What are the common challenges and pitfalls of EOC activation and deactivation?

1 Triggering criteria

One of the first challenges of EOC activation is to determine when and how to activate it. Different types of incidents may require different levels of EOC activation, depending on the complexity, severity, and impact of the situation. For example, a localized flood may only need a partial activation of the EOC, while a widespread pandemic may require a full activation of the EOC. Therefore, it is important to have clear and consistent triggering criteria that define the thresholds and indicators for activating and escalating the EOC. These criteria should be based on objective and measurable data, such as the number of casualties, the extent of damage, the availability of resources, and the potential for escalation. Having well-defined triggering criteria can help avoid delays, confusion, and inconsistency in EOC activation.

2 Staffing and training

Another challenge of EOC activation is to ensure that the EOC staff are adequately trained and prepared to perform their roles and functions. The EOC staff should have the necessary skills, knowledge, and experience to coordinate and manage the response and recovery efforts, as well as to communicate and collaborate with other stakeholders. They should also be familiar with the EOC structure, policies, procedures, and tools. Therefore, it is essential to have regular and comprehensive training and exercises for the EOC staff, both before and during the activation. Training and exercises can help enhance the EOC staff's competencies, confidence, and readiness, as well as identify and address any gaps or weaknesses in the EOC system.

3 Information management

A key function of the EOC is to collect, analyze, and disseminate information related to the incident, such as the status, needs, and resources of the affected areas, the actions and plans of the response and recovery agencies, and the guidance and directives of the authorities. However, information management can also pose a challenge for the EOC, especially when there is a large volume, variety, and velocity of information coming from different sources and platforms. For example, the EOC may have to deal with conflicting, incomplete, or outdated information, or with information overload or underload. Therefore, it is crucial to have effective information management systems and processes in the EOC, such as standardized formats, protocols, and channels for information sharing, quality control mechanisms for information verification and validation, and information visualization and synthesis tools for information presentation and interpretation.

4 Coordination and collaboration

Another key function of the EOC is to coordinate and collaborate with other stakeholders involved in the response and recovery efforts, such as other EOCs, field operations, government agencies, non-governmental organizations, private sector partners, media outlets, and the public. However, coordination and collaboration can also present a challenge for the EOC, especially when there are multiple jurisdictions, sectors, and disciplines involved, each with their own mandates, priorities, and perspectives. For example, the EOC may face issues such as role confusion, duplication of efforts, resource competition, or conflicting interests among stakeholders. Therefore, it is vital to have strong coordination and collaboration mechanisms and practices in the EOC, such as common objectives, frameworks, and terminology for the response and recovery efforts, regular and transparent communication and feedback among stakeholders, mutual respect and trust among stakeholders, and joint decision-making and problem-solving processes.

5 Deactivation criteria

One of the final challenges of EOC activation is to determine when and how to deactivate it. Similar to activation, different types of incidents may require different levels of EOC deactivation, depending on the progress, outcomes, and impacts of the response and recovery efforts. For example, a short-term power outage may only need a brief activation and deactivation of the EOC, while a long-term earthquake may require a gradual activation and deactivation of the EOC. Therefore, it is important to have clear and consistent deactivation criteria that define the thresholds and indicators for deactivating and scaling down the EOC. These criteria should be based on objective and measurable data, such as the reduction of casualties, the restoration of damage, the sufficiency of resources, and the stabilization of the situation. Having well-defined deactivation criteria can help avoid premature, prolonged, or inconsistent EOC deactivation.

6 After-action review

One of the best practices of EOC activation and deactivation is to conduct an after-action review (AAR) to evaluate the performance and effectiveness of the EOC system and staff. An AAR is a structured and systematic process that involves collecting and analyzing feedback and data from the EOC staff and other stakeholders, identifying and documenting the strengths and weaknesses of the EOC system and staff, and developing and implementing recommendations and actions for improvement. An AAR can help enhance the EOC's learning and adaptation capabilities, as well as its preparedness and readiness for future incidents. Therefore, it is essential to conduct an AAR as soon as possible after the EOC deactivation, and to follow up on the implementation of the recommendations and actions.

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?