergency/event?


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0

Participantsshouldwritethreeanswerstotherstquestiononthethreebluestickynotesandthethreeanswersorthesecondquestiononthepinkstickynotes.

2.3.4 Stage II: The sharing and discussion

Oncetheparticipantshavenishedwritingdowntheiranswers,askthemoneatatimetovolunteerabrieexplanation(about20seconds)otheirthreeanswerstotherstquestion

andthenplacethebluestickynotesontherelevantplaceonthepromptdiagram.Pleasenote:Itisoptionalorpeopletoverballysharetheirexperienceswiththegroup.

Wheneveryonewhowouldliketogivetheiranswerstotherstquestionhasspoken,askthemtovolunteerabrieexplanation(about20seconds)otheirthreeanswerstothesecondquestion,oneatatime.Placethepinkstickynotesontherelevantplaceonthepromptdiagram.

Wheneveryonewhowouldliketogivetheiranswerstothesecondquestionhasspoken,theleader(acilitator)thenasksianyonehasanyadditionalcommentstomakebeoretheleadersummarisesthemainpointsraised.

2.3.5 Stage III: The closing

Ponder:Giveeachotheparticipantsoneyellowstickynoteandaskthemtotake2-3minutestoconsiderthenal(twopart)question:

FormethemostsignicantthingIhavelearntduringthiseventhasbeen ..,and

IIwasinvolvedintheresponse/recovery/unctionoanotherdisasterI would

Oncetheparticipantshavenishedwritingdowntheiranswers,askthemoneatatimetovolunteerabrieexplanation(about20seconds)otheiranswerandthenplacetheiryellowstickynotesontherelevantplaceonthepromptdiagram.

Wheneveryonewhowouldliketogivetheiranswerhasspoken,theleaderthensummarisesthemainpointsraisedandagainreiterateswhatactionswillbetakenollowingthecompletionothedebrie-iethatthenoteswillbewrittenupandgiventothepersoninitiatingthedebrie

andaprocessdevelopedoraddressinglessonsidentied.Allparticipantsarethenthankedortheircontributionaswellastheirattendanceandthedebrieisthenclosed.

Considerthesuitabilityosocialunctionstocontinuebuildingrelationshipsdevelopedduringtheevent.Theunctioncouldinvolveorexample,ood,rereshments,sports,games,orsitevisitollow-up.

2.3.6 Dealing with the output

Theleaderthentypesupthenotesundertheheadingoeachothethreequestionsusedinthedebrie.Thecommentsaregroupedintokeyareasraisedegsomeorallotheollowingmaybekeyissues:communications,teamwork,humanresources,planning,activation,

stawelare,coordination,etc.ThisormsasummaryothedebrieanexampleoanorganisationaldebriesummaryisprovidedinAnnex D.

Thesenotesarethenhandedovertotheinitiatorothedebrie.Itistheinitiatorwhoisresponsibleordevelopingtheactionsandactivitiesorpost-eventorganisationallearning.

Theleadershouldprovidedetailsotowhomthedebriedocumentationwillbedistributed,orexampletheinitiatorandallparticipants.Theinitiatormayalsohavetodistributethedocumentationtoadditionalstakeholders(inthecaseoaninternaldebriethismayincludemanagersandthechieexecutiveorinthecaseoamulti-agencydebrie,externalorganisations.Inallcases,theinitiatormust:

keepanaccuratedistributionlistandanycommentsreceived;

ensuredistributionodocumentationtoallparticipants;and

ensureparticipantsareclearontowhomtheycandistributethedocumentwithintheir

ownorganisationorexternally-orexamplenot or general distribution or or distributionto managers only or or general distribution.


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2.4 Actions and activities or post-event organisational learningOnceorganisationaldebrienghasbeencompleted,anumberoactivitiesshouldbeundertaken,including:

2.4.1 Notes rom organisational debriefng

Followingthedebrie,thecollectionocommentsshouldbecompiledintoasingleinternaldocument.Itisthesenotesthatprovidethebasisoridentiyinglessonsromtheevent.Debriengsessionsandthesubsequentnotesmustbetreatedascondentialtopromoteano-blamecultureandensurestaeelabletosharetheirexperiencesopenlyandhonestly.

