Tabletop Exercise TTT Course (v 12-5-06)€¦ · 203 ROOM SETUP: SMALL TTX Characteristics: Large conference table Chairs Audio/video Computer LCD projector or overhead projector

CCONDUCTINGONDUCTING THETHE TTXTTX

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RROOMOOM SSETUPETUP: S: SMALLMALL TTXTTX

Characteristics:Characteristics:Large conference table

Chairs

Audio/videoComputerLCD projector

or overhead projectorScreen

Visual aidsMapsDry erase/chalk boardEasel

PATRIOTPATRIOTSERVICESSERVICESCorporationCorporation

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RROOMOOM SSETUPETUP: L: LARGEARGE TTXTTX

Large, open spaceMoveable tables and chairsA/V requirements:

Computer w/ LCD projectoror overhead projector

Projection screenComputer speakers

if necessaryMicrophone

if necessary

Characteristics:Characteristics:


Hospitals

Public Health

EOC

Fire DeptHazMat

EMSPolice

FederalAgencies

State Agencies

Public Works

Local Agencies

Host AgencyHost Agency

Incident Command

LabTable

ControlTable

MediaTable Projector Table

RROOMOOM SSETUPETUP: L: LARGEARGE TTXTTX

Set up tables and chairsFollow table layout diagram

Post double-sided table signs to identify tablesPrint and place pre-exercise role-specific materials and maps on tablesSet up exercise slide presentation on laptop and test projector

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PPRIORRIOR TO THETO THE EEXERCISEXERCISE


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Select a facility that is somewhat secure and conduct training in a closed, private roomRemind participants to provide valid ID (if necessary)Table labels should be visible to all participants

EEXERCISEXERCISE SSETUPETUP TTIPSIPS

EXERCISE


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Provide additional copies of exercise materials (if group is large)Have spare forms on hand for participants

EEXERCISEXERCISE SSETUPETUP TTIPSIPS


EEXERCISEXERCISE FFACILITATIONACILITATION

210210PATRIOTPATRIOTSERVICESSERVICESCorporationCorporation

FFACILITATIONACILITATION

WelcomeAgendaIntroductionsEstablish ground rulesReview the purpose and objectivesConduct the exerciseHotwashClosing commentsAdjourn

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WWELCOMEELCOME

Administrative notesOpening remarks

Exercise DirectorSponsoring agency

Put the participants at ease



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AAGENDAGENDA

Assists in maintaining timelineRespect the time of your participants

Stick to it!!


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IINTRODUCTIONSNTRODUCTIONS

Allows participants to get acquaintedCommunity partners

PoliceFireEMSHospitalPublic Works

Briefly discuss experience



EESTABLISHSTABLISH GGROUNDROUND RRULESULES

Participation is requiredNo thin skin, speak freely, respect others when they are speakingAll participants will fill their normal day-to-day roles as if they were at their own workplaceIf only one issue is solved, then it is a success

The goal is quality, not quantityProcesses and decision making are more important than minute detailsThe facilitator's job is to help you come up with the solutions


AASSUMPTIONS SSUMPTIONS ANDAND AARTIFICIALITIESRTIFICIALITIES

In any exercise, a number of assumptions and artificialities may be necessary to complete play in the time allottedDuring the exercise, the following apply:

The scenario is plausible, and events occur as they are presentedThere are no “hidden agendas” or trick questionsAll players receive information at the same time

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CCONDUCTONDUCT THETHE EEXERCISEXERCISE

NarrativeScenarioBreak-outs

By agencyBy functional groups

BriefingsQuestions



EEXERCISEXERCISE HHOTWASHOTWASH

Review of immediate activitiesIdentification of good/best practicesIdentification of areas needing improvement


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WWHATHAT AA HHOTWASHOTWASH ISIS NOTNOT

Gripe / Fault Finding SessionAfter Action Review (AAR)

Evaluation data not discussed



FFOCUSOCUS OF THEOF THE HHOTWASHOTWASH

Response proceduresExercise purposeSolicit participant input to areas of strengths and improvementsEncourage agencies to conduct their own internal Hotwash to discuss their specific plans and objectives


