NZ	
  VOST	
  Training	
  Guide	
  2012	
  
Virtual	
  Operations	
  Support	
  Team	...
Copyright Caroline Milligan And Scott Reuter 2012
	
  
NZ	
  VOST	
  Training	
  Guide	
  
12th
	
  October	
  2012	
  Fin...
Copyright Caroline Milligan And Scott Reuter 2012
	
  
	
  
What	
  is	
  a	
  Virtual	
  Operations	
  Support	
  Team	
 ...
Copyright	
  Caroline	
  Milligan	
  And	
  Scott	
  Reuter	
  2012	
   	
   1	
  
What	
  is	
  a	
  Virtual	
  Operation...
Copyright	
  Caroline	
  Milligan	
  And	
  Scott	
  Reuter	
  2012	
   	
   2	
  
	
  
A	
  VOST	
  is	
  activated	
  at...
Copyright	
  Caroline	
  Milligan	
  And	
  Scott	
  Reuter	
  2012	
   	
   3	
  
	
  
NZ	
  VOST	
  is	
  made	
  up	
  ...
Copyright	
  Caroline	
  Milligan	
  And	
  Scott	
  Reuter	
  2012	
   	
   4	
  
Training	
  Outline	
  
Training	
  con...
Copyright Caroline Milligan And Scott Reuter 2012 5
• All	
  lessons	
  offer	
  the	
  flexibility	
  for	
  training	
  ...
Copyright Caroline Milligan And Scott Reuter 2012 6
	
  
Module	
  Two	
  -­‐	
  Introduction	
  to	
  VOST	
  	
  
This	
...
Copyright Caroline Milligan And Scott Reuter 2012 7
	
  
Lesson	
  Three	
  -­‐	
  Recent	
  Case	
  Studies	
  
Learning	...
Copyright Caroline Milligan And Scott Reuter 2012 8
	
  
Module	
  Three	
  -­‐	
  Basic	
  Social	
  Media	
  
Lesson	
  ...
Copyright Caroline Milligan And Scott Reuter 2012 9
	
  
Lesson	
  Two	
  -­‐	
  Advanced	
  Search	
  	
  
Learning	
  Po...
Copyright Caroline Milligan And Scott Reuter 2012 10
	
  
Module	
  Three	
  Continued	
  -­‐	
  The	
  Back	
  Channels	
...
Copyright Caroline Milligan And Scott Reuter 2012 11
Explain	
  
• Scenarios	
  are	
  wide	
  ranging.	
  	
  
• Workbook...
Copyright Caroline Milligan And Scott Reuter 2012 12
	
  
Lesson	
  Six	
  -­‐	
  Using	
  Skype	
  
Learning	
  Points	
 ...
Copyright Caroline Milligan And Scott Reuter 2012 13
	
  
Lesson	
  Seven	
  -­‐	
  Google	
  Docs	
  	
  
(attendees	
  w...
Copyright Caroline Milligan And Scott Reuter 2012 14
	
  
Module	
  Four	
  -­‐	
  The	
  Public	
  Facing	
  
This	
  mod...
Copyright Caroline Milligan And Scott Reuter 2012 15
	
  
Lesson	
  Three	
  -­‐	
  Facebook	
  
Learning	
  Points	
  
St...
Copyright Caroline Milligan And Scott Reuter 2012 16
	
  
Lesson	
  Four	
  -­‐	
  Storify	
  &	
  Pinterest	
  	
  
Learn...
Copyright Caroline Milligan And Scott Reuter 2012 17
	
  
Lesson	
  Five	
  -­‐	
  Assessment	
  exercise	
  
Assessment	
...
Copyright Caroline Milligan And Scott Reuter 2012 18
	
  
	
  
Glossary	
  -­‐	
  VOST	
  and	
  Social	
  Media	
  Termin...
Copyright Caroline Milligan And Scott Reuter 2012 19
	
  
	
  
Public	
  Information	
  Manager	
  (PIM)	
  or	
  Public	
...
Copyright Caroline Milligan And Scott Reuter 2012 20
	
  
References	
  
• FEMA	
  :	
  http://emilms.fema.gov/is42/index....
Copyright Caroline Milligan And Scott Reuter 2012 21
	
  
Appendix	
  
The	
  VOST	
  Instance	
  Cycle	
  
Disaster	
  oc...
Copyright Caroline Milligan And Scott Reuter 2012 22
Additional	
  useful	
  links	
  
These	
  links	
  are	
  provided	
...
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New Zealand VOST Training Guide - 2012

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NZ VOST Training Guide
12th October 2012 v1
This guide was delivered to Civil Defence volunteers in 2012 by Caroline Milligan.
Authors: Team Lead Caroline Milligan ( Twitter: @Caz_Milligan ) and NZ VOST member Scott Reuter ( Twitter: @sct_r ) for New Zealand Virtual Operations Support Team (VOST) regional training.

