Breakout Session Facilitator Orientation

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Breakout Session Facilitator Orientation

• May 15, 2006

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Agenda

• Review purpose and approach
• Review use of the structured tool
• Practice session
• One hour limit

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Purpose

• Pandemic Plan development
• Not here, but as participants return to their
  organizations
• Frames the key issues by specific questions
• Brainstorming of ideas within economic sector
  peer groups
• Create a document

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Approach

• Facilitated Discussion (not lecture)
• Different than Day 1 Breakouts
• May be difficult for subject specialists to
  control themselves
• Active discussion is more important than any
  solutions

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Structured tool

• Purpose
• Standardizes experience of participants despite
  many groups and many facilitators
• Sections
• Introduction, Questions, Summary
• Sent out today or tomorrow by e-mail

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Flip Chart
Group and Number. This is Public Safety Group 1
Chart page number in a circle.
Line separating the Header from the Body of the
Chart
Question Number
Group responses to the question with dashes or
bullets or something
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Time Goal Absolute time to finish
by (Interval) how long the section should last
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Introduction Preamble

• Thank the group for their participation.
• Briefly introduce yourself and your scribe.
• Encourage participation. No one has a corner on
  the idea market for these issues.
• If your group does not have a pre-assigned
  scribe, ask for a volunteer. Dont try to
  facilitate AND scribe.
• Review the Expectations and Structure, and then
  launch right into it.

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Expectations

• Not to create a solution or plan, but to help
  organizations to focus on their planning efforts.
• Emergency management/emergency preparedness
  personnel are not experts on how the groups
  respective disciplines function or how best to
  respond to a pandemic. We expect the groups to
  identify ways to mitigate such an event.
• Limited time to discuss up to eight (8) key
  questions that organizations will have to address
  in their planning. Between 5 and 20 minutes for
  each question, depending on the complexity of the
  issue. As time expires for each question, we will
  move to the next. Incompleteness is okay. We
  will collate much of the information from all of
  the groups into a document that will then be
  posted on the County Pandemic influenza website.

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Structure

• Review of 7 or 8 key issues that each sector or
  discipline should address in their emergency
  preparedness planning.
• The questions will be preceded by a short
  scenario describing the progress of the avian
  influenza outbreak.
• Each scribe will document the ideas from the
  group. Particularly novel ideas or current
  practices will be identified and collected for
  the moderated discussion panel after lunch.
• A spokesperson from each group will be
  represented on the panel to briefly describe the
  specific ideas or practices of the group that the
  moderator will include in the panel discussion.
  There will be no surprises, and the spokesperson
  wont be expected to go into great length on the
  topic.
• We will briefly summarize the next steps at the
  end.

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2. Ask the question of the group. The faciliator
should not be providing input per se.
Question number. Used on Flipcharts
4. Time limits. Be as strict as possible.
1. Start with the scenario. It establishes the
threat to the organization.
3. If the group is not coming up with most of
these, try to prompt the discussion points
without actually providing the answers.
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Summary

• We have identified some major issues concerning
  pandemic avian influenza that will have to be
  addressed in each of our emergency response
  plans. There are a number of ways to address
  many of these. As with many disasters, we cant
  PREVENT pandemic influenza, but we can certainly
  MITIGATE the effects on our families, our
  colleagues and the community.
• Pandemics happen in waves. Our plans must
  address this fact.
• Information and communication are the
  cornerstones to successful management of any
  crisis and will be critical to surviving a
  pandemic when it comes. We cant predict the
  severity of a pandemic, but we know one is
  inevitable. Knowing the correct source of
  information and communicating that to your
  employees and customers now will reduce the chaos
  and disruption to our organizations later.
• The actions we are taking today related to
  pandemic planning will benefit our response and
  recovery processes for any disaster.

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Summary

• Take a brief moment to find a volunteer or
  nominated member of the group. If no one seems
  to want to soon, let it go. During the session
  identify someone you think will make a good rep
  to the moderator. The moderator will try to
  recruit that person during lunch. Have the
  spokesperson fill out the spokesperson form
  during the session and collect it afterwards.
• Thank the group for their participation. Remind
  them to check back to the www.smhealth.org/pandemi
  cflu website to get the summary document that
  this session will help create.

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Practice
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THANK YOU FOR PARTICIPATING !

• Rally at 1030 AM Break
• Friday, May 19th
• Expo Center
• Exact location will be sent with Tool by email