2.4.2 An organisational report

Anorganisationalreportshouldbecompletedaterthehotdebrieandinternalorganisationaldebriehavebeencompleted.Itshould:

summarisethesequenceoevents

identiytheindividualsinvolved

describetheactionsosta

provideanaccuratetimeline

remainactual,concise,objectiveandblame-ree.

2.4.3 Identiying lessons rom the event

Anorganisationalreportshouldallowanorganisationto:

demonstratewheretheresponsewaseectiveandwhereitwasnot

establishwhythiswasthecaseatcorporatelevelobjectively

recommendwaystoimproveutureresponse

resistacritiqueoindividualactions

encourageano-blameculture.

2.4.4 Reviews

Areviewanalysestheplansandarrangementsinplaceatthetimeotheevent.Itcomparesthemagainstwhatwasdoneandhowthingsdidordidnotwork.Thereportcanprovidendingsandrecommendationsandbeundertakenbyasingleorganisationoraspartoamulti-agencyreview.Reviewscanalsoocusonparticularareasoplansorarrangementssuchascommunicationsorstandardoperatingprocedures.Theycanalsoaddresstheresponseandrecoveryactivityinitsentirety

upuntilaparticularpointintime.Thereoreitisimportanttoidentiytermsoreerenceaswellasaimsandobjectivesoanyreview.

Thereviewprocesscanbecarriedoutbysomeonewithintheorganisation.Moreotenitisconductedbyanindependentperson/teamtoprovideobjectivity.Thispersonwillneedtohaveadenedscopeoroperating,andwillneedaccesstoappropriatepeoplewithintheorganisation.

2.4.5 Developing an action plan

Bydevelopinganactionplan,lessonsromtheeventcanbeidentiedandocusedreviewsundertaken.Anamedindividualshouldberesponsibleorcompletingeachactionwithinanagreedtimerame.Reviewdatesshouldbesetandprogressshouldbedocumented.Anactionplan:

identiestheworkactivities/programmeneededtoaddressthendings,recommendationsandlessonsagainstatimerame


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shouldalsoidentiyanyamendments,changesoradditionstotheemergencymanagementplans(egCDEMGroupplans)againstatimerame

includesaprogrammeoidentiedtrainingandexercisingasappropriate

alignswithanychangesrequiredootherplanningdocumentssuchastheCDEMGroup,LongTermCouncilCommunityPlans(LTCCPs),districtplansorregionalpolicystatements,nationalpolicydocuments,strategiesorotherdocumentation.

2.4.6 Lessons learnt?

Havethelessonsbeenlearnt?Learningromaneventrequiresagenuineprocessthelessonsmusthavebeenidentied,theactionplancompletedandtheCDEMGroupplantestedandvalidatedbyexercising.Onlywhenpastmistakesarenotrepeatedcanthelessonsbeconsideredlearnt.

Post-event Checklist

CDEM Stakeholders should:

holdanappropriateorganisationaldebriengollowinganevent

undertakeareviewoplansandarrangementstopromoteorganisationallearning

developreportsandactionplansasnecessarytoaddressidentiedlessonsand/orgaps

identiysuitabletrainingandexercisingollowingthedebriengprocesstovalidatenewarrangements


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Part 3: Other Organisational Debriefng Models

3.1 New Zealand Police debriefng guidelinesTheollowinginormationhasbeenreproducedromthePlanningandCommandchapterintheNew

ZealandPoliceManualoBestPractice(1998)withthekindpermissionotheNewZealandPolice.

Debriengisasubsequentexaminationotheoperation.

Debriengisnecessaryto:

Criticallyexamineanoperation.

Recordsuccessulactionsandtechniques,orinclusioninutureplansandtraining.

Evaluatewhatwentwrong,sothatitwonthappenagain.

Solicitsuggestionsorimprovementandconsidervalidcriticisms.

Identiyanyneedorwelareassistanceorsupport,andprovidethatassistanceirequired.

Debriengshouldtakeplaceassoonaspossibleatertheoperation.

Guidelines

Whenyouareholdingadebrieng,observetheollowingguidelines:

Setanagenda.

Itheoperationwaslarge,askonlykeypeopletoattend.Iitwassmall,allstacanbeincluded.

TheOperationCommandershouldchairthedebrie.

Askawriteroshorthandtorecordthenamesothoseattendingandapologiesromthoseunabletoattendandtorecordallpointsraisedduringthedebrie.