This guide was published in 2012 and was updated in 2015 (contact @Caz_Milligan for details regarding new digital volunteer strategy, policy, SOP's, guidelines, training, exercises and resources).

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New Zealand VOST Training Guide - 2012

  1. 1.                 NZ  VOST  Training  Guide  2012   Virtual  Operations  Support  Team   Authors:  Caroline  Milligan  and  Scott  Reuter   ©  Caroline  Milligan  and  Scott  Reuter  2012        
  2. 2. Copyright Caroline Milligan And Scott Reuter 2012   NZ  VOST  Training  Guide   12th  October  2012  Final   This  guide  has  been  developed  by  Caroline  Milligan  and  Scott  Reuter  for  NZ   Virtual  Operations  Support  Team  (VOST)  regional  training.             Development   This  Guide  was  prepared  in  conjunction  with  the  Wellington  Region  Emergency   Management  Office  for  the  Wellington  Region  Virtual  Operations  Support   Team  (WgtnVOST).   Special  thanks  to  Dan  Neely  -­‐  Manager,  Community  Resilience  WREMO  and   Jason  Paul  -­‐  Advisor,  Community  Resilience  WREMO.   This  guide  may  vary  and  be  subject  to  change  as  per  VOST  and  Emergency  Management   Agency  requirements.       Authors  -­‐  Contact  Details     Caroline  Milligan   Twitter:  @Caz_Milligan     Scott  Reuter   Twitter:      @sct_r      
  3. 3. Copyright Caroline Milligan And Scott Reuter 2012     What  is  a  Virtual  Operations  Support  Team  (VOST)?  ............................................................................  1 Training  Outline  .....................................................................................................................................  4 Lesson  Plans  ...........................................................................................................................................  4 Module  One  -­‐  FEMA  IS-­‐042  Social  Media  in  Emergency  Management  .................................................  5 Module  Two  -­‐  Introduction  to  VOST  ......................................................................................................  6 Lesson  One  -­‐  Introduction  to  VOST  ....................................................................................................  6 Lesson  Two  -­‐  Recent  Case  Studies  .....................................................................................................  6 Lesson  Three  -­‐  Recent  Case  Studies  ...................................................................................................  7 Lesson  Four  -­‐  IS  -­‐  042  Social  Media  in  Emergency  Management  ......................................................  7 Module  Three  -­‐  Basic  Social  Media  ........................................................................................................  8 Lesson  One  -­‐  Basic  Social  Media  Search  Tools  ...................................................................................  8 Lesson  Two  -­‐  Advanced  Search  ..........................................................................................................  9 Module  Three  Continued  -­‐  The  Back  Channels  ...................................................................................  10 Lesson  Three  -­‐  What  is  the  Back  Channel  ........................................................................................  10 Lesson  Four  -­‐  The  Workbook  (MRH)  ................................................................................................  10 Lesson  Five  -­‐  VOST  Protocols  ...........................................................................................................  11 Lesson  Six  -­‐  Using  Skype  ..................................................................................................................  12 Lesson  Seven  -­‐  Google  Docs  .............................................................................................................  13 Module  Four  -­‐  The  Public  Facing  .........................................................................................................  14 Lesson  One  -­‐  Curation  methods  .......................................................................................................  14 Lesson  Two  -­‐  Wordpress  ..................................................................................................................  14 Lesson  Three  -­‐  Facebook  ..................................................................................................................  15 Lesson  Four  -­‐  Storify  &  Pinterest  .....................................................................................................  16 Lesson  Five  -­‐  Assessment  exercise  ...................................................................................................  17 Glossary  -­‐  VOST  and  Social  Media  Terminology  ..................................................................................  18 References  ...........................................................................................................................................  20 Appendix  ..............................................................................................................................................  21 The  VOST  Instance  Cycle  ..................................................................................................................  21 Additional  useful  links  .........................................................................................................................  22
