Best Practices for Effective Tabletop Drills

Quick Overview

Tabletop exercises are a valuable tool for testing emergency response plans and improving preparedness. The goal of these exercises is to understand and apply the principles of the National Incident Management System (NIMS) and the Incident Command System (ICS). They simulate real-world crisis scenarios in a controlled environment, allowing organizations to identify weaknesses and opportunities for improvement, test response protocols and train key personnel. To learn more, watch the webinar on demand (Passcode: Schools25!).

Key Takeaways

• Every exercise presents an opportunity for continuous improvement to your emergency planning.
• Risks are constantly evolving, and your emergency plans must adapt.
• Don’t aim for flawless exercises; strive for realistic scenarios. Flawless execution each time will not improve your emergency preparedness.
• Consider changes to team members, evaluators, crisis scenario developers and external stakeholders to gain new perspectives.
• Vary exercise locations, times and formats to test different aspects of your emergency planning process.
• Consult with peer institutions to optimize planning.

Emergency Management Plan

• Establish structured protocols for handling a crisis.
• Prioritize safety and security for all personnel and property.
• Develop plans to mitigate identified risks and avoid a crisis and/or decrease severity potential or impact.
• Ensure clear communication and minimize confusion.
• Key elements include a clearly stated plan, purpose and goals, range and scope of covered emergencies, emergency management authority, activation procedures, response plans, communication plan, building/campus maps and resource availability.

Tabletop Drills

• All individuals with roles and responsibilities outlined in the plan or needed for the exercise pertaining to the specific emergency should be in attendance.
• Can be used to test the entire plan or specific components.
• Facilitator and observer(s) should be identified.

Crisis Scenario Development

• Any scenario that poses financial or reputational risk can be considered a potential crisis.
• Scenarios should be relevant and specific to your campus. Alter them to apply to your unique risks and exposures.
• Involve crisis response team members, administration and potentially local authorities in the development process.
• Avoid revealing specifics of the scenario to participants prior to the tabletop exercise; provide only high-level details for preparation.

Format & Length

Format – In-person (most effective for collaboration and feedback), virtual (least effective and most difficult for new team members), hybrid (most likely scenario during an actual crisis)

Length – Schedule for at least 60-90 minutes for when optimum participation is possible. Vary times of day and days of the week.

Location & Logistics

• Select a meeting location that is appropriate for the simulated crisis scenario.
• Consider resource availability (IT/tech/security).
• Utilize the emergency notification system to convene the team.

Tabletop Exercise Facilitation

• Determine if the facilitator will also serve as the observer.
• The facilitator should have a strong understanding of the subject matter and guide the exercise effectively.
  • Maintain a schedule, seek member input and encourage full engagement throughout the exercise.

Debriefing & After-Action Report

• Debriefing enhances participant learning and continuous improvement, aiding in the development of more effective crisis scenarios for future exercises.
• The after-action report should include both positive aspects and identified opportunities for improvement.
• Actionable recommendations should be provided for each of the identified opportunities.
• The evaluator (or evaluation team) should follow up on the delivery of the After-Action Report with all participants.

Additional Resources

For example tabletop exercises, additional resources and support, visit the United Educators Crisis Response Library.

Passcode: Schools25!

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