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How can emergency managers make their plans scalable and adaptable?

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Emergency management is a complex and dynamic field that requires constant planning and preparation for various hazards and scenarios. However, no plan can anticipate every possible situation or challenge that may arise during a crisis. Therefore, emergency managers need to make their plans scalable and adaptable, meaning that they can adjust the scope, resources, and actions of their plans according to the changing conditions and needs of the emergency. In this article, we will discuss some strategies and tips on how to make your emergency plans scalable and adaptable.

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1 Assess your risks and capabilities

The first step in making your plans scalable and adaptable is to conduct a thorough and realistic assessment of your risks and capabilities. This means identifying the potential hazards and threats that may affect your area or organization, as well as the vulnerabilities and strengths of your infrastructure, systems, and personnel. You should also evaluate your available resources, such as equipment, supplies, personnel, and partners, and how they can be mobilized and deployed in different situations. By assessing your risks and capabilities, you can establish a baseline for your planning and identify the gaps and areas for improvement.

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Deborah Teske

Principal Emergency Management Coordinator at Mayo Clinic
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Assessing risks should focus on the impact not the hazard. For example, typically we have addressed risks for hurricanes, tornadoes, etc. This approach would look at high winds, external flooding, power distribution, transportation blocks etc. instead.

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2 Develop flexible and modular plans

The second step in making your plans scalable and adaptable is to develop flexible and modular plans that can be easily modified and customized according to the specific circumstances of the emergency. Flexible plans are those that allow for alternative options, contingencies, and adjustments based on the evolving situation and information. Modular plans are those that consist of separate components or elements that can be added, removed, or rearranged depending on the needs and objectives of the response. For example, you can develop a core plan that outlines the general goals, roles, and responsibilities of your team, and then create modules that address specific hazards, functions, or locations that can be activated or deactivated as needed.

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Tyler M. Woodard, BSEM, CEM?

Emergency Management Professional
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I would say that the best way to make your plan flexible and modular is to not write a plan at all; instead, write a playbook. A playbook is related to a Standard Operating Guideline (SOG) in roughly the same way that a Standard Operating Procedure (SOP) is related to an Emergency Operations Plan; plans (and procedures) are meant to be followed, while playbooks give an overview of best practices and allow for more flexibility in approach.

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3 Implement feedback and learning mechanisms

The third step in making your plans scalable and adaptable is to implement feedback and learning mechanisms that can help you monitor, evaluate, and improve your plans and actions during and after the emergency. Feedback and learning mechanisms are those that enable you to collect, analyze, and communicate data and information about the performance, outcomes, and impacts of your plans and actions. They can also help you identify the challenges, gaps, and best practices that can inform your decision-making and planning processes. Some examples of feedback and learning mechanisms are situational reports, after-action reviews, lessons learned, and audits.

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4 Foster a culture of innovation and collaboration

The fourth step in making your plans scalable and adaptable is to foster a culture of innovation and collaboration among your team and partners. A culture of innovation and collaboration is one that encourages and supports creativity, experimentation, and problem-solving in developing and implementing your plans and actions. It also promotes trust, communication, and coordination among your team members and partners, as well as with other stakeholders, such as the affected communities, media, and donors. By fostering a culture of innovation and collaboration, you can enhance your capacity to adapt and respond to the changing and complex needs and challenges of the emergency.

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5 Update and test your plans regularly

The fifth step in making your plans scalable and adaptable is to update and test your plans regularly to ensure their relevance, effectiveness, and efficiency. Updating your plans means reviewing and revising them based on the feedback and learning mechanisms, as well as the changes in the risk and capability environment. Testing your plans means conducting exercises, simulations, and drills that can help you validate and verify your plans and actions, as well as identify and correct any errors, weaknesses, or gaps. By updating and testing your plans regularly, you can ensure that they are ready and suitable for the current and future emergencies.

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6 Seek and share best practices and lessons learned

The sixth and final step in making your plans scalable and adaptable is to seek and share best practices and lessons learned from your own and others' experiences and knowledge. Seeking and sharing best practices and lessons learned means accessing and exchanging information, insights, and recommendations that can help you improve your plans and actions, as well as learn from the successes and failures of others. You can seek and share best practices and lessons learned through various platforms and channels, such as networks, forums, publications, and trainings. By seeking and sharing best practices and lessons learned, you can enhance your skills and competencies, as well as contribute to the advancement of the emergency management field.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Steven Kuhr
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The CEMP / EOP model is dated and unusable. During crisis conditions little time exists to rummage through a plan of EOP weight. I too suggest that we migrate to a playbook model. The only all-hazards component of a playbook model would be one which designates a Crisis Management Team and Crisis Management architecture which could be an ICS variant or an adaptation for an organization. This CM playbook then serves as the program hierarchy while subordinate threat-hazard specific playbooks are developed based on the community or organizational risk story. A critical element is the participatory nature of playbook development. Giving stakeholders a voice provides them a seat at the table and playbook ownership.

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How can emergency managers make their plans scalable and adaptable?

1

2

3

4

5

6

7

1 Assess your risks and capabilities

2 Develop flexible and modular plans

3 Implement feedback and learning mechanisms

4 Foster a culture of innovation and collaboration

5 Update and test your plans regularly

6 Seek and share best practices and lessons learned

7 Here’s what else to consider

Emergency Management

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How can emergency managers make their plans scalable and adaptable?

1

2

3

4

5

6

7

1 Assess your risks and capabilities

2 Develop flexible and modular plans

3 Implement feedback and learning mechanisms

4 Foster a culture of innovation and collaboration

5 Update and test your plans regularly

6 Seek and share best practices and lessons learned

7 Here’s what else to consider

Emergency Management

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