Communities and disaster preparedness
Sequence Flood Evacuation Actions
Check the actions, exceptions and minimum conditions in chronological order, from deciding to evacuate to completing movement.
- People
- 6–20
- Session time
- 255 minutes
- Format
- In person
English session plan
Original program status: draft. Source safety category: Medium; this is not a guarantee of safety.
Preparation: High preparation. Facilitation team: Four roles, including an experienced facilitator.
What this session can decide
Check proposed evacuation actions for a community or organisation. Do not replace official evacuation information, individual evacuation plans or specialist judgements.
Outside its scope
- Do not issue evacuation orders.
- Do not disclose individuals’ sensitive information.
- Do not guarantee safety on the basis of an exercise plan alone.
Primary caution: Do not issue evacuation orders.
Before starting
- Question and scope
- Check the actions, exceptions and minimum conditions in chronological order, from deciding to evacuate to completing movement. Before the session starts, state the subject and period to be covered in one sentence.
- What is decided here
- Check proposed evacuation actions for a community or organisation. Do not replace official evacuation information, individual evacuation plans or specialist judgements.
- Output recipient
- At the end, the Recorder retains “Minimum conditions for managing evacuation”. Create a short list that the people responsible must check.
- Participation and information boundaries
- Explain that people may pass, rest or leave, and keep personal information, confidential information and judgements about attributes off the recording surface. Assign Participant support separately.
- Operating team
- Assign the Lead facilitator, Recorder, Timekeeper and Participant support before starting, and confirm who announces transitions and stops.
- Next check
- Decide the review date for “Minimum conditions for managing evacuation”, who may view it and who is responsible for the next decision.
Who takes responsibility
- Lead facilitator
Keep “Sequence Flood Evacuation Actions” within its purpose and stated exclusions, and announce the start and end of each stage.
From before the start until the session ends.
- Recorder
Record “Timeline of flood evacuation actions”, “Table of cases where judgements differ and the corresponding responses”, “Minimum conditions for managing evacuation” at each stage and hand the records to their recipients at the end.
From preparation of recording surfaces before the start through storage after the session.
- Timekeeper
Notify the Lead facilitator 3 minutes before each stage ends and when switching to breaks or buffer time.
At the start of every stage and 3 minutes before its end.
- Participant support
Receive requests to pass, rest, leave or check individually, and decide with the Lead facilitator whether resumption is possible.
From before the start until the session ends.
Session flow
Minutes are measured from the session start. Method time, transition time, breaks and buffer are shown separately; they are not additional overlapping activities.
0–123 minutes
Arrange evacuation actions in chronological order
Method: Flood Evacuation Action Sequence · 0–120 minutes. Transition: 120–123 minutes (3 minutes).
Using official information and assumed water levels, arrange checking, communication, movement and confirmation of completion in order. For each action, record starting conditions, responsibility, required time and information sources.
Responsible: Lead facilitator; Recorder; Participant support
Output: Timeline of flood evacuation actions
Handoff: Pass situations where implementation is difficult to the stage that organises cases where judgements differ and the corresponding responses.
This stage may be shortened only in accordance with the stated conditions.
123–171 minutes
Check exception conditions
Method: Boundary Case Grid · 123–168 minutes. Transition: 168–171 minutes (3 minutes).
Include cases where it is unclear whether the usual procedure can be used, such as night-time conditions, power cuts, road closures or loss of contact. Record applicable procedures, alternatives and conditions for withholding judgement.
Responsible: Lead facilitator; Recorder; Participant support
Output: Table of cases where judgements differ and the corresponding responses
Handoff: Pass conditions needed in all cases to Min Specs.
This stage is not marked as shortenable.
181–219 minutes
Narrow down the indispensable conditions for evacuation
Method: Min Specs · 181–216 minutes. Transition: 216–219 minutes (3 minutes).
Retain only conditions indispensable for safe implementation and distinguish them from desirable conditions. For each condition, record who checks it, the information source and the stopping procedure if it cannot be met.
Responsible: Lead facilitator; Recorder; Participant support
Output: Minimum conditions for managing evacuation
Handoff: Pass the timeline, cases where judgements differ and minimum conditions to the person responsible for disaster preparedness.
This stage is not marked as shortenable.
What is retained and who receives it
Timeline of flood evacuation actions
Owner: Recorder
Find gaps in starting conditions, responsibility, movement and confirmation.
Table of cases where judgements differ and the corresponding responses
Owner: Recorder
Clarify conditions where the usual procedure cannot be used.
Minimum conditions for managing evacuation
Owner: Recorder
Create a short list that the people responsible must check.
Materials and setup
Material names, quantities, groups and handling instructions retain the fixed draft's original helper-derived guidance. Where a format is marked “Source material specification”, the entire bound English source material entry takes precedence over the old helper-derived format guidance. This format-only correction does not resolve other instruction or safety concerns. English names are not substituted into a Japanese-keyed lookup.