  4. 4. Copyright  Caroline  Milligan  And  Scott  Reuter  2012     1   What  is  a  Virtual  Operations  Support  Team  (VOST)?   “Virtual  Operations  Support  Teams  (VOST)  as  applied  to  emergency   management  and  disaster  recovery  is  an  effort  to  make  use  of  new   communication  technologies  and  social  media  tools  so  that  a  team  of  trusted   agents  (VOSTies)  can  lend  support  via  the  internet  to  those  on-­‐site  who  may   otherwise  be  overwhelmed  by  the  volume  of  data  generated  during  a  disaster.   VOSTs  are  activated  to  perform  specific  functions  in  support  of  affected   organizations  &  jurisdictions.”     A  VOST  provides  remote  support  for  emergency  responses  around  the  globe.    A  VOST   monitors  and  maintains  social  media  awareness,  collecting  and  analysing  online  information   to  inform  the  response  and  the  online  public.    A  VOST  may  be  activated  when  appropriate  in   support  of  an  agency/organisation  (if  pre-­‐arranged  to  do  so).   A  VOST  uses  a  number  of  online  applications  and  platforms  to  coordinate  itself  and  liaise   with  the  Emergency  Operations  Centre  at  the  scene  of  the  event  (back  channel)  and  to   disseminate  information  and  engage  with  the  public  (public  facing).      
  5. 5. Copyright  Caroline  Milligan  And  Scott  Reuter  2012     2     A  VOST  is  activated  at  the  request  of  a  specific  agency/organization.    This  could  be  a   government  agency,  NGO  or  any  organisation  that  has  an  official  function  in  a      disaster  or   emergency.    A  detailed  explanation  is  included  within  the  appendix.                         On-­‐going  training,  exercising  on  platforms  and  tools,  and  testing  of  emerging  tools  is  an   important  part  of  being  involved  with  a  VOST.    Social  media  platforms  are  an  ever-­‐changing   landscape.     VOST  members  are   required  to  attain  a  level  of   proficiency  in  using  social   media  tools  before  they   may  be  used  during  an   activation.          
  6. 6. Copyright  Caroline  Milligan  And  Scott  Reuter  2012     3     NZ  VOST  is  made  up  of  experienced  emergency  management  /  public  safety  personnel,   disaster  volunteers  and  technical  experts.    All  NZ  VOST  members  must  have  completed   training  and  proven  their  competency  before  they  may  be  part  of  an  activation.   NZ  VOST  team  members  require  a  range  of  skills  and  attributes.           VOST   Trainee   VOST   Member   VOST   Technician   VOST    Leader   VOST     Leader  /   Administrator   Basic  understanding  of  Emergency  Management  /   Public  Safety  Operations   P   P   P   P   P   Proven  proficiency  in  social  media  platforms     P   P   P   P   Proven  proficiency  in  Google  Docs  &  Skype     P P   P   P   Proven  proficiency  in  basic  and  advanced  search     P   P   P   P   Solid  understanding  of  Social  media  platforms  and   location  based  monitoring  tools     P   P   P   Strong  understanding  of  VOST  concept       P   P   P   Technical  background  in  online  applications,   computer  hardware  and  desktop  solutions       P       Solid  understanding  of  the  setup,  operations,  linking   and  maintenance  of  social  media  platforms       P     P   Capable  of  setting  up  required  systems  and   applications  for  a  social  media  response       P       Leadership  and  management  skills         P   P   Solid  understanding  and  experience  in  Emergency   Management  /  Public  Safety  Operations         P   P   Previous  VOST  activation  experience           P    
  7. 7. Copyright  Caroline  Milligan  And  Scott  Reuter  2012     4   Training  Outline   Training  consists  of  four  modules. Self-­‐paced  /  learning  at  home: Module  one       -­‐  FEMA  IS-­‐042  online  training   course   Class  sessions  at  the  Emergency  Operations  Centre:   Module  two     -­‐  Introduction  to  VOST  (Overview,  Case  Studies),  IS-­‐042  Assessment   Module  three     -­‐  Basic  social  media  platforms,  Backchannels:  Skype,  Google  Docs,   Workbook     Module  four     -­‐  The  Public  Face  (Curation  tools:  Facebook,  Pinterest)  and   Exercise/Assessment     Lesson  Plans   Each  module  is  divided  into  a  number  of  lessons.  The  class  sessions  will  be  run  according  to   the  following  lesson  plans.   