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National Response Department Team Coordination Training.

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Presentation on theme: "National Response Department Team Coordination Training."— Presentation transcript:

1 National Response Department Team Coordination Training

2 Response Directorate Risk Management PART 1: Risk Management

3 Team Coordination Training Response Directorate Risk Management Cont’d Operational Risk Management (ORM) applies to everyone in the Coast Guard - Active Duty, Reserve, Auxiliary and Civilians. It standardizes and formalizes the Coast Guard’s ORM policy, Crew Resource Management (CRM) for aviators and TCT for surface operators.

4 Team Coordination Training Response Directorate Risk Management Cont’d Operational Risk Management (ORM) applies to everyone in the Coast Guard - Active Duty, Reserve, Auxiliary and Civilians. ORM consists of: TCT Briefing De-Briefing

5 Team Coordination Training Response Directorate Risk Management Cont’d Risk Management asks, and answers, these questions: What hazards exist? How can the mission be completed safely? Ultimate goal is to reduce: mishaps injuries Hazard damage

6 Team Coordination Training Response Directorate Risk Management Cont’d Risk Management boils down to: Humans make errors Mishaps are preventable Training is essential for mishap prevention TCT is an important tool for improving team performance

7 Team Coordination Training Response Directorate The Team Risk Management reduces injuries and mishaps. Team Coordination Training (TCT) is a training program aimed at improving the way we look at risk and work as a team.

8 Team Coordination Training Response Directorate The Team Team Coordination (TC) is a tool to prevent risk by employing seven critical elements. The TEAM concept focuses on group activities to accomplish goals.

9 Team Coordination Training Response Directorate The Team Cont’d As part of Team Coast Guard, the Auxiliary must work together to prevent injuries while achieving the goal. The goal must be consistent with the Coast Guard’s core values and mission objective. The Team

10 The Team Cont’d Human error continues to be the most significant cause of U.S. Coast Guard mishaps % of cutter and boat navigation mishaps have had human error as a contributing cause. Team Coordination Training Response Directorate

11 Team Coordination Training Response Directorate Mishap causes include: Poor judgment (67%), such as: Unknown / misunderstood situation Loss of situational awareness Inadequate assessment of risks Improper GO / NO-GO decisions Incorrect information in decision making The Team Cont’d

12 Team Coordination Training Response Directorate The Team Cont’d Mishap causes (cont’d): Inattention (16%), failure to: Monitor information displays Maintain a proper lookout Use proper technique

13 Team Coordination Training Response Directorate Mishap causes (cont’d): Ineffective Supervision (5%): Lax enforcement of standards / procedures Not verifying job done correctly Lack of oversight The Team Cont’d

14 Team Coordination Training Response Directorate The Team Cont’d Although there are no specific statistics regarding mishaps or casualties in the Auxiliary, active duty Coast Guard statistics can be used to better understand the nature and scope of the problem.

15 CG Small Boat Mishap Rate Team Coordination Training Response Directorate Rate per 100,000 patrol hours

16 Team Coordination Training Response Directorate 1.Leadership 2.Mission Analysis 3.Situational Awareness 4.Adaptability and Flexibility 5.Communication 6.Assertiveness 7.Decision-making Team Coordination Part 2: Team Coordination The 7 elements of TC are:

17 Team Coordination Training Response Directorate Leadership

18 Team Coordination Training Response Directorate Effective Leaders exhibit: Courage Confidence Competence Leadership is not just about giving orders. Effective Leaders find ways to obtain the willing participation of others towards accomplishing a goal. Leadership

19 Leadership Cont’d Leaders inspire and motivate others while managers give detailed directions to complete tasks by virtue of their position. Effective leaders earn the trust, respect, confidence, and loyalty of team members under their supervision. Team Coordination Training Response Directorate

20 Leadership Cont’d Leaders create an atmosphere of openness and trust within the team. ALL team members, including leaders, should be approachable; suggestions from crew or a distressed vessel are thoughtfully accepted and acted upon if appropriate. It is a courtesy to say “thank you” for all suggestions. Team Coordination Training Response Directorate

21 Team Coordination Training Response Directorate Effective leaders: Update crew on mission progress Balance workload among crew members Ensure the crew is fully qualified Provide feedback on performance Leadership Cont’d

22 Team Coordination Training Response Directorate In Summary, effective leaders: Make good decisions in a collaborative, team environment. Have the courage to make the right decision, even if unpopular. Exhibit confidence based on experience and ability. Are competent, well prepared and mission oriented. Leadership Cont’d

