Making a plan to go to the field is a 3 steps process: first you need to know what you want to do and where to do it, then you need to get organized for it to happen, and once you have all those information you need to do a risk assessment.
Organize the work
Here we want to make sure that you do not get to the end of your campaign and miss data, or did things in an order that messes up the data (like collecting vegetation samples before measuring plant height)
You can start by making a list of everything you need / would like to do, then for each of them write down:
- the level of priority: is it crucial, optional but you really want it, absolutely optional.
- the time it should take: be honest and realistic. Talk with colleagues and technicians if you do not know.
- the equipment you will need: talk with colleagues and technicians if you are not sure.
- interaction with other activities: does it have to be done before another activity? can it be done at the same time? does it require special conditions (good weather, no wind, no direct light)?
- “It will happen organically”
Red flags to avoid in that step:
- “we will figure out how to do it on the spot”
- “no way it takes that long, I’ll be faster than those 5 others more experienced persons”
- “I’ll read the protocol when we get there, it should be straight forward”
Practicalities
You and your team will also need some very basics stuff like getting there, sleeping, eating, and maybe have shower.
- Getting there: do you have the right car (4x4? enough space?), who is allowed to drive? will the driver(s) get enough sleep? Do you have the card to open the car?
- Accommodation: depending on your group you will need more or less space
- Food: menu plan and shopping list will save you a lot of time. Can be done later when talking with your team.
You will also need to make a schedule. The easiest is to go backwards from a non negotiable point in time. Typically you want to be done at a certain time. From there you can subtract the time planned for each activity, transportation time and extra time, and you will know at what time you need to leave in the morning.
Risk assessment
The aim of the risk assessment is to identify the risks you are taking, find ways to mitigate them and setting thresholds to not cross. It is much easier to think about those beforehand in the comfort of your office than once outside and tired. The risk assessment will also provide you with a solid argument in case you have to justify why part of your work had to be canceled or modified.
The risk assessment works with three or four time components: before, at the start, during the activity and eventually after. Then, you split your activity into sub items each representing different risks. It could typically be: weather, transportation, using specific equipment.
For each risk identified, there should be a mitigation measure listed. It is important that your risk assessment is realistic and that you stick to it. For example, if you say that you are turning back if it starts snowing, and it starts snowing while you are sampling, then you should wrap up and leave.
Before
Typically a couple of weeks. This includes all the actions you can take to prevent incidents, such as packing lists, map reading, writing protocols for scientific equipment.
At the start
Things you should check just before leaving: weather forecast, equipment of the participants, batteries and functioning of communication devices.
During
Things that can change during the activity: weather, state of the participants, state of the access road.
After
Do you need to check something after the fieldwork? It mostly applies to disease or parasites you could catch on the field (ticks for example).
Examples of risks
Through workshops, we identified some common risks and ways to mitigate them. This is of course a non exhaustive list.
Running out of food and the consequences of this discomfort. As stated in the rule of the 3s, it is unlikely that you will run out of food for more than 3 weeks and reach a point where it gets dangerous. The danger is the stupid things one does when hungry, or working faster to reach dinner earlier, or creating a bad atmosphere in the team because of lack of snacks. Make sure all the participants have enough (especially a second lunch) and as a leader you should have a hidden stash of snacks. Discuss also before hand the needs of the group and the diets to make sure that everyone has plenty of what they can eat.
Insects, ticks, snakes. Make sure everyone has preventive equipment (bug spray, long clothes and sealed together, headnets). Vaccines can be discussed with the UiB nurse. Make sure to share information about allergies. For ticks, a pocket mirror to do a self check is a good idea, as well as a tick removal tool. When working is tick infested country, self check should be done every day.
Temperature regulation. Make sure the participants have adapted equipment, provide a packing list of the essentials. You should dress in layers to be able to deal with a wide range of temperature (see the packing chapter). In hot conditions, make sure to have enough water, shade for the breaks, a hat, sunscreen, elecrolytes powder in case someone gets dehydrated. In cold conditions, make sure to have some change, a beanie, hot water, rain gears, a sitting mat for the breaks, good shoes and enough to eat.
Injuries. Wether it is climbing on a mast to fix a weather station, carrying super heavy equipment or manipulation sharp tools, fieldwork is full of injury prone activities. Make sure to not be alone, pack a safety kit and check it before leaving, know the emergency numbers and where you are. Also, use the protection equipment advised for what you are doing.
Bad communication. Bad communication and environment where participants do not feel comfortable to ask questions might lead to errors, lack of proper equipment, and failure to report issues. Make sure your team has a good communication system and all the information is shared.
Confrontation with aggressive people (outsiders), hunters. It can happen that some people do not know what you are doing and who you are. It is important that you have proper authorization do conduct your fieldwork and can document it. Knowing a local person of contact is also a good idea. But if the person keeps being aggressive and showing proper documentation does not help, it is important to de escalate (apologize even if you are in your good right) and leave. No data are worth a fight.
Cattle, animals. Make sure that all your participants know how to behave around animals. Depending on people's background, they might see all animals (including farming animals) as pets. It is both dangerous for the animals and your team. If you work on farm land, it is good to ask the farmers what to be aware of.