Resources  required  for  class  sessions:     • 1  x  Trainer   • Laptop  or  Desktop  computer   • Internet  connection   • Projector  &  screen   • Suitable  training  location   • Training  Guide   • Access  to  Social  Media  platforms   unblocked   Learning  strategy:     • Demonstrate  the  skill   • Explain  the  knowledge   • Allow  time  for  trainee  to  practice   and  provide  mentoring     At  the  beginning  of  each  classroom  session     • Introduce  yourself  to  the  group  and  briefly  tell  them  about  your  background  and   experiences.   • Conduct  any  OHS  briefings  as  appropriate.  (Toilets,  First  Aid  Kit,  Exits,  Evacuation   assembly  point.)   • Participants  should  be  welcomed  appropriately,  asked  to  share  name,  organization   and  current  level  of  experience/understanding  with  social  media.    
  8. 8. Copyright Caroline Milligan And Scott Reuter 2012 5 • All  lessons  offer  the  flexibility  for  training  staff  to  present  a  wide  range  of  experience   to  the  students,  including  case  studies  as  example  of  how  these  methods  have  been   used  by  VOST.  The  trainer,  rather  than  controlling  branching  towards  outcomes   desired  for  topic  specific  learning  points,  should  respond  appropriately  to  the   performance  of  the  students.  For  example  if  their  use  of  social  media  platforms  are   good,  allow  them  to  positively  affect  the  branching  of  the  lesson  appropriately.     • IMPORTANT  NOTE:  All  session  times  are  indicative  only  and  will  be  adjusted  or   paused  at  the  discretion  of  the  organisers.     Module  One  -­‐  FEMA  IS-­‐042  Social  Media  in  Emergency   Management     This  module  is  self-­‐paced  and  accessed  online.    It  must  be  completed  before  attending  the   class  sessions.    The  assessment  will  be  conducted  during  the  class  sessions  on  paper  as  we   cannot  access  the  FEMA  online  assessment,  this  should  only  take  about  20  minutes.   The  address  to  access  this  module  is  :  http://emilms.fema.gov/is42/index.htm     The  training  is  divided  into  five  lessons:   1. Introduction     2. The  Business  Case  for  Using  Social   Media  for  Emergency  Management   3. Better  Practices  in  Social  Media  Use   for  Emergency  Management  from  the   Field     4. Your  Turn  to  Put  Social  Media  into   Action   5. Course  Review   For  the  purpose  of  NZ  VOST  training,  this  assessment  is  used  as  a  tool  to  gauge  your  current   level  of  knowledge  and  enthuse  further  training.          
  9. 9. Copyright Caroline Milligan And Scott Reuter 2012 6   Module  Two  -­‐  Introduction  to  VOST     This  module  is  the  first  class  based  session.    The  session  provides  students  with  context  for   the  VOST  they  have  expressed  interest  in  being  part  of,  and  solidifies  the  VOST  concept.    A   case  study  is  used  as  an  example  to  provide  further  context  and  relate  the  trainer’s   experiences  to  the  class.  Students  are  introduced  to  some  of  the  basic  tools  used  for   monitoring  and  searching  social  media.   This  session  is  intended  to  engage  and  enthuse  students  in  the  VOST  concept  allowing  them   to  make  an  informed  decision  whether  this  is  an  activity  they  would  like  to  pursue.         Lesson  One  -­‐  Introduction  to  VOST   Learning  Points   Students  will  understand   • What  a  VOST  is   • The  potential  value  a  VOST  can  add  to  an  emergency  response     Explain   Slideshow  presentation  (VOST  –  The  Basics)     20min   Summary  /  Conclusion   Refreshment  /  Comfort  break   20  mins         Lesson  Two  -­‐  Recent  Case  Studies   Learning  Points   Trainer  will  engage  participants  with  discussion  offering   examples  of  recent  VOST  activations  including  functions,   relationships,  actions  and  incident  outcomes.  The  intent   is  to  take  the  next  step  from  previous  input  about  what   a  VOST  can  do  and  solidify  its  capabilities  through   operational  examples.   Demonstrate   Trainer  to  lead  group  discussion  on  recent  case  studies  on  VOST  activations  .   20min   Summary  /  Conclusion   Evidence  of  value  to  EM  organisation,  and  communities  impacted  by  the  crisis.   5min   Wildfire
