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#VirtualVOAD
at the National VOAD conference
2014
Virtual Operations
Support Teams:
a great example of how VOADs can
utilize virtual teams can operate in
disasters
• VOST teams have been operating for +3 years
• tested on wildfires, floods, tornadoes, earthquakes & more
• concept has g...
Importance of having both local
AND non-local team members
Local team members have strong location & cultural knowledge, y...
VOST Instance Cycle
Concept
What happens when we activate?
Set up incident
base and gather
team
Set up incident
base and gather
team
Set up incident
w...
crowdsourcing
listen – identify needs/trends – build tools to help
HelpHelp
OOOOOOO
OOOOOOOOOOOOOO
OOOOOOO
Coor
d-
inate
C...
What is a VOST?
•Trusted agents organized and directed by Emergency
Management agency or disaster organization.
•VOST will...
How can VOST assist EM Agencies?
Tasked
•Information finding
•Spot Trends
•Information dissemination
Autonomous
•Monitorin...
Workflow
SkypeSkype Work
book
Work
book
Incident docs &
records are in
shared workbook
Ongoing text
chat is in the
VOST “w...
virtualvirtual
workroomworkroom
(chat)(chat)
website/blogwebsite/blog
monitoring/search:monitoring/search:
blogblog
facebo...
Workflow
SkypeSkype Work
book
Work
book
Incident docs &
records are in
shared workbook
Ongoing text
chat is in the
VOST “w...
• Log in to your Skype account and connect
with team lead on Skype (reuter.scott)
• I’ll accept invitation to connect & in...
the skype chat work room
the team workbook
in google docs
• You need a free google account for this
part of the exercise. If you don’t have a
googl...
read the ICS 204 tab
key websites & resources tab:
save active/relevant accounts here
enter when you can help
on the availability tab
run searches from the
websites & resources tab
hashtag searches
shared tweetdeck account for
twitter monitoring
twitterfall monitoring
facebook page
social mention search
(blogs, facebook, twitter)
social mention search
crowdmap
• Add your disaster locations worked to the
sample crowdmap
• Ask others to add disaster locations worked
rowfeeder hashtag tracking
google forms:
VOAD coordination reports
google forms:
VOAD coordination reports
google forms:
VOAD coordination reports
agencies/organizations who are now using
virtual teams to assist with social media
efforts during disasters
• Red Cross Di...
Red Cross DigiDOC (Digital Operations Center)
FEMA social media efforts
First Virtual NVOAD effort
for Hurricane Sandy
•(note: Slide to be altered for final version)
- Small virtual team support...
other virtual teams:
humanity road
humanity road
humanity road
humanity road
getting comms back
up quickly:
•ITDRC
•Cisco TacOps
•DisasterTech Lab
ITDRC
Cisco TacOps
Let’s continue this work after the
conference!
• on the #VirtualVOAD hashtag
• in the Virtual VOAD skype room
• at virtual...
thanks!
Thanks to those who’ve volunteered their valuable time, skills and knowledge to
help put this effort together, and...
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Virtual VOAD: Creating and Operating Virtual Social Media Teams for VOADs

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VirtualVOAD session description:

Social Media operation, monitoring and use during disasters can be overwhelming. No one person can manage social media alone during a disaster. It’s best to have a geographically widespread virtual team ready to assist each other, providing mutual assistance and surge support during disasters when needed.

This interactive workshop will demonstrate how virtual social media teams have been set up and operated before, with real examples of tools, platforms and techniques.

The group will do an exercise to learn to set up and operate a virtual social media effort/exercise during the NVOAD conference. Course participants will be asked to connect up via social media prior to the conference so that they can be involved in exercise setup.

Worshop participants should come to this course knowing social media basics, and should already understand basic concepts regarding how facebook and twitter are used during disasters.