Donotapportionblame.Complaintsaboutindividualsmustbeconstructive.

Acknowledgeandrecordanymembersexemplarycontribution.

Clariymisunderstandings.ItheOperationCommandercannotresolveanyproblem,heorshemustnotiytheproperauthority,ollowthematterupandgivethestaeedback.

Aterthedebrie,havetheshorthandnotestypedanddistributecopiestothosewhoattended.Acopyothenotesandarecordoallsubsequentactionshouldbeplacedontheoperationlebeoreitisnallyled.


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3.2 New Zealand Fire Service post-event report templateTheollowingtemplatehasbeenreproducedwiththekindpermissionotheNewZealandFireService.

Repor tType _______________ IncidentDetail(date,time,location) __________________

LocalFileNumber _______________ EventTypeegseriousharmaccident __________________

Reportcompletedby_______________

1. Report Summary

Thisisasummaryothereport.Itshouldbeabout1pageandhighlighttheimportanteventsandsignicantconclusions.

2. Terms o Reerence

TheTermsoReerenceareprovidedbythereportSponsor.Thewillincludethekeyareasthattheinvestigationistoaddress,theinvestigationteammembersandcanbeindratormuntiltheinvestigationisunderway.TheTeamLeadercanapproachtheSponsortoaltertheTermsoReerenceitheyeelthatadditionalndingswillbeovalue.ItistheSponsorsroletodetermine/

agreetheTermsoReerence.

3. Incident Details

Thiswillbeasummaryoeventsleadingtotheaccident,includingadescriptionowhathappenedandactionsimmediatelyollowing.Oneortwophotographsmayservetohelpinthisdescription.

4. Contributing Factors/Evidence

Thisistheareawhereyouwritethesummaryoallevidencegathered.Includingasummaryowitnessstatements,records,policyandproceduresthatapply.Alsoevidencerelatingtoequipmentetcthatwasinvolved.Itisnotaverbatimrecord.Oneor2photosthatareimportantmayhelphere.

5. Compliance with Operational Procedures etc

Thisiswhereyouwriteyourassessmentbasedonevidence,recordsandproceduresoanyissuesrelatingtoOperationalProceduresetc.

6. Conclusions (assessment o what happened)

Thisiswhereyourknowledgeandexpertiseisappliedtodrawingonallyourndingstoidentiywhathappened.

7. Considerations or Corrective Action Plan

AsitistheSponsorsroletodeveloptheCorrectiveActionPlan,thisiswhereyouidentiythoseareasthatneedtobeconsideredintheCorrectiveActionPlan.TheresultotheassessmentoBusinessrisk(legislativecompliance,breechesoH&SetcromtheRegionalH&SManager)are

boughttogetherasmattersorthesponsortoconsider.

8. Appendix

Listandattachthoseitemsthatormavitalpartotheinvestigation.ThismayincludeTechnical/Expertreports,photographs,witnesslistetc.Youmaywanttoscanitemssotheycanbeincludedelectronically.

9. Investigation and report completed by:

Name: _____________________________________________ Date: _________________

10. Report approved/received by:

Name: _____________________________________________ Date: _________________


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3.3 Rural Fire Authorities national debrie guideline and debriefngtemplate

TheollowinginormationhasbeenreproducedromtheNationalDebrieGuideline(2001)withthekindpermissionotheRuralFireAuthorities(RFA).

NATIONAL DEBRIEF GUIDELINE

1. Introduction

TheobjectiveoaredebrieisoraFireAuthoritytoreviewtheeventsoareincidentandtheassociateddevelopmentandcontroleorts.Throughdiscussionwiththoseparticipatingatthereanoverallperspectiveotheoperationcanbegained.Thisprovidesanopportunitytoevaluatethepracticesandproceduresinvolvedandmakerecommendationsorimprovementwherenecessary.Adebrieisnotintendedtojustiyactions,makerecriminations,pushapersonalagendaorapportionblame.Itisaactndingexercisethatshouldbebothpositiveandconstructive.ThissetoguidelinesandtemplateisintendedtostandardisethedebriengprocessthroughoutNewZealand.