  10. 10. Copyright Caroline Milligan And Scott Reuter 2012 7   Lesson  Three  -­‐  Recent  Case  Studies   Learning  Points   Trainer  will  engage  participants  with  discussion  offering   examples  of  recent  Crisismapping  activations  including   functions,  relationships,  actions  and  incident  outcomes.   The  intent  is  to  take  the  next  step  from  previous  input   about  what  a  VOST  can  do  and  solidify  its  capabilities   through  operational  examples.   Demonstrate   Trainer  to  lead  group  discussion  on  recent  case  studies  on  activations  .   10min   Summary  /  Conclusion   Evidence  of  value  to  EM  organisation,  and  communities  impacted  by  the  crisis.   5min   Lesson  Four  -­‐  IS  -­‐  042  Social  Media  in  Emergency  Management     Learning  Points   At  the  completion  of  the  FEMA  course,  participants  will  be  able  to:     • Explain  why  social  media  is  important  for  emergency  management   • Describe  the  major  functions  and  features  of  common  social  media  sites  currently   used  in  emergency  management   • Describe  the  opportunities  and  challenges  of  using  social  media  applications  during   the  5  phases  of  emergency  management   • Describe  better  practices  for  using  social  media  applications  during  the  5  phases  of   emergency  management   • Describe  the  process  for  building  the  capabilities  and  to  sustain  the  use  of  social   media  in  an  emergency  management.     Examination   • Participants  will  be  provided  with  a  sheet  of  paper  to  answer  the   questions.   • Trainer  will  collect  answer  sheets  and  mark  accordingly  before  next   course  session.   30min   Summary  /  Conclusion   Debrief     20  mins      
  11. 11. Copyright Caroline Milligan And Scott Reuter 2012 8   Module  Three  -­‐  Basic  Social  Media   Lesson  One  -­‐  Basic  Social  Media  Search  Tools   Learning  Points   Students  will  understand  the  importance  of  Twitter  for  VOST:   • How  to  follow  people  and  conversations  on  Twitter   • Making  Use  of  Twitter  Lists  to  Listen  to  the  public,  news  media   and  public  safety  agencies   • Ways  to  search,  research  &  monitor  topics  on  Twitter   • How  to  share  information  and  identify  topics   • Understand  Twitter  protocols   Demonstrate   Trainer  to  demonstrate  Twitter  regarding:   • How  to  follow  people  and  conversations  on  Twitter   • Making  use  of  Twitter  lists  to  listen  to  the  public,  news  media  and  public   safety  agencies   • Ways  to  search,  research  &  monitor  topics  on  Twitter   • How  to  share  information  and  identify  topics   • Twitter  protocols   20min   Explain   • Scenarios  are  wide  ranging.   • Questions.   5min   Practice     • Trainees  will  be  asked  to  evidence  proficiency  in  the  above  Twitter   competencies,  followed  by  debrief.     • Repeat  time  permitting.   20min   Summary  /  Conclusion   Q  &  A   5min        
  12. 12. Copyright Caroline Milligan And Scott Reuter 2012 9   Lesson  Two  -­‐  Advanced  Search     Learning  Points   Students  will  understand  advanced  search  and   aggregation  tools  that  are  useful  for  a  VOST  operation   • The  trainee  will  be  able  to  independently  perform   the  following  functions:   o Using  Google  advanced  search   o Setting  up  a  Geosearch     o Setting  up  a  Meltwater  -­‐  IceRocket  search   Demonstrate   Trainer  to  demonstrate  search  regarding:   • Using  Google  search   • Setting  up  a  Geosearch     • Setting  up  a  Meltwater  -­‐  IceRocket  search   20min   Explain   • Scenarios  are  wide  ranging.   • Questions.   10min   Practice   • Trainees  will  be  asked  to  evidence  proficiency  in  the  above  search   competencies,  followed  by  debrief.     • Repeat  time  permitting.   30min   Summary  /  Conclusion     Q  &  A   10min    
  13. 13. Copyright Caroline Milligan And Scott Reuter 2012 10   Module  Three  Continued  -­‐  The  Back  Channels   This  module  follows  on  from  the  introduction  where  students  were  exposed  to  the  basics  of   VOST,  searching  and  gathering  information  from  social  media.  The  emphasis  is  on  the  tools   used  to  coordinate  the  VOST  while  active,  how  information  is  shared  within  the  VOST,  and   how  information  is  communicated  back  to  the  EOC  that  is  being  supported.   Lesson  Three  -­‐  What  is  the  Back  Channel   Learning  Points   Students  will  understand  the  various  requirements  for  back  channel  communication  and   coordination.   Explain   • Scenarios  are  wide  ranging.   • Questions.   5min   Summary  /  Conclusion   Q  &  A   5min       Lesson  Four  -­‐  The  Workbook  (MRH  see  reference  page  20)   Learning  Points   Students  will  have  a  high  level  understanding  of:   • Checking  in  and  out   • Updating  the  ICS  204  /  or  equivalent   • Adding  content  to  the  activity  log   • Identify  what  is  required  in  key  website/  resource  list     • Add  content  to  search  results.     • Identify  what  is  likely  to  require  escalation  to  PIO/PIM   • Adding  content  to  parking  lot   Demonstrate   Trainer  to  demonstrate  the  use  of  the  WorkBook  (MRH)  regarding:   • Checking  in  and  out   • Updating  the  ICS  204  /  or  equivalent   • Adding  content  to  the  activity  log   • Identify  what  is  required  in  key  website/  resource  list     • Add  content  to  search  results.     • Identify  what  is  likely  to  require  escalation  to  PIO/PIM   • Adding  content  to  parking  lot   15min  