23 Team Coordination Training Response Directorate Mission Analysis

24 Team Coordination Training Response Directorate The process by which operating and contingency plans are developed to safely and effectively accomplish the mission. Operational plans must be preceded by information gathering such as: Crew fitness Mission specifics Facility checklists Weather forecast Mission Analysis

25 Team Coordination Training Response Directorate Operational plans (CONT'D): Failure to gather accurate and comprehensive information and/or complacency affects the planning process and places the mission and crew at risk. Contingency planning is critical as operational plans may change once implemented. Mission Analysis Cont’d

26 Mission Analysis Includes: Complexity of mission Environmental factors Crew fitness / selection / training Elements that impact Mission Analysis: Crew safety (Priority!!!) The mission Team Coordination Training Response Directorate Mission Analysis Cont’d

27 Team Coordination Training Response Directorate Operational Risk Management (ORM) plays an important role in Mission Analysis. Always conduct a risk assessment with your crew prior to all patrols or missions. Green- Amber-Red (GAR). Continually assess and update risk assessment throughout the mission with your crew. GAR is a Team Coordination tool for ORM. Mission Analysis Cont’d

28 Team Coordination Training Response Directorate A GAR assessment is part of an accepted way to plan and prepare for a mission. The other parts are Pre- and Post- Underway Briefs and the Pre-Underway Check List. Areas of Responsibility (AORs) may use differing GAR tools to assess risk. Mission Analysis Cont’d

29 Team Coordination Training Response Directorate Mission Analysis Cont’d Sample GAR Worksheet Use the GAR form approved in your AOR. There may be additional explanatory pages to a form.

30 Mission Analysis Cont’d Accept no unnecessary risk Accept necessary risk only when benefits outweigh costs Make risk decisions at the appropriate level ORM is just as critical in execution as in planning Team Coordination Training Response Directorate

31 Situational Awareness Team Coordination Training Response Directorate

32 Team Coordination Training Response Directorate All team members are responsible for situational awareness, not just the coxswain Know what is going on all around, including aboard the vessel Plans are critical to success; be ready to change plans based on new information or situations Situational awareness is critical to good decision making Situational Awareness

33 Team Coordination Training Response Directorate How might we lose our Situational Awareness? Identify as many barriers to maintaining good situational awareness as possible. Name some ways to avoid these barriers and correct loss of situational awareness. Situational Awareness Group Activity

34 Team Coordination Training Response Directorate Situational Awareness Cont’d Barriers to situational awareness: Confusion over / pre-occupation with task Lethargy, fatigue, loss of focus Complacency, inactivity, boredom Neglect of proper procedure Environmental factors, e.g.: Weather Engine noise Sea state

35 Team Coordination Training Response Directorate Loss of Situational Awareness Two-Challenge Rule If a team member has two or more omissions or questionable actions, the individual is assumed to have lost situational awareness. Immediate steps must be taken to re-establish a healthy, alert environment on board the facility. Situational Awareness Cont’d

36 Team Coordination Training Response Directorate Loss of Situational Awareness may be prevented by: Including crew in initial mission analysis Rotating duties on a regular basis Training exercises such as man overboard & line throwing evolutions, etc. Varying the speed and direction of the vessel or aircraft when possible Situational Awareness Cont’d

37 Team Coordination Training Response Directorate Adaptability

38 Team Coordination Training Response Directorate Effective team members including the coxswain adapt and are open to new information. Adaptability - Able to react to changes in: Environmental conditions Mission factors or complexity Crew fitness Equipment failures, etc. Adaptability

39 Team Coordination Training Response Directorate Leaders acknowledge that new information and/or crew input can change the mission. All team members must maintain situational awareness so changes are quickly identified and prioritized. Adaptability Cont’d

40 Team Coordination Training Response Directorate Leaders leverage everyone’s ideas and experience. Leaders encourage team members to remain flexible and adapt to new conditions, ideas and challenges. Adaptability Cont’d

41 Team Coordination Training Response Directorate Group Activity Adaptability means we are open to change Take a few minutes now to identify the kind of new information that could cause us to change our operational plan From where or what sources might that new information come? Adaptability Cont’d Suggested Group Activity

42 Communication is the KEYSTONE of ALL Team Coordination Team Coordination Training Response Directorate Thanks to Wikipedia

43 Team Coordination Training Response Directorate Communication Cont’d Effective communication is: verbal and/or non-verbal clear and concise understood

44 Leaders and crew have equal responsibility to ensure that thoughts and information are conveyed effectively. A “feedback loop” is a simple method to ensure that transmissions are heard and clearly understood. Team Coordination Training Response Directorate Communication Cont’d

