You must have come across this question of “which of the following best describes the operational period briefing?” Although it is considered a simple question, and many people find it frequently in the FEMA exams, no one knows how to respond. Many opinions and discussions are available, but they all are missing one thing. Clarity.
The utmost goal of an operational briefing is to guarantee that all parties involved have an identical understanding of a specific topic, enabling them to collaborate toward a shared objective. It may seem simple, but it has many aspects that need to be explored to get to the core.
We’ll also go through the operating period briefing in greater detail so you understand what it is and how it operates. We hope that at the end of this post, you will have gained extensive knowledge that will help you advance in your professional and academic lives. So, let’s get started!
What Exactly Is Operational Period Briefing?
The operational briefing is a meeting that gets all team members around to discuss all operational plans for future missions.
The goal of this meeting is to ensure that everyone on the team is aware of what is going on, where it is going, and when it is going to happen. It also aids in the formation of an accurate depiction of your company’s goals. It establishes clear priorities, allowing you to work towards them at any time over a procedure or project life cycle (PLC).
They bring the one thing that is needed the most in a project: clarity. Every member can also voice their opinions and let others know about the potential advantages and disadvantages they will get in the entire process. This is why it is of utmost importance and serves as a good between the organizations and team members.
We have given you a general answer to your question, “Which of the following best describes operational briefing.” Now let us move forward and discuss them in detail.
What Is the Main Purpose of Operational Period Briefing?
Following are the main purposes of this letting. We have listed them below for your ease:
- It is to discuss all the business plans for the upcoming projects and to reach a main point.
- The roles and responsibilities are distributed among the members.
- A risk assessment plan comes into action and is discussed in detail to avoid any mishap or accident.
- Timelines for each task set are laid openly so that everybody understands what must be done, who will do it, and what supplies will be needed on site. This also includes any documentation needs that may require permission from other divisions before the start of work.
These are the main roles that are discussed in the meeting and serve a greater purpose during the work. It streamlines the work and helps you get on the right track.
Who Can Attend Operational Period Briefing?
It is a meeting that the project managers organize, and members can also take part in it. It allows everyone participating in the project to understand how their job will be done in the coming term so that they may prepare appropriately.
The following people can take part in the meeting:
- The CEO
- The employees that are working
- The board members of the company
- The government agencies that look out for the business
The decisions of all these members are considered, and they reach a plan that is approved by all of them.
What Things Are Covered In This Meeting?
In this meeting, there are certain things that need to be covered.
What is your company’s long-term vision? This is a crucial aspect of the meeting and should be thoroughly addressed. It will give you a new direction and help you see the shortcomings and the big picture clearly.
What strategic or operational changes will be required to realize your vision? If a strategy shift is in the works, it should be mentioned here if a new product or service has been introduced and will necessitate certain modifications. This should also be included in this meeting.
It is an open meeting where you place everything on the table and take suggestions on how to improve it. It is an excellent way to engage and get the viewpoints of others.
How do these modifications fit in with current objectives and priorities? It is critical that everyone grasp how these changes will affect the company’s present targets and objectives to see how they may affect them.
Other important questions that should be raised and discussed are:
- How much will it take to complete the project?
- How will everyone handle their responsibilities?
- How much time do they need to complete the project?
- What are the goals for this project?
All of these things should be discussed in detail for a clear picture of things.
4 Factors That Facilitate Open Period Briefing
There are certain factors that come together to make a successful meeting. Some of them are discussed below for your ease:
You should be prepared to present the important documents at the meeting. The project managers and team members are responsible for coming prepared and discussing everything in their minds. It will help them come up with a plan that is reasonable and beneficial.
Otherwise, other parties won’t be able to understand your objectives, and it can lead to unresolved issues.
2. Clear Communication
Effective communication is critical for every job. The manager should let their teammates know what type of communication channels they will be using on the field and how they should prepare for the response. These things are necessary to discuss before moving on to the actual work.
The OPB should be conducted at the start of every operational term. Holding a meeting on time assures that all participants are informed of any changes to the incident scenario and any new goals, plans, and strategies for the future. It will help them prepare for it in a short time.
During the OPB, the manager or representative must be adaptable and able to adjust to changing situations as needed. This usually takes the shape of adjusting the meeting’s agenda or handling unanticipated problems or worries that occur during the meeting. You need to consider everyone if you want to emerge as a strong team.
Challenges In Operational Briefing
The walk is not as smooth as you may think it is. There are certain challenges that you will face during this meeting. You have to recognize them if you want a clear solution. Let’s take a look at some of them.
1. Flow of Information
During the OPB, there may be a lot of material to express, and it can be difficult to provide it in an easy-to-understand way. It can lead to misunderstandings between the members.
Handling the information concisely is necessary so everyone can grasp it quickly. This is a huge responsibility, and it needs to be taken seriously. Otherwise, there will be some consequences.
2. Limited Time
The OPB is usually held at the start of each operational period, and there may not be enough time to present all necessary information to participants. This is why effective communication channels should be in place to deal with this problem.
3. Language Barrier
If there are people from different backgrounds in an organization, you can face a language barrier problem. It is necessary that you come up with a plan that everyone can understand and use language that is understandable to all.
You should also leave room for further discussion in case someone doesn’t understand your ideas clearly. It is better to explain again than to dive into the wrong work strategy.
Disagreements are bound to happen in any case. Many people have different ideas on a single project, which can lead to conflict. The manager should be wise and experienced enough to handle the situation. You can also reach a middle ground and try to consider ideas that will bring positive results.
5. Lack of Engagement
During the meeting, there can be a lack of engagement. There are scenarios that you may not get any idea or input from the participants. It is crucial that you plan the meeting so that everyone can engage and share their views.
Otherwise, it can lead to miscommunication and can ruin a project.
The management must be prepared to tackle these issues in the best way possible. You should have a plan in place for these issues. It is necessary to solve these problems so that the project can run smoothly and without any hassle. You need to deal with issues sensibly.
These meetings are essential and should be taken seriously. Many people have this question, “Which of the following best describes the operational briefing” but there is no clear answer to this query. These meetings are necessary as they can help your project advance and deal with it efficiently. But we have discussed it in detail for your ease. Make sure you read the article. It will help you a lot in your professional life.
Frequently Asked Questions (FAQs)
Q: How long does this meeting last?
A: The length of an operating period briefing might vary based on the task’s intricacy and scope. An OPB normally continues for between 30 minutes and one hour. In some situations, however, the briefing may need to be extended to ensure that all pertinent information is presented and understood by participants.
Q: Who facilitates or starts this meeting?
A: The operating period briefer is typically the team manager. This individual is in charge of evaluating and developing an operational period briefing. It describes the company’s goals and objectives. He or she works closely with the leadership team to ensure the plan is efficiently implemented.
Q: How can the manager handle all the problems?A: The manager should know the strengths and shortcomings of the people in the project. He or she should devise a plan that can engage everyone on board and open barriers to communication. If people are communicating, the manager can handle all the problems effectively.