Organizing Mega-Fire Information Shops

1. Organizing Mega-Fire Information Shops This net meeting will begin at 11:00 a.m. mountain time You must dial in to the conference call to receive audio: Phone Number: 888-858-2144 Participant Passcode: 8848463 PLEASE MUTE YOUR PHONE TO MINIMIZE NOISE DO NOT PUT YOUR PHONE ON HOLD AS THAT CAN GENERATE BACKGROUND MUSIC If you are experiencing technical difficulties, please click on Q&A on the toolbar at the top of your screen, write a message in the box that says Type a question for the presenter and click Ask, we will try our best to assist you. Or email Jennifer Jones at jejones@fs.fed.us or call her at (208) 631-0406

2. Organizing Mega-Fire Information Shops Jennifer Jones Public Affairs Specialist U.S. Forest Service, Washington Office, Fire and Aviation Management National Interagency Fire Center Boise, Idaho

3. What’s the point of this? • To supplement information presented in S403 • To develop material that may be incorporated into the all risk advanced PIO training course Coming soon to a computer near you… Thursday, February 7, 10:00 a.m. Mountain Time Strategic Thinking Dave Olson, Public Affairs Officer, Boise National Forest Judith Downing, Public Information Officer, National Incident Management Organization Frank Mosbacher, Public Affairs Officer, Eldorado National Forest Thursday, February 21, 10:00 a.m. Mountain Time Strategic Use of Social Media Michelle Fidler, Fire Communications and Education Specialist, National Park Service Kris Eriksen, Public Information Officer, National Incident Management Organization http://www.nifc.gov/PIO_bb/webinar.html

4. Housekeeping • Questions will be taken at the end in writing or over the phone • To submit a question in writing any time during the presentation: • Click on Q&A on the toolbar at the top of your screen, write a message in the box that says “Type a question for the presenter” and click Ask

5. Organizing Mega-Fire Information Shops Karen Takai Public Information Officer Reinarz’s Type 1 IMT Leona Rodreick Public Information Officer Anderson’s Area Command Team

6. ZEROto 100 PIO’s In 3 Days Mega Fires and the Challenges of Managing a PIO Shop

7. Changes in Fire • Global warming • We have seen changes from smaller fires to mega fires • Explosion of multimedia and social media and access to it • Demand for quick real time information • Information has become more complex • Public Exhaustion (information/emotional/mental overload) • Blaming

8. Mega Issues • The mega size of the incident adds additional stressors on our infrastructure • Mental processing and decision making makes S-520 seem like a picnic • Speed and number of inputs • Delegating and follow up at the speed of light

9. Goals • Develop new concepts for managing Mega fire information shops • Bring about awareness of Mega fires and how they impact incident management • Improve skills for developing incident information leadership

10. What Makes a Fire a Mega Fire? • Location • Features or Attractions • Infrastructure • Size & Duration • Smoke • Structures-Residential/Commercial • Population of Area • Prominent Citizens • Media Access • Area concerns/issues

11. Typical Day One • You have three PIO’s and Unit PAO • Evacuations are ongoing and it’s 3 a.m. • Winds are 50+ miles an hour • Infrastructure is down • You’re looking for a place to set up • Brownouts are ongoing • Phone lines are out • Cell phones crashed

12. It Only Get’s Better • Inciweb is down • Mega Media is at the door • The Governor wants to know why there is no information and people cannot get through call center • E-mails are being sent back as spam • Information officers are coming off of school busses 15 at a time –without vehicles E-mails

13. Meeting Our Challenges • Public, Congressionals, elected officials, cooperators, etc… • Expectations that don’t meet our capabilities • Liabilities – be careful of what you say and potential repercussions from statements that are made • Safety • Getting ready for ICP/PIO evacuations • Communicating to PIO’s real time • Convincing team mindset needs of information with technological changes • Larger fires means need for larger #’s of PIO’s

14. Working with Media In the Good old days, life was simple….. BUT-In the new world….. • Media are tweeting as they are escorted • Cell phones serve as cameras when media are in the car • Rumors and unanswered questions are being texted as we escort • Media knows before we do… • PIO’s “watch-out” is being blindsided

15. Assessing the Big Picture • What is happening? • How big is this going to get? • What resources do I have? • Where can I set up? • Are we behind the curve? • Is technology available? • Are there creative ways to reach high tech audience in rural America?