Everyday tools
- Pens
Quantity: 1 per person
Format: Dark broad-tip pens or whiteboard markers
Check that the ink flows and place the pens where participants can reach them. Avoid pale-coloured pens.
- Black writing tools
Quantity: 1 per person
Format: Dark broad-tip pens or whiteboard markers
Check that the ink flows and place the pens where participants can reach them. Avoid pale-coloured pens.
- Pen for identifying items to delete
Quantity: 1 pen per group of 4–7
Format: A red pen already available. If unavailable, use a black or blue pen.
Mark items to delete with a double strikethrough and the word “Delete”. Even without red ink, distinguish them from other edits through line style and wording.
Sheets to prepare by hand
- Table for individuals to check their flood actions
Quantity: 1 per person
Format: A4 copy paper
Divide the working surface into 5 fields: “Official information to consult”, “Conditions for deciding to start action”, “Action to take”, “Alternatives if routes or other means are unavailable” and “Matters to check with the local government or other authority”. Write each heading in words rather than relying on colour alone.
- Cards for practising evacuation decisions
Quantity: 1 set per group
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
Write “Warning information”, “Evacuation information” and “Route unavailable” on separate sheets, preparing the required number of each type. Distinguish types by their written headings even if the paper is the same colour.
- Cards for choosing how information is handled
Quantity: 1 set per person
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
Write “Do not share with the whole group”, “Check individually” and “Do not answer this time” on separate sheets, preparing the required number of each type. Distinguish types by their written headings even if the paper is the same colour.
- Case cards
Quantity: 3 per person
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
Before starting, write just one example close to the content used in this method. Show it as an example of how to write, not a correct answer for participants to copy.
- Table separating applicable, uncertain and inapplicable cases
Quantity: 1 sheet per group plus 1 for whole-group consolidation
Format: Source material specification: One A3 grid per group with ‘Applies’, ‘Uncertain’, and ‘Does not apply’ columns, plus one for whole-group integration
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
Create 3 columns from left to right: “Applicable”, “Uncertain” and “Not applicable”. For uncertain cases, record what needs to be checked and who is responsible.
- Principle-statement cards
Quantity: 1 per group
Format: Sticky notes around 75 × 75 mm, or A4 copy paper cut into four pieces.
Do not buy specialised cards. Write “Principle statement” at the top of each paper slip. If participants write on them, use one item per slip and handwrite the necessary headings before the session starts.
- Individual paper
Quantity: 1 per person
Format: Source material specification: One individual sheet per person, A5 or larger
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
Write “Individual paper” at the top. Leave enough space to arrange sticky notes or paper slips without overlap, and use lettering that can be read from a distance during whole-group sharing.
- Maximum-specification list
Quantity: 1 sheet per group of 4–7
Format: Source material specification: One A3 maximum-specifications list per group of 4–7
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
State the content, preparation date and person who checked it. If distributing it, also provide a large-print version or digital viewing data with the same content.
- Whole-group consolidation surface
Quantity: 1 per venue
Format: Source material specification: One whole-group consolidation surface per venue, at least 120 cm wide
Source-bound format display correction; the other fixed helper-derived guidance is unchanged.
Write “Whole-group consolidation surface” at the top. Leave enough space to arrange sticky notes or paper slips without overlap, and use lettering that can be read from a distance during whole-group sharing.
Information to gather before the session
- Three official information sources to check during a flood
Quantity: 1 per person
Format: A4 copy paper or digital viewing data with the same content
Create three fields: “Local government disaster information”, “Japan Meteorological Agency disaster information” and “Ministry of Land, Infrastructure, Transport and Tourism river and inundation information”. In each, write the source name and URL or means of contact. Finally, record the date all information was checked and how to obtain current information after the session.
Setup for each method
Flood Evacuation Action Sequence
- Display that this is planning in normal times, not a replacement for professional judgement, statutory plans or official evacuation information. Also display where to check current information, that personal forms will not be collected, and consultation contacts for individual support.
Boundary Case Grid
- One display surface at seated eye level where everyone can read the principle throughout
- One work surface per group where only uncertain cases can be brought into the centre of the table
- One wall at least 1 m wide for keeping the original and revised principles side by side
Min Specs
- Provide one table per group of 4–7, with group sizes differing by no more than 1 person
- Space in front of the consolidation surface to arrange each group's list, at least 30 cm wide per group
When to switch or stop
Fallbacks
- There are more than 6 types of target area or target group.
Limit the scope to the group that starts evacuation earliest and groups requiring support.
Method guide: Flood Evacuation Action Sequence
Stop conditions
- The proposal conflicts with current official evacuation information or specialist guidance.
- Stop using the proposal and check with the responsible authority.
- Sensitive information such as individuals’ health, disabilities or addresses is disclosed.
- Stop recording and separate the information into individual plans with access controls.
