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Description
The Czech Red Cross is an organization with nationwide scope, where during emergencies it uses a large number of volunteers from different areas, with different knowledge and abilities, to perform various tasks in dealing with emergencies. However, they often use different tools of communication and information sharing, which they have been used to for years, in different areas. There are many software tools for communication and human resource management. We want to bring the best practices of using these tools to the field of non-profit organizations and teach volunteers how to use them in real situations when dealing with different crisis scenarios. A working group of volunteers and crisis management workers of the Czech Red Cross in the South Bohemian Region will be formed. They will examine current and previous practice to analyze the software tools used. During a field exercise for volunteers, they will verify their knowledge of the tools used, including the HUT application developed by CČK. The target group is mainly CČK volunteers (commanders of CČK humanitarian units and their members) and crisis workers of CČK regional associations in the South Bohemian Region. There are 7 regional associations within the South Bohemian Region, approximately 5 people from each will participate. We therefore expect at least 35 actively involved volunteers and workers who will actively participate in the project at this stage. The outputs of the project (set processes, methodological procedures) will, however, be used by other volunteers in further work, the total number will increase with the transfer and improvement of know-how. We want to teach volunteers and crisis workers to communicate more effectively, to pass on information, to better manage activities during emergency situations. We want to teach them to use suitable and available digital tools, taking into account the activity for which they are needed.
Summary of project results
The Czech Red Cross is an organization with nationwide scope, where during emergencies it uses a large number of volunteers from different areas, with different knowledge and abilities, to perform various tasks in dealing with emergencies. However, they often use different tools of communication and information sharing, which they have been used to for years, in different areas. Some don''t want to use the news, some are afraid of it, others just don''t know about it.
Workers and volunteers want to be involved in solving emergencies, but poorly chosen tools of communication, information sharing or coordination of human resources needlessly reduce the effectiveness of aid. If communication and coordination does not work ideally, the willingness of volunteers to help decreases, and the reputation of the NGO deteriorates.
With the project, we want to move towards greater and greater professionalization of the management of emergency assistance.
A1 Working groups - The first meeting took place according to plan, 14 participants from 3 regional associations of the CRK took part. Together, under the guidance of an IT specialist, they performed an analysis of the group ware used so far and practically tried out various tools. The humanitarian aid coordinator from the cooperating NGO ADRA also took part in the meeting.
A2 Field event - A total of 38 participants from 8 regional associations of the CRK took part, including 10 leaders (directors of the CRK local branches, HJ commanders, crisis workers, etc.). In a simulated flood situation, they learned monitoring, management of crisis staff and management of field teams using applications and other tools. At the end of the event, an evaluation took place and the findings were then processed into an output.
A3 Evaluation meeting - The final meeting was attended by 14 participants from 3 regional associations. The subject of the meeting was the consultation of the procedures and the reminder of the brief methodology (this was to divide the extraordinary event in terms of time and name the tools that are appropriate/verified at the given moment and situation + their advantages and disadvantages (what about the activation phase, convening, the intervention itself - management and work in the crisis team - the possibilities in individual OSes, the number of people in the team, established habits, technical possibilities,...) are also reflected.
More effective internal communication – leaders and volunteers started working more with WhatsApp groups and use them even after the project activities have ended for further communication and management of activities. During the field action, the crisis staff also learned to evaluate what kind of communication is necessary, suitable and possible at a given moment (a total internet outage was simulated and the staff had to coordinate teams with the help of radios.
Simplify sharing - successfully launched Google workspace for the applicant organization, using user accounts for leaders, with a link to shared data from the main association.
Use of IT tools – all participants in the field event (i.e. practical exercise) mastered the basics of working with the HUT application, learned to better use commonly available applications (e.g. connecting the coordinates sent by the HUT application for finding points in the field with the mapy.cz application, where volunteers then determined the most efficient routes of progress themselves). Representatives of the organizing organization then completed the Commander HJ course focused again on the work of the crisis staff using other applications (GINA, 3W, Slack).
Sharing of procedures and experiences across associations in the republic - it was possible to include the topic in a nationwide meeting in the format of the so-called Discussion Fridays, when the project and the IT solution used (HUT application) were presented at the meeting in Ostrava. Other options and procedures were discussed with experts from other OSes. The joint field event also helped bring the volunteers closer together, establishing personal contacts and opening up for further future cooperation between districts and regions.