2. When to debrie

Adebrieismandatorywhenthereis:

AlikelyclaimontheRuralFireFightingFund(e.g.over$1,000oreghtingexpenses)

Signicantinjury(s)toreghtersorpublic

Signicantoperationalshortcomingsorunoreseenevents

Adebrieisoptionalwhen:

Landownerrequests

Thereismediainterest

Thereisarson /maliciousintent

Anyotheroccasionwhenlessonscanbelearned.

3. When to hold the debrie

Assoonaspossibleandatleastwithintwoweeksaterthereisdeclaredout.

4. Preparation prior to debrie

Wherepossibleanindependentacilitator/chairpersonneedstoberetained.Itisthatpersonsjobtoworkthroughtheagenda,managetheparticipantsanddrawoutpertinentcomments.Theacilitator

needstoworkthroughtheattachedtemplate,selectingandrecordingtherelevantdetail.Actionpoints,lessonslearnt,andotherrecommendationsalsoneedtoberecorded.

Thepurposeothedebrieisnotawitchhunt.Itisimportantthatthedebrieishonestandopenandthatshortcomingsothereoperationareaddressed.Theacilitator/chairpersonneedsto:

Ensurethatinvitationshavebeensent,includingnoticationoexpectationswherepresentationsorreportsareexpected.

Introductionswelcomeparticipantsincludingwhoiswhoandtheirrole/responsibilities

Outlinereasonsordebriebeingheld

Recordattendance

Designateanotetaker

Commentsrecordedondebrietemplate.


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5. Debriefng requirements:

ItistheobligationorthePrincipalRuralFireOcer(PRFO)toensurethatthepracticalrequirementsorthedebriearecompleted.Theseinclude:

Venue,dateandtimeandnoticationdetailsdecidedbytheRFAandPRFO

Supplyapaperorelectronicversionothenationaldebrietemplate

Preparationoaids,including:

Maporearea,260NZMSseriespreerableblowntoalargerscale,withremarkedatdierenttimesincludinglocationokeyoperationalacilities

Overheadprojector,slideprojector

Firelog (s )

Whiteboardandpen

Largesheetsopaperormakingupchartsandsummarisingkeypoints

Powerpointpresentationdataprojectorineeded.

6. Recommendations and action points

Asthedebriesessionprogresses,recommendedactionpoints(concerns,ideasorimprovementorproblemsincurred)raisedbytheparticipantsoracilitatoraretobelistedinthetableprovided,seedebrietemplate.Assigningapersonresponsibleorlookingintotheactionpointandindicatinganexpectedcompletiondatewillensurethatideasarenotlost.

Debrie Reerence Action Required Person to Action Expected

Completion Date

4.1Notications LiaisewithComcenonzonecallout BWright Dec2001

4.0Topography& Bootstooheavyorarduoushill BNeat Jan2002

4.10.2FireEquipment climbingoverlongduration

7. Facilitators Summary

Itisimportanttoendthemeetinginapositiveway.Theacilitator/chairpersoncanachievethisby:

Identiyingthegoodthingsthathappenedatthere

Supportingtherecommendationssuggestedbythedebrieparticipants

CommentonwhetheranOperationalReviewshouldberecommended Advisingwhenandhowthedebrienoteswillbemadeavailable

Thankingdebrieparticipantsortheirattendance

8. Attachments

Itispreerableorthepersonswhomakecommentsonspecicdebriepoints,tohavesupportingdocumentationorattachmenttothedebriereport.Thesecanincludemaps,debriepresentationnotes,communicationcharts,accidentreports,mediacomments,andphotos.


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NATIONAL DEBRIEFING TEMPLATE

FireName .................................................................................................................................................

RuralFireAuthority ...................................................................................................................................

DebrieDate ........................................................ Reerence ............................................................

Venue ..................................................................................................................................................

Facilitator/Chairperson................................................................................................................................ Note: Complete sections relevant to this fre only.

1.0 Overview:Incidentmanagementpersonneltoprovidecomment Designated person to andpreparereports comment on the ollowing

points in this section.

