UNIT 11 Discussion Based (Tabletop) Exercises

1. UNIT 11 Discussion Based (Tabletop) Exercises

2. UNIT 11Objectives • AT THE END OF THIS SESSION, PARTICIPANTS WILL BE ABLE TO:  • Define the purposes and characteristics of a tabletop exercise • Describe the 8-Exercise Design Steps as used for a tabletop exercise • Describe facilitator skills necessary to conduct a tabletop exercise

3. TABLETOP EXERCISE Methodologies • PLENARY • Conducted in a large room or auditorium • Group players by function or responsibility • No small group discussions • Active facilitation • BREAKOUT • Divided into small groups at different tables • Players seated at separate tables according to common interests or responsibilities • Each group reports back to the reassembled plenary

4. TABLETOP EXERCISE Categories • Basic – The complete scenario is provided to the players and remains constant • Advanced - Scenario advances through delivery of pre-scripted messages from the beginning to the end

5. TABLETOP EXERCISE Common Features • Group problem solving • Familiarize senior officials with their responsibilities • Conduct of a specific case study • Examines personnel contingencies • Examination of group message interpretation

6. TABLETOP EXERCISE Common Features • Participation in information sharing • Assessment of interagency coordination • Achievement of limited or specific objectives • Preparation for a more complex exercise

7. TABLETOP EXERCISES • Informal discussion to evaluate, clarify or resolve questions of coordination & integration • Facilitated group discussion/ problem solving • Narrative, messages, or problem statements used to drive discussion

8. TABLETOP CHARACTERISTICS • PURPOSE • Solve problems as a group • FORMAT • Discussion guided by facilitator • No simulators • No elaborate facilities or communications • EVALUATION • Observers may be present • Success measured by participant feedback, impact on policies, plans, procedures

9. PROBLEM STATEMENTS, MESSAGES • PRESENT VERBAL PROBLEM STATEMENTS TO: • Group • Individuals, then open discussion to group • DELIVER PRESCRIPTED MESSAGES TO INDIVIDUALS, WHO COORDINATE WITH OTHERS AND RESPOND

10. DESIGNING A TABLETOP EXERCISE • Use 8 step process, job aids • Steps 5-8 are simplified: • Only partially simulated • Little scripting • No simulators • Informal evaluation

11. 8 DESIGN STEPS • 1. Needs Assessment • 2. Scope • 3. Purpose statement • 4. Objectives • 5. Narrative • 6. Major events/minor events • 7. Expected Actions • 8. Messages

12. APPLYING THE DESIGN STEPS • NARRATIVE • Shorter • Printed (or in person, TV, radio) • As a whole or in parts • Discussion items • EVENTS • Closely related to the objectives • Only a few are required • Used as basis for problem statements

13. APPLYING THE DESIGN STEPS • EXPECTED ACTIONS • List serves as a basis for developing problem statements and messages • “Actions” may be discussion that leads to change • MESSAGES • A few may suffice • May relate to major or detailed events

14. FACILITIES AND MATERIALS • Operations Center or Conference Facility • Materials: • Emergency plans • Maps • Other references

15. KEY ACTIONS • Set the stage • Involve everyone • Focus on in-depth problem solving

16. FACILITATING THE EXERCISE • STRATEGIES FOR SETTING THE STAGE • Welcome • Briefing • Narrative • Ice breaker

17. FACILITATING THE EXERCISE • STRATEGIES FOR INVOLVING EVERYONE • Organize messages • Encourage • Elicit - do not provide - solutions • Eye contact • Positive • Reinforcement • Redirect if necessary

18. UNIT SUMMARY • Reviewed how a tabletop exercise works • Discussed facilitation guidelines • Examined how the eight design steps are applied to tabletop exercises • Developed problem statements and messages

19. QUESTIONS?