6.4 Briefings

VERSION 1.0 – DECEMBER 2023

Purpose: To inform operators of established guidelines for conducting effective briefings and debriefings using digital mediums and documentation.

Scope: This procedure applies to all operators at the State Operations Communications Centre (SurfCom).

1. Overview of Briefings and Debriefings
   1.1 Briefings and debriefings are essential communication processes for exchanging information and lessons learned within the organisation.
   1.2 Personnel must understand the purpose and benefits of conducting briefings and debriefings to enhance operational performance and facilitate continuous improvement.

2. Preparing for Briefings and Debriefings
   2.1 The person responsible for the briefing or debriefing must review relevant digital documentation and information in advance.
   2.2 The briefing or debriefing agenda must be developed, outlining the topics to be discussed and the expected outcomes.
   2.3 Digital mediums, such as video conferencing platforms or collaborative tools, must be selected and tested prior to the scheduled briefing or debriefing.

3. Conducting Briefings
   3.1 The briefing facilitator must introduce the agenda and provide a clear overview of the topics to be covered.
   3.2 Relevant digital documentation, such as presentations or reports, must be shared with participants to support the briefing if applicable.
   3.3 The facilitator must encourage active participation and address any questions or concerns raised by the participants.
   3.4 Key information, updates, and instructions must be clearly communicated during the briefing to ensure a shared understanding among participants.
   3.5 The briefing must conclude with a summary of key points and any action items to be addressed.

4. Conducting Debriefings
   4.1 The debriefing facilitator must create an open and non-judgmental environment to encourage participants to share their experiences and observations.
   4.2 Participants must have access to relevant digital documentation, such as incident reports or data analysis, to facilitate discussions during the debriefing.
   4.3 The facilitator must guide the debriefing, focusing on identifying successes, areas for improvement, and lessons learned.
   4.4 Active listening and effective communication techniques must be employed to ensure all participants have an opportunity to contribute to the debriefing process.
   4.5 Action items or recommendations arising from the debriefing must be documented and assigned to appropriate personnel for follow-up.