16. Designing Your Team • Develop your strategy • Ensure you have a Deputy PIO1 • Branch your main functions • Use well qualified or seasoned PIO leaders • Initial Attack Info Center • Media • Community Relations • Products and Planning • Have one person do the ordering and tracking • How many PIO’s should you order? • Assess and ensure your incoming PIO’s skills match the information needs of the incident

17. PIO Organization

18. Initial Attack Information Center • Ordering • Phones • Tracking • Call Center • Documentation • Write updates (Send Word Now) • Manage email lists • VIP Visits • Joint Information Centers

19. Products and Planning

20. Multimedia Protocols • Evaluate each incident and it’s need for social media tools-not all communities/areas are utilizing these tools • Work with unit PAO • Pre-order PIOs with Social Media skills • Have protocols developed for electronic media, (i.e. sending twitter messages, timely posting of information, etc…) • Have all PIOs subscribe to Twitter so they may receive these timely messages • Order a bank of cell phones that have texting capability • Establish protocols and routines for distributing real time information • Monitor trends, online conversations, rumors…

21. Mega Community Relations • Traplines (PIO’s travel in pairs for safety) • Formal public meetings driven by the incident as well as community need • Portable meetings • Be inclusive of all groups in your area • Relationships need to be made before the incident • Inform everyone of your social media tools and know where to go for information • Have special briefings for elected officials/community leaders

22. Managing the Mega Media • May need to provide 24/7 PIO coverage • May need bilingual PIOs • Field and media escorts • Set up press conferences • Work with ICs, Agency Administrators, and other guest speakers to set up agenda prior to conference • Establish same location and time • Assign seasoned PIO with skills to facilitate • Have PPE available for media check out • Provide story ideas to media • Corral media-have special area set aside and keep away from ICP trailers/tents (especially the IC’s office)

23. Holding the Reins and Span of Control • You Drive the Bus • Your Style is the 50,000 Foot View • Don’t get stuck in the weeds and chase rabbits • Delegate and trust your Branch Directors • Remember to have pulse checks with: • Deputy PIO1 • IC as well as C & G • Branch Directors • Unit PAO(s)

24. What a Typical Day May Look Like • 0500 Get up/Shower/prepare for a.m. briefing • 0600 Morning Briefing • 0700 Breakfast • 0730 Check messages • 0800 Ops and PIO Briefing • 0900 Planning Mtg • 1000 Branch Director Mtg • 1200 C&G Lunch Mtg • 1300 Catch up on documentation and other items • 1600 Check in w/branch directors • 1700 Dinner • 1745 Prepare for evening briefing • 1800 Evening briefing • 1900 Attend public meetings • 2000 Planning Mtg • 2100 Debrief with Deputy PIO and & Branch Directors • 2200 Try to end day • 2300 Try to be in bed (This does not include all the unexpected meetings, coordination, discussions, and other duties as assigned fill your day)

25. Little Decisions = Big Pay Off • Be in constant communication with the unit PAO– their engagement will vary depending on each situation • Keep your social media person at home unit until your infrastructure is in place – feed them information as their work can be virtual -calling goes two ways • Locate your media staging area immediately and let media know where it is (make sure it is an area where gas fumes are not an issue) • Utilize AP and local media to be your allies when you are short on PIO’s in order to get necessary information out • Hold press conferences ASAP to keep individual media from constant questions- give them what you have • Send your PIO to Operations for real time information (Info Ops PIO) • Set up a group list on the phone and PIO – Ops can feed all releasable info to PIO’s (text or tweet)

26. Will this incident be historic? Do we need to be documenting the visual? • Photographers and Videographers are invaluable for the documentation of historical fires • They support the creation of “products” for the public, PIO shop, host unit, etc… • They are line qualified and work together with Operations and divisions to support the incident • They can get directed by host unit of document fuel treatment areas in relationship to the fire movement

27. What to do when Things go bad • Expect the unexpected • Taking the hit and moving on • Call people with more experience if there is time • Build relationships with other PIO leads prior to incident • Allow others to help • Don’t forget to talk with your IC

28. Random Thoughts • Not all communities use social media, but Washington D.C. and Congressionals are actively engaged in following and monitoring. Make sure you are engaged. • Leaders of our organizations have super high-tech tools, and their expectations are that we feed them through these tools. We do not have the tools. • Smoke management issues are challenging • As your organization grows, HR issues with your staff may arise, you may need to work more closely with your HRSP

29. Afterwards-It is what it is • No matter what we do there will always be hindsight • After Action Reviews (AAR) are very valuable tools • Personal processing of the Mega Incident can and will challenge you. It’s okay to seek out others who have experienced it for advice and council or to just talk • Be willing to share and discuss your experiences as others want to hear and learn from you • Remember: It’s okay to breath and take a mental break, take care of yourself

30. Questions? • 3 Ways to Ask • Click on Q&A on the toolbar at the top of your screen, write a message in the box that says Type a question for the presenter and click Ask • Click on the hand icon and ask your question over the phone when you are called on • Ask your question over the phone when I ask if anyone has any questions • Leona Rodreick, lmrodreick@fs.fed.us (406) 683-3984 • Karen Takai, ktakai@fs.fed.us (505) 235-4213

31. Topics for future training/webinars *A research informed approach to incident communications *Consistent Messaging *Advanced News Media *Effective public meetings *Stakeholder/cooperator engagement *Legislative issues/politics *Internal communications *Evacuations *Current issues in wildfire/incident management Joint Information Centers/JIS *Unified Command *Working with multiple teams on a fire/Area Command

32. Thank you! • http://www.nifc.gov/PIO_bb/inciweb.html Jennifer Jones jejones@fs.fed.us (208) 387-5437