Sources, rights and limits
This site has composed this programme’s purpose, method sequence, delivery instructions, roles, outputs and switching conditions. See each individual method page for that method’s sources and licences.
Original source records and their required notices are retained below. Their presence does not mean a new legal or cultural-safety clearance. Original citation titles are kept in their source language.
Sources and required notices for the 3 methods used
Flood Evacuation Action Sequence
- 国土交通省「マイ・タイムライン検討ワークショップ」: section 2 pp.3-10 — PDL-1.0 adaptation; changes made
- PDL-1.0の適用条件 — PDL-1.0
- Source: Ministry of Land, Infrastructure, Transport and Tourism, “My Timeline Workshop”: section 2 pp.3-10 | https://www.mlit.go.jp/river/shinngikai_blog/timeline/pdf/mytimeline02.pdf | PDL-1.0 adaptation; changes made
- Source: Conditions for applying PDL-1.0 | https://www.mlit.go.jp/link.html | PDL-1.0
- Attribution: Taiwa no Fumen Editorial Team | This site’s text and illustrations
- Cultural caution: This manifest contains no structured cultural-safety assessment. Human checks are required for context, opting out of participation and power differences.
- Limits of this record: Only the notices displayed in the public YAML were transcribed. This does not assert that no individual rights exist.
Boundary Case Grid
- 対話の譜面編集部: 境界事例の格子 — Original description and diagrams
- Source: Taiwa no Fumen Editorial Team: Boundary Case Grid | Original description and diagrams
- Attribution: Taiwa no Fumen Editorial Team | This site’s text and illustrations
- Cultural caution: open-method screening complete: Closed, ritual or sacred cultural practices are not used as sources; opting out, sensitive information and power differences are addressed in each method’s limits and branches.
- Limits of this record: The editorial team independently created the text, procedures and diagrams. It claims no exclusive rights over general dialogue operations or ideas themselves.
Min Specs
- Liberating Structures Fieldbook (2026): Min Specs — Henri Lipmanowicz / Keith McCandless / Nancy White — CC BY-SA 4.0 adaptation; changes made
- CC BY-SA 4.0
- Source: Liberating Structures Fieldbook (2026): Min Specs — Henri Lipmanowicz / Keith McCandless / Nancy White | https://www.liberatingstructures.com/min-specs | CC BY-SA 4.0 adaptation; changes made
- Source: CC BY-SA 4.0 | https://creativecommons.org/licenses/by-sa/4.0/
- Attribution: Henri Lipmanowicz and Keith McCandless; Keith McCandless and Nancy White | Author/contributor credit from the original material
- Attribution: Taiwa no Fumen Editorial Team | Japanese adaptation and this site’s original illustrations
- Changes and adaptation: Adapted with changes as Japanese facilitation scores
- ShareAlike: Provided under CC-BY-SA-4.0
- Cultural caution: open-method screening complete: Closed, ritual or sacred cultural practices are not used as sources; opting out, sensitive information and power differences are addressed in each method’s limits and branches.
- Limits of this record: Adapted with changes into Japanese facilitation scores under CC BY-SA 4.0 and provided under the same licence. Only the current pages are covered; materials dating from June 2026 or earlier, official icons and third-party material were excluded.
Japanese resources and historical source records
Original Japanese plan and its print view · Japanese operation pack or starter materials
An English print edition is not provided here. The linked plans, print views and operation materials are Japanese resources.
Historical recorded publication holds
The following original hold statements are retained verbatim with their fixed source versions. They are not a statement of current acceptance, nor does this historical label resolve a source-specific restriction.
- English translation and rendered-page independent acceptance pending
- Method dependency source/text SHA binding and current source-specific rights verification pending
- Publication not cleared
Historical fixed-source and English-draft provenance
Japanese program SHA-256: 7761e254f7b16e9d4c750dda692ab8d7d6d27538d8ed04ab5f7d16fb227bf4f1
Fixed source context SHA-256: 75b7195bf70d84c8a0530f90d12208441236dd54b6915bc47cb934a95c9f66b9
English draft SHA-256: 1de761280dc2d94eb69f5da183ca39fc713a188e1f123c07e674e8226feb0c83
- boundary-case-grid: source
59561622da3ef5c73dec54ccc635e04ae6df7f4a0d2912045e1c943dee7d9465; English draft07970015d4f07ea81d8a1b6448ecaae6286519a0e0c271643e0be00ffe589ff9 - min-specs: source
ffdba770d0c9e8734e91916b6a5c245669130dfb618f9b06ac483b345f1338b3; English draft56a0e5e841cba86a01d33745981a04c48d90977a377ff0dd65c6c7193281c07a - mlit-flood-evacuation-sequence: source
9eadce2924398375c0296c2b770738a117c29d2d867f9943ca148bff3a71870e; English drafte5f3e71b7afb71175b7fa19c1d14738346a6ecf8ef7447a861ce641a7e013991
These hashes identify the checked inputs; they do not grant independent acceptance or publication clearance.