Geoscience Reference
In-Depth Information
As an example, consider simple tasks related to information management. How
will a team member receive an e-mail? How can he or she direct it to print to the
closest printer? What is the EOC fax number? These are simple questions to answer,
but if 50 people are asking them at the same time, it can considerably delay opera-
tions. Even as simple a question as “How do I turn on the lights?” may create prob-
lems if the first person to arrive at the EOC has never been there.
In addition to these more technical issues, there are a number of tasks that need
to be performed to support the EOC team. An example of these is a process for
activating the EOC. This process should address basic questions such as who has
the authority to activate the EOC and under what conditions, but it should also
describe in detail the procedure for notifying the EOC team.
Another overlooked process involves the procedure for the initial setup of the
EOC upon activation. Something as trivial as not knowing who has the keys or
how to turn on a copier can cause considerable problems. Many EOCs are dual-use
facilities that require the first arriving staff members to unlock containers, plug in
telephones, and set up laptop computers. Assuming that the first person at the EOC
will be one of the three or four staff members that know how to set up the facility
is a fundamental mistake.
Once operations are concluded, there are things that need to be done to close out
the current operation and prepare the facility for future operations. This involves
procedural tasks such as archiving files and preparing after-action reports as well
as facility-related tasks such as clean up, repairing or performing maintenance on
equipment, and reordering supplies. The tendency will be for the last remaining
team members to quickly wrap things up and go home, and important tasks can be
overlooked without a detailed deactivation process.
This need for structure and organization reinforces the need for standard oper-
ating procedures that are focused on the EOC rather than on external operations.
The EOC SOP should be written from the perspective of the first-time user and,
as much as possible, reduce procedures to short checklists. The checklists should be
detailed and task-oriented. Among the items that could be included in the SOP are
the following:
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Activation procedures
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Notification procedures
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Setup procedures
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Procedures for using communications and information technology systems
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Procedures for obtaining additional supplies and services
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Security procedures
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Deactivation procedures
One other technique to consider is the posting of key information from the SOP
on wall displays in the EOC for ready reference. This could include procedures
