TACTICS MEETING

Overview: The Tactics Meeting creates the blueprint for tactical deployment during the next operational period and provides an opportunity for incident management personnel to fine-tune objectives, outline recommended strategies, and propose work assignments.  The relatively informal meeting, which is typically regarded as the most critical meeting in the ICS planning process, is focused on development of a workable tactical plan that meets Unified Command’s objectives.

Schedule: The Tactics Meeting is typically scheduled during the late morning/early afternoon hours (in a 24-hour operational period), following the Command & General Staff Meeting and prior to the Planning Meeting.

Attendees: Attendees for the Tactics Meeting potentially include the following:

  • Safety Officer (SOFR).

  • Operations Section Chief (OSC).

  • Planning Section Chief (PSC).

  • Situation Unit Leader (SITL).

  • Resources Unit Leader (RESL).

  • Documentation Unit Leader (DOCL).

  • Environmental Unit Leader (ENVL).

  • Logistics Section Chief (LSC).

Facilitator: Planning Section Chief (PSC).

Duration: Approximately 30 minutes.

Room Layout: The recommended room layout and seating arrangement for the Tactics Meeting is illustrated below:

RECOMMENDED AGENDA

1. Planning Section Chief (PSC): Bring the meeting to order, by stating “Good morning/afternoon. It’s [time and date] and I’d like to call the Tactics Meeting to order.”
2. Planning Section Chief (PSC): Conduct roll call for the various ICS positions/functions listed below:
Roll Call
  • Safety Officer (SOFR).
  • Operations Section Chief (OSC).
  • Planning Section Chief (PSC).
  • Situation Unit Leader (SITL).
  • Resources Unit Leader (RESL).
  • Documentation Unit Leader (DOCL).
  • Environmental Unit Leader (ENVL).
  • Logistics Section Chief (LSC).
3. Planning Section Chief (PSC): Announce ground rules, as follows:
Example Ground Rules
  • Silence all electronic devices.
  • Respect the meeting agenda.
  • Be mindful of time.
  • Presenters front and center.
  • Limit interruptions and side conversations.
  • Table discussions unrelated to the meeting.
4. Planning Section Chief (PSC): Briefly review the agenda, noting the purpose of the meeting is to provide an opportunity for incident management personnel to fine-tune objectives, outline recommended strategies, and propose work assignments.
Agenda Overview
  • Update the Situation Map, Incident Status Summary (ICS-209), spill plume trajectories, weather forecast, etc.
  • Update the resources spreadsheet.
  • Review/edit Resources at Risk Summary (ICS-232).
  • Finalize Work Analysis Matrix (ICS-234).
  • Prepare a draft version of Operational Planning Worksheet (ICS-215).
  • Maintain Open Action Tracker (ICS-233).
  • Review/amend the Incident Organization Chart (ICS-207) to ensure appropriate Operations Section staffing.
5. Planning Section Chief (PSC): Confirm the Documentation Unit is taking meeting minutes and tracking action items that could potentially arise during the meeting, using Meeting Summary (ICS-231) and Open Action Tracker (ICS-233), respectively.
6. Situation Unit Leader (SITL): Provide a brief (less than 3-minute) synopsis of the current and projected incident situation. Highlight recent progress and accomplishments. Review the weather forecast. Use the Situation Map and Incident Status Summary (ICS-209) as references.
7. Planning Section Chief (PSC): Review incident objectives for the next operational period, as documented on ICS-202.
8. Operations Section Chief (OSC): Consider potential strategies and tactics for each “operational” objective, while simultaneously filling out Work Analysis Matrix (ICS-234).
9. Operations Section Chief (OSC): Prepare (or revise) a draft version of Operational Planning Worksheet (ICS-215). Address proposed work assignments, resource needs/commitments, reporting times/locations, logistical/financial constraints, contingencies, support facilities (Staging Areas), etc. for the next operational period.
10. Operations Section Chief (OSC): Update the Operations Section organization chart. Illustrate how span-of-control will be maintained through the establishment of Branches, Groups, and Divisions.
11. Planning Section Chief (PSC): Validate connectivity of tactics and “operational” objectives.
12. Resources Unit Leader (RESL): Assess resource needs. Communicate gaps in resources available versus resources required. Identify any surplus resources potentially ready for demobilization.
13. Safety Officer (SOFR): Evaluate potential critical safety issues, hazards, and risks associated with proposed strategies and tactics; hence propose recommended safety controls and mitigations. Complete IAP Safety Analysis (ICS-215a) as part of the evaluation.
14. Environmental Unit Leader (ENVL): Identify potential environmental issues associated with proposed strategies and tactics. Confirm whether any necessary permits or approvals have been secured.
15. Logistics Section Chief (LSC): Discuss/resolve any logistical issues relating to supply, staffing, communications, food, sanitation, transportation, security, medical, etc.
16. Planning Section Chief (PSC): Validate responsibility for any open actions and/or functional tasks, by reviewing Open Action Tracker (ICS-233).
17. Planning Section Chief (PSC): Adjourn meeting.

FEMA TRAINING VIDEO

The YouTube video above, produced by FEMA, depicts a simulated Tactics Meeting.