Slide 1 Developing and Promoting Mitigation Best Practices and Case Studies Communication Strategy Slide 2 Principle Practice: Effective mitigation is at the heart of success in better protecting lives and property from the adverse impacts of disaster Slide 3 Why Document Mitigation Best Practices? Motivate by example Instill public confidence Give hope Encourage community to practice mitigation Support economic development Demonstrate value for the dollar Provide opportunities for positive media coverage NOTES: * Clear & concise documentation is often times the best way to communicate success * Provides an opportunity to change the way disasters impact us nationwide. * Presents ideas of what can be done before disaster strikes Slide 4 FEMA Communication Strategy September 2004 NOTES: For mitigation to be effective we have to do three things: 1. Do the projects, either privately funded or grant funded 2. Document the efforts 3. Promote what has been done 4. Demonstrate cost avoidance or cost benefit Slide 5 Purpose Develop and Promote Mitigation Best Practices and Case Studies Increase public awareness of effective mitigation strategies Compel communities, individuals and businesses to take action NOTES: * Provides formalized process for capturing and promoting mitigation stories. * Documentation of success is a good vehicle for public education efforts * Demonstration of effective mitigation practices provides a good motivator. Slide 6 Benefits Better protect lives and property by sharing and promoting effective mitigation techniques Enhance national portfolio of "how-to" information Build internal/external partnerships Provide framework for communication efforts NOTES: * Reduces emotional and physical effects of victims * Reduces cost and re-building * Reduces repetitive loss * Promotes disaster resistance and sustainability Slide 7 Best Practices Tell a story Generally use a human-interest approach Document a variety of mitigation methods that have resulted in reducing impacts from natural and man-made disasters. NOTES: * Human interest stories are personal and easy for citizens to identify with. * Multi-hazard approach * Demonstrate a variety of effective mitigation methods Slide 8 Case Studies Provide a greater in-depth, technical and/or statistical look at some of these same effective mitigation practices NOTES: * Usually contain cost benefit of project or potential projects * Broader in scope, i.e., in depth acquisition projects or elevations Slide 9 Strategy Initiative - Mitigation, Public Affairs, Recovery * Multi-Hazard * Utilizes Disaster Field Office Federal and State Resources * Augments non-disaster process NOTES: * Joint effort of program areas provides additional resources for developing Best Practices and Case Studies Slide 10 Strategy Formalizes process of documenting mitigation Provides objectives, criteria, key messages, delivery plan, resources, Standard Operating Procedures Education component for federal/state staff NOTES: * WeĠre all on the same page! * Facilitates incorporating the FCO/SCO operational priorities * Provides clear direction for process Slide 11 Standard Operating Procedures Mitigation, Public Affairs Joint MT/PAO Best Practices Team Provides step-by-step guidance of tasks Slide 12 CD-ROM Toolkit Provides essentials for developing and promoting Mitigation Best Practices and Case Studies CD Content: _ Communication Strategy _ _ Operational Procedures _ * "Telling the Tale of Disaster Resistance ..." guidebook * Informational tools and materials * Sample PowerPoint¨ presentations NOTES: * User friendly information * Facilitates orientation of staff to Communication Strategy * Furthers the understanding of the importance of documentation Slide 13 How Strategy Works Begins in pre-declaration stage Information gathering about mitigation efforts Form Best Practices Team * Mitigation * Public Affairs * State counterparts NOTES: * Step-by-step flow charts Slide 14 Pre-Declaration Includes the period that precedes a presidential disaster declaration and encompasses activities that occur in a Regional Office, at the site of a disaster event, in a Regional Operations Center and/or in an Interim Operating Facility These activities also include those that occur in non-disaster environment. NOTES: * Refer to charts in the Communication Strategy document Slide 15 How Strategy Works Story Leads identified Transition to disaster field operation Documentation efforts begin * Interviews * Photos * Site visits NOTES: * Step-by-step flow charts * Sample forms are easy to use and adapt if necessary * Team establishes leads based on all input: data collection, guidance from state counterparts * BE THOROUGH! Use samples