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2016 GWC Attendance Lists Templates.zip

2016 GWC Meeting Minutes Templates.zip

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2016 tools & examples

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Aspects related to Information Management and new technologies are diverse the effective management of information underpin multiple coordination functions, and are increasingly diverse and accessible in modern emergencies, ranging from surveys to mapping. In this section a sample of useful tools ranging from survey tools (e.g. to gather structured info from partners; etc) to business card templates are presented that can be be used on a an ad hoc basis:

Meeting minutes and attendance sheet
See Coordination meetings section
Online Survey Tools
Information collection from partners for specific exercises (e.g. capacity mapping) or ad hoc requests is often best undertaken with a simple, user-friendly online survey tool. For such surveys, it is best to make them as quantitative as possible, avoiding lengthy qualitative analysis. see the Free Online Survey Tools for a list of survey tools recommended by the GWC.
Digital Team Communications

There is increasingly internet connectivity during disasters and there are a number of tools that are very useful to stay in contact with the Cluster coordination team or partners; such as Skype, WhatsApp, Slack, Vyber, etc. Try and keep communication to a mínimum and share key information only.
Skype groups around coordination and/or IM can easily be created; It is essential to set the scope and purpose of the group beforehand and in consultation with partners.
Project Management
The GWC Project Management Tools lists a number of software packages that can help manage the overall WASH coordination ‘project’, though those described are packages available within UNICEF as the CLA. Depending on the length and size of the response, it may be worth investing in a PM tool, however, this is a decision to be taken carefully as it can consume alot of time to maintain.
Business Cards
Business card templates are very useful but can be hard to source/print at the start and during emergencies. The GWC Business cards templates enable the IMO/CC to easily print out their contact details on paper and distribute at meetings without the costs involved in professional printing.
Offline Maps
It can be very useful to download and store high resolution maps on a phone/tablet before arriving in an emergency situation where there may be no internet connectivity. There are a number of useful apps which enable the download and storage of maps, which means there is no cost to access maps on the road.
Note that a phone/tablet GPS will still work with offline maps (identifying the location on the map) making offline mapping very useful in emergency situations.
Translation Services

During emergencies it may be necessary to create IEC material or other publications in local languages and dialects. Translating personnel can be hired locally or via an organisation such as Translators Without Borders. Assess translation needs: is a technical translation needed or will hiring local translators fulfill the needs at the time?

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Roll out other IM tools as required

Meeting minutes and attendance sheet	See Coordination meetings section
Online Survey Tools	Information collection from partners for specific exercises (e.g. capacity mapping) or ad hoc requests is often best undertaken with a simple, user-friendly online survey tool. For such surveys, it is best to make them as quantitative as possible, avoiding lengthy qualitative analysis. see the Free Online Survey Tools for a list of survey tools recommended by the GWC.
Digital Team Communications	There is increasingly internet connectivity during disasters and there are a number of tools that are very useful to stay in contact with the Cluster coordination team or partners; such as Skype, WhatsApp, Slack, Vyber, etc. Try and keep communication to a mínimum and share key information only. Skype groups around coordination and/or IM can easily be created; It is essential to set the scope and purpose of the group beforehand and in consultation with partners.
Project Management	The GWC Project Management Tools lists a number of software packages that can help manage the overall WASH coordination ‘project’, though those described are packages available within UNICEF as the CLA. Depending on the length and size of the response, it may be worth investing in a PM tool, however, this is a decision to be taken carefully as it can consume alot of time to maintain.
Business Cards	Business card templates are very useful but can be hard to source/print at the start and during emergencies. The GWC Business cards templates enable the IMO/CC to easily print out their contact details on paper and distribute at meetings without the costs involved in professional printing.
Offline Maps	It can be very useful to download and store high resolution maps on a phone/tablet before arriving in an emergency situation where there may be no internet connectivity. There are a number of useful apps which enable the download and storage of maps, which means there is no cost to access maps on the road. Note that a phone/tablet GPS will still work with offline maps (identifying the location on the map) making offline mapping very useful in emergency situations.
Translation Services	During emergencies it may be necessary to create IEC material or other publications in local languages and dialects. Translating personnel can be hired locally or via an organisation such as Translators Without Borders. Assess translation needs: is a technical translation needed or will hiring local translators fulfill the needs at the time?