CIM PROCEDURE

When you receive a call about an incident:

• Write everything down. Do not try to remember!

• Ask the caller to speak slowly so that you can take proper notes. Tell them that you will be going through a short list of questions to make sure all the key info is captured.

• Ask these questions (5Ws):

  • Who exactly is involved (both IFRC staff and others)? Get full names and spelling if needed.

  • What happened? What actions have you taken? What are the extent of the injuries?

  • Where did it happen?

  • When did it happen? When was the exact time of the incident, and what time did the caller know about the incident?

  • Why did it happen? This might not be known, but it does not hurt to ask.

• Agree on a time to speak again (preferably within next 30 min) and tell them to monitor their phone in case you need to contact them sooner.

• Determine if anyone is at immediate risk. If needed, take action to protect life, prevent further harm and get assistance to the injured.

• If necessary, collect more formation to assess the scope of the problem. Sometimes, making one or two extra calls will help you better assess the scope of the problem and determine “is this a critical incident or one that could evolve into one?”. Don’t spend too much time assessing the situation before moving on to the next step (informing the GSU).

• Call the Global Security Unit (GSU) in Geneva to inform them and provide the initial incident details (5W collected in steps 1 and 2).

• The GSU will help you decide whether to activate your CIMT. If in doubt, always activate the CIMT.

• Alert the CIMT members (who should be listed in your CIM plan) and tell them to be on standby for CIMT meeting. Ask them to confirm that they received the message.

• Start a log to record new information and actions/decisions taken.

• Prepare the CIM meeting room (if applicable)

The meeting should be short and effective. See tips here.

The TL should use the CIM meeting agenda and ensure that each member speaks in turn.

The standard agenda steps are:

1. Initial Instructions. Explain the agenda and meeting rules (especially in the first meeting and when new members join)

2. Situation Update. Go around the table to see if anyone has new info on the situation.

3. Action Update. Go around the table to get an update to confirm if they have completed their assigned tasks.

4. Next Actions. Go around the table and ask each member what they thing the team should do next.

5. Decision and Tasking (clearly assign tasks to each member. Do not overload them with tasks. )

6. Final Instructions . Set time of next meeting, remind people to log their tasks once completed, etc.

• Work on Assigned Tasks: The Team members should work on their assigned tasks and put other tasks aside. Once they have completed their tasks, they should updated the action log. Any information they receive (from persons outside the CIMT) should be logged into the information log.

• Communicate Up: After each meeting, the TL should call the GSU and the Regional Director to update them on the situation and action plan.

• Communicate Internally: After each meeting, new external communication messages should be drafted and issued (after review by TL and relevant managers). Establish regular and frequent updates so that employees, affected personnel, etc get info and are not forced to seek you (or others) to get the information they want.

• Communicate Externally: After each meeting, the communications rep (or the person appointed) should update the messaging for external stakeholders (which must be approved by the TL before disseminating). Establish regular and frequent updates so that key stakeholder get the info they want and are not forced to contact you (or obtain it from others sources).