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Information management during a crisis is a complex matter. During a crisis, the crisis team is inundated with information from within and outside the organization. This information is often discussed during crisis meetings.
The logger during this meeting plays a crucial role in managing and filtering all this information. For instance, the logger must distinguish between assumptions and facts. Therefore, it is important that loggers are provided with the right tools to effectively fulfill their role. There are several tips and tricks that can simplify every logger's task.
First and foremost, choose a meeting structure and adhere to it. A meeting structure, such as the BOB framework (Situation Assessment, Judgment, Decision-making), helps a logger categorize information. This structure then serves as a guiding principle throughout the crisis meeting.
Situation assessment encompasses all currently known information. Judgment involves all questions raised by the facts. An example in the case of violence might be: how do we guarantee the safety of the personnel present? Decision-making then provides the answers to these questions, leading to the actions that must be taken.
Furthermore, it is important to distinguish between facts and assumptions. Effective crisis management benefits from actions based on facts rather than assumptions. An assumption may resemble a fact, but there is no evidence to support it.
Filtering out assumptions already reduces the volume of information. An assumption is an individual's perception, feeling, or thought about a particular situation. While an assumption might be true, it has not yet been verified. Therefore, ask yourself if there is already evidence for it, or if this evidence still needs to be provided.
Finally, it is crucial for a logger to articulate information concisely, clearly, and concretely. This ensures that the logger can maintain an overview and avoid missing any information during a meeting. Furthermore, the log files remain clear, allowing the crisis team to quickly grasp what was discussed at a glance afterwards.
It is therefore crucial to distinguish between primary and secondary information. It is advisable to opt for multiple short log entries rather than a single lengthy paragraph. For instance, these entries can all be categorized as 'situational awareness'. This approach ensures clarity, indicating that the entries are related and collectively form the current operational picture, without becoming an extensive block of text.
The logger is a vital member of the crisis team, and an effective logger can significantly impact the information management process. Therefore, it is essential to provide loggers with the necessary tools and guidance to fulfill this role.
When implementing CrisisSuite , we also CrisisSuite this in our user training. We provide logger training sessions, short training courses, and refresher exercises to ensure that loggers are always prepared for this task. These training sessions ensure that loggers are familiar with the software and confident in their abilities when they are needed most.
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