How run an effective tabletop exercise
Are you wondering how your agency would respond in challenging situations?
Effective Tabletop Exercises
Updated January 2024 - Mitigation Journal original post-February 20, 2006
Do you remember Hurricane Pam? Despite having dumped 20 inches of rain with sustained winds of 120 mph and causing a storm surge that crumbled levees in New Orleans, virtually no one remembers Hurricane Pam despite the unfortunate fact that Pam resembles Hurricane Katrina. How about the Dark Winter of 2002? That Dark Winter resulted in over three million cases of smallpox and caused at least one million deaths as the disease spread around the globe.
Suppose you’ve wondered how your agency would respond under the most challenging situations. In that case, a tabletop exercise (TTX) is for you!
Chances are you’ve never heard of either of these disasters. You haven’t heard of them because they never happened. Hurricane Pam and Dark Winter were tabletop exercises to promote emergency and disaster preparedness.
Suppose you’ve wondered how your agency would respond under the most challenging situations, with new leadership, working with a recently written or updated response plan. In that case, a tabletop exercise (TTX) is for you!
A tabletop exercise simulates an emergency in an informal, stress-free environment. The participants can be either people on a decision-making level, veterans of the organization, or new members who gather around a table to discuss general problems and procedures in an emergency. A good tabletop exercise puts the focus on training and familiarization with roles, processes, and responsibilities. No plan or tools? No problem! A TTX is also a great way to build a response plan based on input from the exercise. It can be accomplished with essential preparation (just like a lesson plan) and without special equipment.
The tabletop is a discussion guided by a facilitator (or sometimes two facilitators who share responsibilities). Its purpose is to solve problems as a group.
In many respects, a tabletop exercise is like a problem-solving or brainstorming session where problems are tackled one at a time and talked through without stress.
Problems and Messages
A tabletop is not tightly structured, so problem statements can be handled in various ways. The facilitator or controller directs the flow of the TTX by adjusting time frames and messages. As often referred to, messages or injects are statements used by the facilitator to simulate an event within the scenario, add a problem or situation, or put the TTX back on track as needed. Most messages or injects are created in advance and built on the exercise scenario itself.
If you spend all the time on one big problem, maintain interest among players, and reach a consensus, then the tabletop is a success!
Tabletop exercises usually aim to resolve problems or make plans as a group. That means going after real solutions, not superficialities.
The facilitator can verbally present general problems, and the group then discusses one at a time with the opportunity to address the issues managed by individuals in the group. Written detailed events (problems) and related discussion questions can be given to individuals to answer from the perspective of their organization and role and then discussed in the group.
Another approach is to deliver pre-scripted messages to players. The facilitator presents them, one at a time, to individual participants. The group then discusses the issues raised by the message, using the EOP or other operating plan for guidance. The group determines what, if any, additional information is needed and requests that information. They may take some action if appropriate.
Occasionally, players receiving messages handle them individually, deciding for the organization they represent. Players then work together, seeking out information and coordinating decisions.
Some facilitators like to combine approaches, beginning the exercise with general problems directed to key individuals and then passing out messages one at a time to the other players.
Group Problem Solving
Tabletop exercises usually aim to resolve problems or make plans as a group. That means going after real solutions, not superficialities.
Some facilitators must avoid moving too fast through the scenario, believing they must meet all the objectives and get through all the messages. However, that is only a good approach if everything gets settled.
Remember: If you spend all the time on one big problem, maintain interest among players, and reach a consensus, then the tabletop is a success! Push the players past superficial solutions. A few carefully chosen, open-ended questions can keep the discussion going to its logical conclusion.
Designing a TTX is Simple!
There are eight simple steps you can use to design a TTX:
Assess your needs
Define the scope
Write a statement of purpose
Define TTX objectives
Compose a narrative
Write significant and detailed messages
List expected actions
Prepare messages
Applying the Design Steps
The Narrative
The tabletop narrative is sometimes short. It is nearly always given to the players in print, as well as on TV or radio. When the purpose of the tabletop is to discuss general responses, the narrative can be presented in parts, with a discussion of problems after each part.
Events
The events should be closely related to the objectives of the exercise. Most tabletop exercises require only a few major or detailed events, which can easily be turned into problem statements.
Expected actions
A list of actions helps develop problem statements and messages. Being clear about what you want people to do is always important. However, in a tabletop, the “expected action” will sometimes be a discussion that will eventually result in consensus or ideas for change.
Messages
A tabletop can succeed with just a few carefully written messages or problem statements. As always, messages should be closely tied to objectives and planned to allow all participants to participate.
The messages might relate to a significant problem (almost like an announcement of a major event) or a more minor problem, depending on the purpose of the exercise. Usually, they are directed to a single person or organization, although others may be invited to join in the discussion.