1.1 SummaryDetails(Name.................)

1.1.1 Location

1.1.2 DateandDuration1.1.3 Incidentbackground

1.1.4 ImpactandAreaBurnt

1.1.5 Cause

1.1.6 FireEnvironment:Weather,Topography,Fuel(s) FiregroundWeather:

1.1.7 Threats

1.1.8 FireResourcesDeployed(equipment/personnel)

1.1.9 IncidentManagementandOcer(s)incharge CIMSUsed?Yes/No Othercomments:

1.1.10 Supportingagenciesandorganisations

2.0 PlanningandIntelligence(Name:.................)

3.0 Operations:

3.1 Ground(Name:.................)

3.2 Aerial(Name:.................)

4.0 Logistics(Name:.................)

5.0 Saety(Name:.................)

6.0 Liaisonandcooperationwithagencies,landownersandothers.(Name:.................)

7.0 EventDetails:Thekeypersonnelotheincidentmanagementaretoprovidecommentand/or preparereports

7.1 Notications

7.2 Turnout

7.3 IncidentManagement(IncidentController)(Name:.................)

7.4 CIMSorganisation(IncidentController)(Name:.................)


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7.5 MediaLiaison(Name:............................)

7.6 Commentonpreparednessorinitialresponse(Name:................)

7.7 Commentoncompetenciesandskillsopersonnel.(Name:.....)

7.8 OtherBries:

7.8.1 Communications(Name:.......)

7.8.2 PerormanceoFireEquipment(Name:.........)

7.8.3 Facilities(Name:)

7.8.4 Food&Water(Name:...)

7.8.5 Firegroundrehabilitation(Name:...)

7.8.6 Others(Name:...)

8.0 FirePlanRelevance(Arechangesneeded?)

9.0 OtherStakeholdersName.Name. Comments

10.0 Recommendations&ActionPoints

Debrie Reerence Action Required Person to action Expected completion date

11.0 FacilitatorSummary(Pointstocover)

11.1 Identiythegoodthingsthathappened Notes:

11.2 Preplanning Notes:

11.3 CooperationbetweenFireAuthorities Notes:

11.4 Fireghtingstrategies Notes:

11.5 Notications&turnout Notes:

11.6 Recommendations Notes:

11.7 Others Notes:

11.8 Conclusions Notes:

Signature..............................(Facilitator/Chairperson)

Signature..............................(PRFO)

12. Summaryoattacheddocuments(e.g.maps,debriepresentations,communicationdiagrams,accidentreports,mediacomments,photos).


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Annex A: Example o a structured debriefng plan

Structured Debrie (basedonapproximately20attendees)

Experience: Theresponsetothe_____________emergency/event

Date: / /Time:_____minutesParticipants (number):______

Introduction Debrie Aims

4minutes 1. Torefectontheexperiencesostainvolvedinthe_____ ______event

rom_____(day,month)until____(day,month)____(year).

2. Identiypersonalexperiences.

3. Viewssharedanddiscussedtoestablish:

(a) personallearningandtheuturepositiveuseothatlearning,and

(b) ideasortheutureoyourorganisationsinvolvementintheresponseand/orrecoveryocommunitiesromdisasters.

Review Visualaid(apromptdiagram)whileparticipantsconsidertheirresponsesto4minutes thersttwoquestions.

Ponder Whatormewerethenegative/worst/bad/lowest/leastsuccessulaspectso10minutes the_________________event? (a)

(b)

(c)

Whatormewerethemostpositive/good/best/mostsuccessulpartsothe_________________event?

(a)

(b)

(c)

Sharing and discussion Viewssharedduringaacil itator- leddiscussion54minutes

Summary Facilitatorsummarisesmainpointsraised2minutes

Ponder (a) FormethemostsignicantthingIhavelearntduringthiseventhas6minutes been..,and

(b) IIwasinvolvedintheresponseand/orrecoveryoanotherdisasterI would

Sharing

10minutes

Closure

2minutes

Debrie led & planned by: _______________________(NameandOrganisation )


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Annex B: Key considerations when debriefng

Aimswriteupandkeepinview(thiscanbedoneonawhiteboard,butcherspaperetc)

Explainoverallapproach(stages)andthetimethedebrieshouldnish

Explainthepresenceoobserversieaninitiator

Explaingroundrulesoorganisationaldebrieng

Askgrouptobeasopenandhonestastheyeeltheycanbe Remindallviewswillbevaluedocusisuturepositive