  14. 14. Copyright Caroline Milligan And Scott Reuter 2012 11 Explain   • Scenarios  are  wide  ranging.     • Workbook   • Trainee  will  have  the  opportunity  to  ask  any  questions  related  to  the   WorkBook  component.   • Questions.   5min   Practice   Using  NZ  VOST  Google  doc.   15min   Summary  /  Conclusion   Q  &  A   5min     Lesson  Five  -­‐  VOST  Protocols   Learning  Points   Students  will  understand     • Identify  and  understand  trends   • Verify  the  source  -­‐  cross  reference  with  social  media  data  (including  the  feasibility  of   speaking  directly  to  the  source)   • Integrity  check  the  source  –  social  media  history   • Use  tools  to  examine  images  posted  on  social  media   • Crowdsourced  verification     • Protocols  re  communicating  the  level  of  verification  the  information  has  received.     Demonstrate   Trainer  to  demonstrate  techniques  to  verify  information  regarding:   • Identify  and  understand  trends   • Verify  the  source  -­‐  cross  reference  with  social  media  data  (incl  the   feasibility  of  speaking  directly  to  the  source)   • Integrity  check  the  source  –  social  media  history   • Use  tools  to  examine  images  posted  on  social  media   • Crowdsourced  verification     • Protocols  re  communicating  the  level  of  verification  the  information  has   received.   10min   Explain   • Scenarios  are  wide  ranging.   • Questions.   5min   Practice   Example  will  be  demonstrated  using  a  randomly  selected  twitter  post.     15min   Summary  /  Conclusion   Q  &  A   5min  
  15. 15. Copyright Caroline Milligan And Scott Reuter 2012 12   Lesson  Six  -­‐  Using  Skype   Learning  Points   Students  will  understand  how  Skype  is  used  by  a  VOST  during  an   operation   • Instant  messaging  (IM)   • Groups  and  chatrooms   • Joining  and  sharing  groups…   Demonstrate   Trainer  to  demonstrate  using  Skype   5min   Explain   • Scenarios  are  wide  ranging.   • Questions.   5min   Practice   • Instant  message  a  participant     • Create  a  new  conversation  (room)   • Adding  members  to  the  room   15min   Summary  /  Conclusion   Q  &  A   5min      
  16. 16. Copyright Caroline Milligan And Scott Reuter 2012 13   Lesson  Seven  -­‐  Google  Docs     (attendees  will  require  a  gmail  account)   Learning  Points   Students  will  understand  the  basic  functionality  of  Google  docs   • Logging  into  Google  docs  /  drive   • Opening  a  shared  document   • Sharing  a  document   • Editing  a  spread  sheet   Demonstrate   Trainer  will  demonstrate  creating  a  new  report.   Trainer  will  share  the  report  with  members  of  the  class.   Trainer  will  edit  a  spread  sheet.     5min   Explain   • Scenarios  are  wide  ranging.   • Questions.   5min   Practice   • Participants  will  create  a  Google  doc,  and  share  with  members  of  the   class.   • Participants  will  share  document  via  email,  and  by  sharing  a  link   enabling  the  document  to  be  publicly  viewable    to  others.   10min   Summary  /  Conclusion   Q  &  A   2min    
  17. 17. Copyright Caroline Milligan And Scott Reuter 2012 14   Module  Four  -­‐  The  Public  Facing   This  module  concludes  the  training  programme.    Students  are  exposed  to  the  curation  tools   that  are  used  to  release  information  back  out  to  the  public.    Students  then  participate  in  a   simulatory  exercise  which  can  be  used  to  gauge  their  competency,  and  if  appropriate,  be   assessed  as  a  VOST  member.   Lesson  One  -­‐  Curation  methods   Learning  Points   Students  will  understand  the  purpose  of  the  public  facing  platforms,  and  the  protocols   around  what  to  share.   Case  Study   20  mins   Explain   • Scenarios  are  wide  ranging.   • Questions.   20  mins   Summary  /  Conclusion   5  mins     Lesson  Two  -­‐  Wordpress   Learning  Points   Students  will  understand  how  to:   • Create  a  new  post   • Add  text  content  to  WordPress   • Add  images  to  WordPress   • Add  video  to  WordPress   • Publish  new  posts   Demonstrate   Trainer  to  demonstrate  the  use  of  WordPress  regarding:   • Create  a  new  post   • Add  text  content  to  WordPress   • Add  images  to  WordPress   • Add  video  to  WordPress   • Publish  new  posts   20  mins   Explain   • Case  Study     • Questions   10  mins   Summary  /  Conclusion   Q  &  A   5  mins  
  18. 18. Copyright Caroline Milligan And Scott Reuter 2012 15   Lesson  Three  -­‐  Facebook   Learning  Points   Students  will  understand  how  to:   • Create  a  Facebook  page   • Post  content   Demonstrate   Trainer  to  demonstrate   20  mins   Explain   • Scenarios  are  wide  ranging.   • Questions.   10min   Practice   • Trainer  will  demonstrate  updating  a  post  including  a  link  on  to  Facebook.   • Trainer  will  demonstrate  posting  a  photo  to  Facebook.   • Participants  will  be  given  the  password  to  a  demonstration  Facebook   Page  and  will  all  be  tasked  to  update  the  page  with  a  post.     • Participants  will  add  the  subject,  date,  and  their  initials  to  the  post.   10  mins   Summary  /  Conclusion   Q  &  A   5  mins        