and forms as reminders Slide 16 Declaration Includes the period following a presidential disaster declaration, and encompasses activities that occur in a Regional Office, at the site of a disaster event, in a Regional Operations Center and/or in an Interim Operating Facility to and through operation of a Disaster Field Office. NOTES: * Refer to charts in Communication Strategy document. Slide 17 Declaration (continued) NOTES: * Continuation of chart in Communication Strategy document Slide 18 How Strategy Works Choose Best Practices based on research Write drafts Submit for technical review Slide 19 Technical Review Must comply with FEMA technical guidance and recommendations or private-sector consensus standardsMust be reviewed and cleared by a technical expert from the Technical Services Branch Cannot showcase or otherwise overtly promote an individual private business Slide 20 How Strategy Works Establishes process for developing and promoting mitigation best practices Includes key mitigation messages Provides guidance for creating, producing and promoting final products and best practices Post Disaster Field Office - Transition to Regional Office NOTES: * Provides consistency Slide 21 Post-Declaration Includes the period following the closure of a Disaster Field Office as activities transition back to a Regional Office and to the state. NOTES: * Refer to flowcharts in Communication Strategy document Slide 22 Building a Best Practice Three Fundamental Elements: * Identify Action * Determine Impact * Measure Benefit NOTES: * Who * What * When * Where * How * Why Slide 23 Identifying Mitigation Actions Public Infrastructure Residences Businesses Environment Insurance Codes and Ordinances Emergency Operations Plans Public-private partnerships that foster disaster resistance NOTES: * Mitigation actions may also be referenced as structural or non-structural. * Structural would be mitigation such as elevation, seismic retrofitting, hurricane clips, defensible space, etc. * Non-structural would be legislation, code development or enforcement, educational programs, etc. Slide 24 Determining Impact Injury or death Structural damage Failure of critical facilities or infrastructure Repetitive loss Financial losses - citizens, businesses, government Loss of jobs/tax revenues NOTES: * How did impact of past or present event motivate action? * What was the result of past mitigation action? Slide 25 Measuring Benefit Fewer injuries and deaths Less damage to homes and businesses Reduced costs - emergency protective measures Continued operation of critical facilities Preservation of historic structures NOTES: * Include benefit cost as often as possible. * Costs avoided are also acceptable. * Intangible benefits or costs such as reduced emotional stress is an important factor. * Other cost benefits to consider are cost of displaced families, job losses, increased transportation costs Slide 26 Story Leads Guides to a specific story vs. generic type of action Provides basic information needed to pursue a story Discover from key people or places that could be involved in disaster-resistance projects Notes: * Obtain as much information as possible * Essential to have correct contact information, i.e., spelling of name and location, phone numbers, business name, job title if appropriate, etc. * Inform your contact that you may be contacting him/her for clarification or additional information. Slide 27 Story Considerations Consider objective, audience, message Show a measurable benefit A "face" A unique theme Strong visual support Interest to the audience Lessons Learned NOTES: * What do you see in this photo? * Elevation * Happiness * Security * Etc. Slide 28 Key Steps Story development Technical Review Approval Process Finalize Promote NOTES: * Each step essential and must be followed. Slide 29 Getting the Word Out Key Messages Promotional Products Community Outreach 25 Ways to Promote NOTES: * Explore all avenues to distribute the final product. * Be prepared to "sell" or "market" your product. Slide 30 Best Practices: will be promoted by Mitigation and Public Affairs Office staff in partnership with local, state and private sector partners. will be included in a national, accessible portfolio of Mitigation Best Practices and Case Studies that appeals to a variety of audiences. Best Practices and Case Studies webpage: www.fema.gov/fima/bp.shtm NOTES: Reviewing the existing Best Practices on the FEMA/FIMA website provides good ideas for identifying mitigation best practices and formatting a story. Slide 31 Developing and Promoting Mitigation Best Practices and Case Studies Communication Strategy Communication Strategy NOTES: * Questions? * Thank You