Notmakinggroupdecisionsorlookingorconsensus

Saywhatyouintenddoingwiththedebrieoutput

Gooraclearvisualoutlinekeepitsimple

Introduceandkeepinview

Itspurposeistostimulatethinkingandprovidehooksortheirideas

Writeupyourpromptquestionsipossible

Checkunderstandingandaskorthepondertobeinsilence

Possibleuseostickynotes(notalwaysnecessary)

Keepcontrolotime,Aewsecondsmore

TellgroupwenowmoveontotheSharingandDiscussionStage

Divideyourtimebetweenthepromptquestionsused(usuallytwo).Considertheollowing

subjectsorpromptquestions:

- Notication/activation

- Deployment /mobilisation

- Operationalissues

- Relationshipmanagement

Askonepersontospeakatatimeandcontrolanysideconversations

Dealwiththenegativeviewsrst

Alltohaveanequalopportunitytosharetheirthoughts

Createpicturebymappingstickynotesorkeywords

Askacilitativequestionstobringout/developpointsmade Donotexpressyourownviews

Dicultyinmakingnotesconsideroptionssuchasstickynotes,fipchart,anotetaker

Beawareoindividualswantingtospeakbringthemin

Encouragediscussionbetweenindividuals

Keepaneyeonthetime

Moveontopositiveviewsorthesecondhalotheperiod

Remembertoremainneutralduringeedbackandprovideencouragementwhensomeone

commentsegthanksorthat,headnod

Beconciseanddonottrytoevaluatewhathasbeenraised

Reerthegrouptowhatisbeorethemivisuallydisplayed

Remindthegroupthattherewillbenourtherstructuredopportunityordiscussion

Tellgrouptheyarenowstartingtheclosingstageothedebrie

Writeupthenalpromptquestion

Considerusingstickynotestowriteanswerson

Checkallunderstandaskorthistobedonewithoutdiscussion

Keepcontrolotime

Remindnourtherdiscussionlistentoeachother

Eachtoreadouttheirknownwordsinturn

Donotletanyoneexpandontheirviews

Collectstickynotesanddisplayonthepromptdiagram

Thankallortheirparticipation

Saywhatyouintenddoingwiththeirnalviews(theoutput)

Considerusingasocialoccasionorcontinuedrelationshipdevelopmentiappropriate

Introduction

Review

Ponder

Sharing

andDiscussion

Summary

Ponder

Sharing

Closu

re


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Anne

xC:Examplesopro

mptdiagramsordeb

riefng


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Annex D: Example o an organisational debrie summary

Occasion/Event: TheResponse/RecoverytotheFebruary2004FloodEvent

Aim o debrie : 1. Torefectontheexperiencesostainvolvedin_________ _eventrom _______(date)until_______(date).

2. Identiypersonalexperiences. 3. Viewssharedanddiscussedtoestablish:

(a) personallearningandtheuturepositiveuseothatlearning,and

(b) ideasortheutureoyourorganisationsinvolvementintheresponseand/orrecoveryocommunitiesromdisasters.

Place:

Time:

Debrie led by:

Initiator/Client:

Participants:

Material output 1 Originalnotesandresponseo debrie: 2 Debriesummary(thisdocument)

3 Responsesmadeduringthedebrie(attachedasanannex)

Debrie Report: Example only

Thedebrietookplaceollowinganintensiveperiodobothresponseandrecoveryactivitybystaduringthe____ _______event.Twenty-vestamembersattendedwithrepresentativesromthecentraloceaswellaseldstaromtheaectedregions.

Thedebrieocusedoneachindividualspersonallearninganditsutureuse.Allweregivetimetorefect,togenerateandexpresspersonalviewsandtolistentoothers.Finalresponseswereexpressedtothewholegroup.Allparticipantsweregiventheopportunitytorefectontheirrolesandtocontributetheirviewsindiscussion.Themainissuesraised:

Main negative aspects:

communications personalimpacts

catering etc

Main positive aspects:

teamwork stawelare

multi-agencyrelationships etc

Inclosingthedebrieparticipantswereeachaskedtoidentiy:

1. PersonalLearninganditsuse 2 Ideasortheuture

Attachstickynotesasanannextothissummarybutlistkeypoints:

Personal learning and uture use o those learnings

Increasepersonalpreparedness Strengtheningcommunications

Clariyingroleandresponsibilities etc

Signed:

Date:

Roles taken: PlannerandLeader


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DeBriefing Info Book

Documents

Transcript of DeBriefing Info Book