  19. 19. Copyright Caroline Milligan And Scott Reuter 2012 16   Lesson  Four  -­‐  Storify  &  Pinterest     Learning  Points   Students  will  understand  how  to:   • Create  a  Pinterest  Board   • Create  a  Storify     • Add  content  to  Pinterest   • Search  for  content  using  Storify   • Publish  content  using  Pinterest  and  Storify   Demonstrate   Trainer  to  demonstrate  using  Pinterest  and  Storify   20  mins   Explain   • Scenarios  are  wide  ranging.   • Questions.   20  mins   Practice   • Trainer  will  demonstrate  updating  a  Pinterest  board  and  pinning   content.     • Participants  will  be  given  the  password  to  a  demonstration  Pinterest  Site   and  will  all  be  tasked  to  update  the  content  on  a  specific  topic.     • Participants  will  add  the  subject,  date,  and  their  initials  to  the  content.     10  mins   Summary  /  Conclusion   Q  &  A     5  mins        
  20. 20. Copyright Caroline Milligan And Scott Reuter 2012 17   Lesson  Five  -­‐  Assessment  exercise   Assessment  criteria   At  this  stage  give  details  of  assessment  scenario  to  participants.     Please  develop  your  own  simulation  that  suits  your  requirements.  Ideal  content  should   include:   1. Train  for  reality  using  gamification  to  avoid  the  possibility  that  social  networks  may   believe  the  exercise  to  be  real.   2. Always  ensure  participants  use  the  words  EXERCISE  within  pushed  content   3. Try  to  make  the  simulation  topical  and  relevant     4. Should  be  pitched  at  the  appropriate  level  for  the  audience  on  that  day.     Explain   • The  instructor  will  take  on  the  role  of  PIO  for  this  simulated  incident  and   explain  to  the  class  what  is  required  of  them.   • The  scenario  should  provide  an  opportunity  for  the  participants  to   evidence  their  ability  to  ,  join  a  Skype  room  and  interact  with  other   participants  via  backchannel,  set  up  a  Facebook  page,  a  twitter  account,   a  Pinterest,  and  Storify  account,  a  wordpress  site,  a  workbook  and  be   able  to  search  for  new  information  via  the  internet.   • Questions.   10min   Exercise   Gamification:  TBD   • Participants  will  be  given  a  briefing  which  will  be  projected  on  the  screen   at  all  times  during  the  exercise.   • The  trainer  will  remain  in  the  role  of  the  PIO  for  the  duration  of  the   exercise,  and  will  not  assist  participants  with  completing  the  task   objectives.   • Participants  must  use  the  tools  we  have  covered  during  the  NZ  VOST   training  sessions  to  successfully  complete  this  mission.  A  Team  Leader   will  be  available  to  provide  direction,  leadership  and  mentoring.   30  mins   Exercise  debrief   Q  &  A  for  AAR   10min      
  21. 21. Copyright Caroline Milligan And Scott Reuter 2012 18     Glossary  -­‐  VOST  and  Social  Media  Terminology     Activation A  period  of  time  during  which  a  VOST  operates.  Activation  begins  when  a  VOST  is  officially   activated  by  a  decision  that  is  taken  by  the  agency  liaison  and  the  team  lead,  or  if  pre-­‐ arranged  (agreements  in  place),  a  VOST  may  self-­‐activate.  The  activation  goes  on  until   officially  deactivated.     Chat  Room Many  services/applications  are  available  that  allow  ongoing  text  conversations  in  "rooms"   that  can  be  set  up  for  specific  topics  or  groups.     Platforms,  such  as  Skype,  allow  for  voice  or  video  calling  and  group  conferencing,  file  sharing   and  screen  sharing.     Crisis  Mapping   Through  Information  collection,  visualization  and  interactive  mapping  ‘Crisis  mapping’  is  a   dynamic  and  open  way  to  visualize  and  report  on  crisis  and  disasters.   #  -­‐  Hashtag Any  word  or  abbreviation  on  twitter  prefaced  by  the  "#"  (referred  to  as  a  pound  or  number   sign)  sign.  The  hashtag  makes  it  possible  to  search  all  tweets  of  interest  to  which  other   twitter  users  have  included  a  hashtag  created  for  discussion  or  information  sharing  in   regards  to  a  specific  topic  or  event.   Incident  Command  System   ICS  -­‐  “Incident  Command  System”  (also  see  NIMS)  in  the  USA     or       The  Coordinated  Incident  Management  System  (CIMS)  in  New  Zealand   Social  Media  Platform An  internet-­‐based  service  with  which  users  agree  to  Interact  for  purposes  of  social   interaction,  with  varying  types  of  functionality  and  services.     Twitter,  Facebook,  GooglePlus,  Flickr  and  Pinterest  are  all  examples  of  social  media   platforms.  
