What is the best way to collect valuable information from front line staff that participated in an emergency response within your organization?
My recommendation is to hold a hot-debriefing session during the routine daily debriefs.
Feedback received from BCP Builder Community on LinkedIn:
Survey or Questionnaire
- Developing an incident specific questionnaire on the fly is too slow to capture those hot issues.
- It also might miss the opportunity to capture teams together before they dissipate.
- These hot sessions tend to focus on the tactical nuts and bolts of the emergency response and are essential to honing the response process.
- Provide the debrief lead with a framework of general questions about the plans the teams have been following.
- This will help to frame and facilitate the discussion.
- It will also create room for the response participants to talk and discuss their experience of the response, to capture the things which you don’t know.
- This is an opportunity to listen to each other and collect information in one report which will be sent to management.
Why record a Debriefing?
- Capturing these thoughts can often be difficult and in certain professions this is handled by specialized teams.
- Recording these sessions is good, as often they can be very dynamic.
- The sessions should be recorded for the sole purpose of capturing rapid exchanges in conversations for the report. Rather than tagging any one individual.
- The recording is useful for going back and listening to a point you may have missed.
- Alternatively, if you can’t be at the meeting to type up the notes, you can prepare your report from the recording. It should not be used as a tool to record “he said, she said”.
- In some cases, electronic recording of the session can suppress honest feedback.
For an in-depth discussion on what questions you should ask in a Hot and Cold Debrief – have a look at this article: Debrief Questions
If you want to increase your Organizational Resilience, start with preparing a Business Continuity Plan and check out BCP Builder’s Business Continuity Planning Templates.