Planning group
Forming a planning group or as the Emergency Risk Management Applications Guide refers to it, 'an emergency risk management committee' (EMA, 2000) is an integral part of establishing the context of your risk assessment project. From hereon in I will use the term 'planning group' to refer to the emergency risk management committee or emergency planning committee or planning committee.
A planning group is essential to the development of appropriate risk assessments and emergency plans, and in this section we explain why this is so. How you go about selecting the people appropriate for your planning group and how you can construct a good working relationship with them is also explained.
The need for a planning group
Why do you need a planning group? Why not develop your risk assessment and resulting emergency management plan by yourself?
I believe there are a number of very good reasons for using a planning group to develop your hazard analysis.
Firstly , you need to gain rapid access to a lot of diverse information. It is possible to gather this information through correspondence and telephone calls, but this method will take time. Assembling the people who can provide information together will make information gathering more efficient.
Secondly, no one is expert in everything and you will need the input of subject experts. If you ignore your local subject experts you could turn them into the most strident critics of your hazard analysis.
Lastly, if you wish your hazard analysis to be taken seriously, then you need to gain the commitment of all the relevant players. An effective means of gaining this commitment is through allowing people to contribute to the aim and objectives of your hazard analysis, and working together to produce the end result.
Planning group selection
So how do you select a planning group?
Firstly, see if one already exists ! If your risk assessment is of an organisation, industry or building, there may well be a group of people in existence who are responsible for safety, crisis or emergency management. If your risk assessment concerns a geographic area, there is likely to be a group of people established under legislation for emergency management purposes. If such a group exists, then it may ideal for the purposes of preparing a risk assessment because it may already have:
- the appropriate authority;
- appropriate representation;
- an efficient reporting system;
- sufficient expertise.
If you do discover an existing group that can be used for your purposes, you will need to assess its suitability using the above four criteria, as well as referring to your project definition. Any shortcomings in the planning group will need to be addressed.
The membership, individual roles, responsibilities and expertise of your planning group members should be shown in both of your assignments as it adds to the credibility of your work. It is also essential that an appropriate chairperson of the planning group be selected. Generally you should not take up this position. Your position within the planning group should be as executive officer. You are the mortar that keeps the individual bricks of the planning group together. You will do a lot of the "leg work" relating to the risk assessment. Therefore selecting a suitable chairperson who provides leadership and authority is very important in these early stages.
It may be necessary, even when an existing planning group is used, to call on the assistance of consultants who aren't members of the group. These consultants should also be listed in the Major Project Report.