  22. 22. Copyright Caroline Milligan And Scott Reuter 2012 19     Public  Information  Manager  (PIM)  or  Public  Information  Officer  (PIO)   Public  Information  Manager  /  Officer  (may  be  same  contact  as  “Agency  Liaison”  or  may  be   different)    The  person  attached  to  a  specific  agency  or  organisation  or  Incident  Management   Team  who  is  tasked  with  the  public  communications  function.   #SMEM "Social  Media  in  Emergency  Management"  hashtag  and  group  of  practitioners.   VOST  Leader  /  Administrator The  person  -­‐  or  persons  if  there  are  team  leader  alternates  -­‐  responsible  for  team  activation   and  actions  taken  by  the  team.  The  VOST  Team  Leader  works  closely  with  the  Agency   Liaison  to  build  and  develop  the  VOST  team,  set  policy,  activation  protocols  and  procedures,   recruit  team  members  and  operate  the  VOST  team  in  all  phases  of  and  outside  of   activations.        
  23. 23. Copyright Caroline Milligan And Scott Reuter 2012 20   References   • FEMA  :  http://emilms.fema.gov/is42/index.htm   • Workbook:  Marlita  Reddy-­‐Hjelmfelt    http://about.me/TheRedElm   • VOST  The  Basics  Slideshare:  http://www.slideshare.net/CMilliganNZ  VOST/vost-­‐ presentation-­‐basics   • Lesson  Plans  :  ©  C  Milligan  2012   • ThinkDisaster.com  (a  blog  by  @sct_r)   • The  Social  Media  in  an  Emergency:  A  Best  Practice  Guide  (WREMO)      
  24. 24. Copyright Caroline Milligan And Scott Reuter 2012 21   Appendix   The  VOST  Instance  Cycle   Disaster  occurs  (or  a  training  event  selected)   o VOST  members  gather  in  pre-­‐designated  meeting  place  using  predetermined   methods  -­‐  Our  team  uses  Skype,  twitter  DMs  (direct  messages)  or  in  an   emergency,  text  messages   o in  the  case  of  an  exercise,  this  may  be  known  about  and  planned  in  advance,   or  it  may  be  an  impromptu  exercise.     Decision  to  activate,  team  commitment   o VOST  leader  and  members  discuss  need  for  deployment,  team  availability   o often  a  VOST  deployment  is  requested,  or  may  be  offered  if  members  see   need  (MOUs  would  be  helpful  here)   o decision  to  activate  made     Set  tasks,  priorities,  schedule,  tools/platforms   o VOST  leader  uses  modified  ICS  204  document  template  to  describe  incident   and  assignment,  define  tasks   o VOST  members  fill  in  availability  -­‐  collaborative  ICS  204  doc,  review  incident,   goals  and  tasks,  discuss  via  backchannel  chat.       VOST  operational;  coordinate,  perform  and  log  completed  tasks   o Active  monitoring  of  social  media  and  internet  for  pertinent  data,  responding   via  all  platforms  as  appropriate,  coordinating  efforts/tasks  via  backchannel   chat  –  saving  and  sharing  of  data  as  needed  to  blog,  social  media  platforms,   curation  site,  crisis  maps,  archive,  etc…     VOST  expands/contracts  according  to  ICS  (or  equivalent)  principles   o Be  prepared  to  call  for  assistance  from  more  #SMEM  volunteers  or  other   VOSTs  as  needed  so  as  not  to  be  overwhelmed     Deactivation,  discussion,  documentation,  AAR   o After  instance  is  completed,  continue  backchannel  discussion,  discuss  what   worked  &  what  didn’t,  document  and  report,  share  with  the  #SMEM  and   #VOST  community  so  that  others  can  learn  from  it.     VOST  exercises  between  activations  to  stay  current  on  tools  and  social  media  platforms.     Note:  Please  PLAN  AHEAD  FOR  RECOVERY:  In  all  planning,  data  collection  and  social  media   work,  consider  both  immediate  disaster  needs  and  those  of  the  long-­‐term  recovery  phase.   Be  prepared  to  coordinate  efforts  and  share  data  with  recovery  groups  as  early  as  possible   to  improve  the  quality  and  speed  of  the  recovery.  
  25. 25. Copyright Caroline Milligan And Scott Reuter 2012 22 Additional  useful  links   These  links  are  provided  for  your  convenience  to  provide  further  information.  They  do  not   signify  that  we  endorse  the  website(s).  We  have  no  responsibility  for  the  content  of  the   linked  website(s).       o Twitter  :  The  Basics   o https://support.twitter.com/groups/31-­‐twitter-­‐basics#     o Facebook  :  The  Basics   o http://mashable.com/guidebook/facebook/     o WordPress  (Video)   o http://www.youtube.com/watch?v=q9b0jzcq0C4     o Pinterest  :  Step-­‐By-­‐Step  Guide   o http://www.mymagneticblog.com/step-­‐by-­‐step-­‐pinterest-­‐guide/     o Storify  :  Step-­‐By-­‐Step  Guide   o http://storify.com/tour     o Skype   o https://support.skype.com/en/user-­‐guides     o Google  Docs   o http://www.youtube.com/watch?v=lMqdex3KDQM     Summary:   This  training  document  has  been  designed  to  meet  specific  requirments  of  WREMO,  with   regards  to  content,  and  timings  and  is  not  intended  to  encapsulate  or  represent  the   requirements  to  train  participants  in  all  areas  of  social  media  use  for  emergency   management.     Terms of Use NZ  VOST  Training  Guide  by  Caroline  Milligan  and  Scott  Reuter  is  licensed  under  a  Creative   Commons  Attribution-­‐NonCommercial-­‐NoDerivs  3.0  Unported  License.   Based  on  a  work  at  http://www.smem.co.nz/training-­‐2/.  

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