Published in: Social Media, Technology, Business
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Virtual VOAD: Creating and Operating Virtual Social Media Teams for VOADs

  1. 1. #VirtualVOAD at the National VOAD conference 2014
  2. 2. Virtual Operations Support Teams: a great example of how VOADs can utilize virtual teams can operate in disasters
  3. 3. • VOST teams have been operating for +3 years • tested on wildfires, floods, tornadoes, earthquakes & more • concept has grown from U.S. to Canada, New Zealand, France, Spain, Australia, U.K. and more • virtual teams used successfully by Oregon VOAD in 2012 & National VOAD during Hurricane Sandy, Colorado floods by COVOST, midwest tornadoes by OKVOST • can be very helpful for disaster recovery coordination
  4. 4. Importance of having both local AND non-local team members Local team members have strong location & cultural knowledge, yet in times of disaster, team nonlocal members often needed & called upon to assist.
  5. 5. VOST Instance Cycle Concept
  6. 6. What happens when we activate? Set up incident base and gather team Set up incident base and gather team Set up incident workbook Set up incident workbook Set mission tasks Set mission tasks Monitor & Report Monitor & Report Set up and/or maintain incident specific sites Set up and/or maintain incident specific sites AmplifyAmplify
  7. 7. crowdsourcing listen – identify needs/trends – build tools to help HelpHelp OOOOOOO OOOOOOOOOOOOOO OOOOOOO Coor d- inate Coor d- inate OOOOOOO OOOOOOOOOOOOOO OOOOOOO ListenListen OOOOOOO OOOOOOOOOOOOOO OOOOOOO
  8. 8. What is a VOST? •Trusted agents organized and directed by Emergency Management agency or disaster organization. •VOST will help expand the EM’s ability to engage with the public before, during emergencies, and as part of the recovery phase. Engaged Community Resources
  9. 9. How can VOST assist EM Agencies? Tasked •Information finding •Spot Trends •Information dissemination Autonomous •Monitoring public voice •Amplifying official message • Monitor • Curate • Amplify
  10. 10. Workflow SkypeSkype Work book Work book Incident docs & records are in shared workbook Ongoing text chat is in the VOST “work room” OOOOOOO OOOOOOOOOOOOOO OOOOOOO OOOOOOO OOOOOOOOOOOOOO OOOOOOO Work book Work book All major actions tracked & logged in workbook OOOOOOOO OOOOOOOOOOOOOO OOOOOO Searc h tools Searc h tools Search for helpful info on social media & net OOOOOOOO OOOOOOOOOOOOOO OOOOOO SkypeSkype Communicate, collaborate, coordinate OOOOOOOO OOOOOOOOOOOOOO OOOOOO Info action Info action Info used according to mission OOOOOOOO OOOOOOOOOOOOOO OOOOOO
  11. 11. virtualvirtual workroomworkroom (chat)(chat) website/blogwebsite/blog monitoring/search:monitoring/search: blogblog facebookfacebook pinterest/flickrpinterest/flickr crowdmapcrowdmap google form/sheetgoogle form/sheet twittertwitter rumors/misinformarumors/misinforma tiontion actionable postsactionable posts sharedshared workbookworkbook (google(google sheet)sheet) sentiment analysissentiment analysis keyword/geosearcheskeyword/geosearches twitter liststwitter lists socialmention.comsocialmention.com analyticsanalytics youtubeyoutube !! team lead(s)team lead(s) org. leaderorg. leader team activated!team activated! (text/call)(text/call) incide nt! backchannel tools/resources:backchannel tools/resources: public-facing sites:public-facing sites: message amplification:message amplification: aar/aar/ archivingarchiving
  12. 12. Workflow SkypeSkype Work book Work book Incident docs & records are in shared workbook Ongoing text chat is in the VOST “work room” OOOOOOO OOOOOOOOOOOOOO OOOOOOO OOOOOOO OOOOOOOOOOOOOO OOOOOOO Work book Work book All major actions tracked & logged in workbook OOOOOOOO OOOOOOOOOOOOOO OOOOOO Searc h tools Searc h tools Search for helpful info on social media & net OOOOOOOO OOOOOOOOOOOOOO OOOOOO SkypeSkype Communicate, collaborate, coordinate OOOOOOOO OOOOOOOOOOOOOO OOOOOO Info action Info action Info used according to mission OOOOOOOO OOOOOOOOOOOOOO OOOOOO