HHOTWASHOTWASH FFORMATORMAT

Identify 3 strengths to be maintained and built upon

Sustaining procedures/operationsBest Practices

Identify 3 potential areas for improvementRemain PositiveWhere are improvements needed?Identify solutions – not just problems

Identify 1 critical issue to improve and when it will be accomplished


CCLOSINGLOSING CCOMMENTSOMMENTS ANDAND WWRAPRAP--UUPP

Closing commentsFacilitatorExercise DirectorSponsoring agency

Wrap-upAdministrative notesLast chance for questions


IINVOLVINGNVOLVING THETHE PPARTICIPANTSARTICIPANTS

Organize the exercise injects so that all organizations must deal with a question or problemGive extra encouragement to those who are a little reservedAvoid the temptation to jump in with the right solutions when players are strugglingModel and encourage the behaviors you want from the participants:

Give eye contactAcknowledge comments in a positive manner


IINN--DDEPTHEPTH PPROBLEM ROBLEM SSOLVINGOLVING

Don’t move too fast!You don’t necessarily have to meet all of the objectivesNothing may get settled

Push the players past superficial solutionsA few carefully chosen, open-ended questions can keep the discussion going to its logical conclusion


SSUSTAINUSTAIN THETHE AACTIONCTION

Use multiple event stagesAs discussion begins to fade on one issue, introduce the next segment

Vary the paceAdd or delete problem statements and messages to alter the speed of the action

Maintain a balanceWatch for signs of frustration or conflict

Always remember that the tabletop is basically training, not testing

Keep it low-keyAvoid a bad experience by keeping in mind the low-key nature of the tabletop

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CCONTROLLINGONTROLLING TTIMEIME ANDAND PPACEACE

Keep track of time and keep on schedule – follow the exercise agenda!Maintain pace by timing the injects




Delay injects or informationIntroduce conflicting information or a “red herring” via an inject

If the exercise is progressing too quickly:



If the exercise is progressing slowly or is stalled:

Jump-start the response actions using a planned or contingency injectDo not interfere as a facilitator, but as a simulator in the exercise

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CCOMMUNICATIONSOMMUNICATIONS


Let communications and actions evolve naturallyLet participants guide the direction of the response actionsAllow participants to falter

Address faults in the AAR


Don’t allow participants to act on overheard informationTrack communications and actions carefullyFlag key communications and actions for future reference

CCOMMUNICATIONSOMMUNICATIONS


In the event of an exercise breakdown…Identify the weak link (or links)Confirm that their actions (or lack thereof) have significantly hindered the exercise Interfere as a controller to set the exercise back on track

DDEALINGEALING WITHWITH RROLEOLE FFAILUREAILURE

Not all participants are equally prepared play in the exercise


TTIPSIPS FORFOR FFACILITATIONACILITATION

ALWAYS remain neutral, objective, and fairCall people by nameEncourage group members to speak to each other, not to youDon’t allow the group to transfer ownership of the process, problem, or recommendation to you


MMOREORE TTIPSIPS FORFOR FFACILITATIONACILITATION

Never say, “I told you so”Be confident and be flexibleInvolve the participants whenever you canDon’t be afraid to cut off people who are rambling onRead the group and respond accordinglyPreserve the integrity of the group and every individualLearn to laugh at yourself


Provide proper training before an exercise and set exercise goalsTrack all communications and actions carefullyAllow the exercise to evolve naturallyInterfere as little as possibleIf failure is inevitable, interfere to save the exercise

EEVENVEN MMOREORE TTIPSIPS FORFOR FFACILITATIONACILITATION

QQUESTIONSUESTIONS

EEXERCISE XERCISE TTOOLKITOOLKIT

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EEXERCISEXERCISE TTOOLKITOOLKIT

Sign in rosterName platesSituation ManualFolders

AgendaGround rulesDiscussion questionsParticipant feedback formMiscellaneous


CCOURSE OURSE WWRAPRAP--UUPP

TTHANK HANK YYOU OU FORFOR PPARTICIPATINGARTICIPATING

Documents

Tabletop Exercise TTT Course (v 12-5-06)€¦ · 203 ROOM SETUP: SMALL TTX Characteristics: Large conference table Chairs Audio/video Computer LCD projector or overhead projector