Facilitating a Tabletop Exercise

Choose the facilitation strategy that matches your

goal and objectives

Moderation

vs.

Facilitation

Moderation

“To preside over”

Source: American Heritage Dictionary

Facilitation

“To free from difficulties or obstacles”

Source: American Heritage Dictionary

Facilitation

“A neutral third party who helps a group increase its effectiveness by improving its process.”

Source: Mediation Center for Conflict Resolution, Hamline University Law and Graduate Schools

Facilitation

“The art, craft and science of leading people through a process toward an agreed-upon outcome.”

Source: Mediation Center for Conflict Resolution, Hamline University Law and Graduate Schools

Design Issues for Consideration

Structure: How rigidly or flexibly should the exercise be implemented?

Pace: How rapidly or leisurely should the exercise be implemented?

Interaction: How should players relate to each other?

Control: Where should players look fordirection and validation?

Adapted from materials developed by The Thiagi Group, www.thiagi.com

Characteristics of an Effective Facilitator

• Plans and prepares• Guides, but doesn’t

participate• Calls people by name• Uses the space well• Stays on track, stays on time• Honors break, meal, and end times• Allows group members to talk to each other

Sources: DHS HSEEP Manual, Vol. II, Mediation Center for Conflict Resolution,Hamline University Law and Graduate Schools

Characteristics of an Effective Facilitator (continued)

• Gives clear instructions• Is confident, yet flexible• Isn’t afraid of productive conflict • Isn’t afraid to cut people off• Provides clarification and focus• Brings encouragement, humor and empathy• Always remains neutral, objective, and fair Sources: DHS HSEEP Manual, Vol. II, Mediation Center for Conflict Resolution,Hamline University Law and Graduate Schools

Possible Player Challenges

• Quiet/Shy Players• Overly Talkative Players• Side Conversations• Overly Disagreeable Players

Include Facilitation Preparation in the Design Process

• Predict player challenges in advance• Prepare the facilitator• Develop specific strategies for involving all players• Develop facilitator questions for each script• Consider player seating arrangements• Provide back-up support to facilitator

Exercise Evaluation and Follow-up

“Working in the field of emergency preparedness is like running a

marathon that has no finish line.”DHHS Secretary Tommy Thompson, 2003 ASTHO Conference

Benefits to exercising include:• System Improvement

– Plans - Resources– Procedures– Protocols– Relationships

• Workforce Development– Opportunity for people to practice their roles

An exercise has value only when it leads to improvement.

Exercise and Evaluation Cycle

Follow-up

Recommendations

Exercise

Observations

Evaluation focus will depend on the type of exercise

• Discussion-based Exercises– Focus on plans, policies,

relationships

• Operation-based Exercises– Focus on assessing performance

Different Types of Documentation

• After Action Report• Corrective Action Plan• Improvement Plan Matrix• Workplan

Follow-up Plans should identify:

• Specific Actions• Timelines for Completion• Responsible Department/Individual• Tracking Method or Monitoring Plan

“Corrective actions from completed exercises should generally be implemented prior to scheduling additional exercises and should be tested in subsequent exercises.”

DHS HSEEP Manual, Volume I

Report Content and Format• Should be determined by the Design Team• Who will read it?• How will the information be used?• Other requirements?• Design exercise with desired

report in mind• Determine your evaluation plan

in advance based on desired report content• Role of written player evaluations• Role of player debriefing

Three Key Questions:

What did the participants learn?

What was documented?

How do the participants feel?

Debriefing• Player Debriefing at End of Exercise

– Facilitator asks each player to provide brief lessons learned

– Focus on response issues, not the exercise itself• After Exercise Debriefing Meeting

– Evaluation Team– Design Team– Subset of Players– All Players– Players and Observers– Some Other Combination

Different Types of Documentation

• After Action Report• Corrective Action Plan• Improvement Plan Matrix• Workplan - example