  13. 13. • Log in to your Skype account and connect with team lead on Skype (reuter.scott) • I’ll accept invitation to connect & invite you to the Virtual Voad Skype room • Skype isn’t the only place you can operate a virtual team , but it’s reliable, works on most devices and used by majority of VOST teams, and we’ll use it today.)
  14. 14. the skype chat work room
  15. 15. the team workbook in google docs • You need a free google account for this part of the exercise. If you don’t have a google account, go get one at google.com • Share your google account info in the Skype room so that we can invite you to the shared team workbook, which is a shared google spreadsheet with all team resources
  16. 16. read the ICS 204 tab
  17. 17. key websites & resources tab: save active/relevant accounts here
  18. 18. enter when you can help on the availability tab
  19. 19. run searches from the websites & resources tab
  20. 20. hashtag searches
  21. 21. shared tweetdeck account for twitter monitoring
  22. 22. twitterfall monitoring
  23. 23. facebook page
  24. 24. social mention search (blogs, facebook, twitter)
  25. 25. social mention search
  26. 26. crowdmap • Add your disaster locations worked to the sample crowdmap • Ask others to add disaster locations worked
  27. 27. rowfeeder hashtag tracking
  28. 28. google forms: VOAD coordination reports
  29. 29. google forms: VOAD coordination reports
  30. 30. google forms: VOAD coordination reports
  31. 31. agencies/organizations who are now using virtual teams to assist with social media efforts during disasters • Red Cross DigiDOC (Digital Operations Center) • FEMA External Affairs Cadre now utilizes “Digital Communications Specialists” (DCSPs) • Some National Forest Service PIOs have been working with VOST for 3 years on wildfires • New Zealand VOST, Canada VOST, Australia
  32. 32. Red Cross DigiDOC (Digital Operations Center)
  33. 33. FEMA social media efforts
  34. 34. First Virtual NVOAD effort for Hurricane Sandy •(note: Slide to be altered for final version) - Small virtual team supported National VOAD social media accounts -monitoring, responding to questions & comments, -reporting to NVOAD staff
  35. 35. other virtual teams: humanity road
  36. 36. humanity road
  37. 37. humanity road
  38. 38. humanity road
  39. 39. getting comms back up quickly: •ITDRC •Cisco TacOps •DisasterTech Lab
  40. 40. ITDRC
  41. 41. Cisco TacOps
  42. 42. Let’s continue this work after the conference! • on the #VirtualVOAD hashtag • in the Virtual VOAD skype room • at virtualvoad.wordpress.com • on facebook.com/VirtualVOAD We can team up to help each other in disasters
  43. 43. thanks! Thanks to those who’ve volunteered their valuable time, skills and knowledge to help put this effort together, and whose material I’ve drawn from or borrowed: Especially: Caroline Milligan of NZVOST Marlita Reddy-Hjelmfelt of PNWVOST Jeff Phillips of VOST Cheryl Bledsoe of CRESA and VOST - Brian Dailey - Tim Howson - Neil Cox, ReadyVOST - Daniel Eshuis - Sara-Jayne Terp - Pascal Schuback – Kyle Nelson - Joanna Lane, VOSG.us - John Wilson, Alabama VOAD - Eric Frank, CRESA and CRESA VOST - Kuulei Funn, Church World Service - - Charlie Heflin, Patoka Fire Dept., #SMEM - Scott Huffman – Lloyd Colston, OKVOST – Jeff Phillips, Los Ranchos EM & many VOSTs If I missed thanking you for your help and input my apologies – thanks so much for all who have helped. Scott Reuter ( @sct_r )

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