Which General Staff Member Prepares Incident Action Plans?
Ever found yourself staring at a blank Incident Action Plan (IAP) during a drill, wondering who’s actually supposed to write it? It’s a common confusion, especially when teams are new to the Incident Command System (ICS). The answer isn’t as simple as “the commander does it.” It depends on the size, complexity, and phase of the incident. Let’s break it down Simple as that..
What Is an Incident Action Plan?
An Incident Action Plan is the roadmap that guides everyone on what to do during a specific time period—usually a 24‑hour shift. Think of it as the daily playbook: objectives, tactics, resources, safety considerations, and communication protocols. In practice, it’s a living document that gets updated as the situation changes Took long enough..
Where It Fits in the Incident Command System
ICS is built around a hierarchy of roles: Incident Commander (IC), Command Staff (Public Information Officer, Safety Officer, Liaison Officer), and Operations, Planning, Logistics, Finance/Administration sections. Day to day, the IAP sits at the heart of the Planning Section’s output. It’s the bridge between strategy and execution.
Why It Matters / Why People Care
You might ask, “Why bother with a separate plan when we’re just going to react on the fly?” Because a well‑crafted IAP turns chaos into coordinated action. It:
- Reduces confusion – Everyone knows what to do and when.
- Improves safety – The Safety Officer’s concerns are baked in.
- Ensures accountability – Tasks are assigned to specific units.
- Facilitates communication – The Public Information Officer can share clear updates.
When teams skip the IAP or let it slip into a haphazard draft, the result is missed resources, duplicated efforts, and, worst of all, increased risk to responders and the public.
How It Works (or How to Do It)
The Role of the Planning Section
The Planning Section is the engine that churns out the IAP. It’s usually staffed by:
- Planning Officer – Leads the drafting process.
- Information Officer – Provides the latest maps, weather, and situational data.
- Section Chiefs – Supply input from Operations, Logistics, etc.
The Planning Officer is the primary writer, but the section functions as a collaborative workshop The details matter here..
Step‑by‑Step Drafting Process
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Collect Intelligence
Gather the latest incident status, threat assessment, and resource inventory. This is the “what’s happening” snapshot. -
Set Objectives
Define clear, measurable goals for the shift. To give you an idea, “Contain the wildfire within 10 miles of the highway.” -
Develop Tactics
Outline how objectives will be achieved. Who does what? Where? When? -
Assign Resources
Match units to tasks. Include equipment, personnel, and budget lines No workaround needed.. -
Integrate Safety & Environmental Concerns
The Safety Officer flags hazards; the plan incorporates mitigations. -
Review & Revise
The IC and Command Staff give the green light. Adjust for any new information. -
Distribute
Share the final IAP with all sections and relevant agencies.
The Incident Commander’s Oversight
While the Planning Section drafts, the IC reviews the plan for alignment with overall strategy. That said, the IC’s signature is the final approval. In smaller incidents, the IC might directly write the IAP, but that’s rare in larger operations where the Planning Section’s expertise is indispensable.
Not obvious, but once you see it — you'll see it everywhere.
Common Mistakes / What Most People Get Wrong
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Assuming the Incident Commander writes it
The IC’s job is to set the vision, not to get bogged down in drafting details. Let the Planning Section handle the heavy lifting And that's really what it comes down to. Turns out it matters.. -
Skipping the Safety Officer’s input
Safety is often overlooked until it’s too late. The Safety Officer should be part of the drafting loop from day one. -
Treating the IAP as a static document
Incidents evolve. A good IAP is reviewed and updated at least every shift or whenever a significant change occurs Simple as that.. -
Overloading the plan with jargon
The IAP needs to be readable by everyone on the ground. Keep language clear and concise And it works.. -
Neglecting the public information angle
The IAP should include a brief section on communications—what messages will be released and to whom.
Practical Tips / What Actually Works
- Use a template – Start with a standardized IAP format. It saves time and keeps critical elements in place.
- Assign a “draft” role – Designate one person in the Planning Section to compile inputs before the Planning Officer edits.
- Set a tight deadline – Aim to have the first draft ready within the first two hours of the incident. The IC’s approval should follow within the next hour.
- use technology – Digital forms and cloud storage mean updates can be shared instantly, reducing paper clutter.
- Conduct a quick briefing – Once the IAP is approved, hold a brief “walkthrough” with all section chiefs to confirm understanding.
- Plan for the unexpected – Include contingency actions for “worst‑case” scenarios, even if they’re unlikely.
FAQ
Q: Who signs off on the Incident Action Plan?
A: The Incident Commander. The Planning Section drafts it, but the IC’s approval is final Most people skip this — try not to..
Q: Can the Planning Officer write the IAP on their own?
A: They can draft it, but they should collaborate with information, safety, and section chiefs to ensure completeness.
Q: Is the IAP required for every incident?
A: Yes. Even small incidents benefit from a clear plan. It’s a core component of the Incident Command System.
Q: How often should the IAP be updated?
A: At least every shift, or sooner if new information changes the operational picture Simple, but easy to overlook..
Q: What if the Incident Commander is unavailable?
A: The Deputy Incident Commander or the Planning Officer can sign off temporarily, but the plan should still reflect the IC’s overall strategy.
Closing
So, who prepares the Incident Action Plan? Worth adding: when you get that process right, the rest of the incident runs smoother, safer, and more efficiently. Worth adding: it’s a teamwork thing—each role brings a piece of the puzzle. The Planning Section, led by the Planning Officer, does the heavy drafting, while the Incident Commander reviews and approves. Keep the plan crisp, keep the roles clear, and the whole operation will feel more like a well‑orchestrated play than a firefight Nothing fancy..
People argue about this. Here's where I land on it Small thing, real impact..