45 The “feedback loop” acknowledges all communications by: Repeating the message Finding a non-verbal method of acknowledging the message, depending on the situation Always ask for feedback or observe behavior to be sure that the message was received correctly. Team Coordination Training Response Directorate Communication Cont’d

46 Suggested Group Activity Barriers to Good Communication Barriers can develop that short circuit or degrade the quality of communication. What kinds of barriers may exist that we can overcome with a little thought ? Team Coordination Training Response Directorate

47 Suggested Group Activity Some Barriers might be: Failure to close the feedback loop Distracting “background noise” such as engine, wind and other physical environmental factors Over-complicating the message. Use the KISS method if possible (Keep It Simple Stupid) Fatigue Team Coordination Training Response Directorate

48 Assertiveness Team Coordination Training Response Directorate General Patton in 1943

49 Assertiveness: Ability of individual team members to state and maintain a position that may be unpopular, or counter to a position taken by others, unless (until) convinced by facts and logic, and not based solely on the authority or personality of others. Team Coordination Training Response Directorate Assertiveness

50 Be assertive, but not aggressive. The aggressive person seeks to bully his/her way through situations for their own ego or self image. An assertive person cares more about the “mission” than their ego. Attempt to communicate concerns without offending those who disagree. Team Coordination Training Response Directorate Assertiveness Cont’d

51 Summary: Ask task-related questions Suggest positive alternatives State opinions calmly but firmly Avoid letting perceived authoritative differences threaten mission performance Avoid conflict, focus on mission Team Coordination Training Response Directorate Assertiveness Cont’d

52 Decision Making Team Coordination Training Response Directorate Which one, Which one?? Niagara Falls Thanks to Wikipedia

53 Team Coordination Training Response Directorate What are the basic steps that might be taken in the decision making process? Decision Making Group Activity

54 Team Coordination Training Response Directorate Decision making should include: 1.Defining a problem or condition 2.Seeking information 3.Analyzing & verifying desired outcome 4.Identifying possible alternatives 5.Selecting appropriate alternative 6.Implementing and examining results 7.Adjusting actions according to results Decision Making Group Activity

55 Team Coordination Training Response Directorate Making good decisions is the heart of Team Coordination. Decisions may impact team safety and mission success. The first six elements of TC prepare us to make better decisions. The decision making process is a continuous evaluation of these steps throughout the mission. Decision Making Cont’d

56 Team Coordination Training Response Directorate The decision making process can take 20 seconds for routine decisions or 20 months for complex problems. The process is the same - the depth of analysis and degree of complexity is always changing. Decision Making Cont’d

57 GAR Model Team Coordination Training Response Directorate GAR was 14 when they left What is GAR now?

58 Green-Amber-Red Model What is the level of risk? Is the level of risk manageable by the unit? GREEN (Low Risk) GO, no change in control is required AMBER (Caution) GO, with adjustment of controls for risk RED (High Risk) NO GO, beyond normal operating limits

59  SUPERVISION: Coxswain’s experience, factoring in OPCON/OGA’s oversight for mission  PLANNING: amount of information available, time and equipment needed  CREW SELECTION: experience level of crew, trainees? Team Coordination Training Response Directorate GAR Considerations

60  CREW FITNESS: physical and mental state of crew  ENVIRONMENT: factors affecting personnel and performance of facilities  EVENT / EVOLUTION COMPLEXITY: time required and difficulty for the mission. Team Coordination Training Response Directorate GAR Considerations Cont’d

61 GAR GAR is broken down into 6 categories and scored 0 (low or no risk) to 10 (high or catastrophic risk) Supervision Rate Planning 3 Crew selection Rate Crew Fitness Rate Environment 2 Event Complexity Rate TOTAL18 For Example:

62 Team Coordination In summary: Team Coordination is one of the tools of Risk Management. Risk Management is a way of asking these questions: What hazards exist? How can the mission be completed safely? Team Coordination Training Response Directorate

63 Team Coordination Team Coordination Training Response Directorate In summary (Cont'd) Risk Management can be a simple system of using common sense to avoid errors, or it can be complex methodology that must be employed in larger scaled operations. The ultimate goal is the same: Reduce mishaps, injuries and damage Achieve mission goals

64 Team Coordination Training Response Directorate Team Coordination is a method used to implement Risk Management. Team Coordination is comprised of these 7 elements: 1. Leadership 2. Mission Analysis 3. Situational Awareness 4. Adaptability and Flexibility 5. Communication 6. Assertiveness 7. Decision-Making Team Coordination Training - Review

65 Team Coordination – Review Continued The Green-Amber-Red (GAR) form is a tool to determine what risks may be present and calculate the extent and seriousness of those risks. Good decisions reduce or eliminate those risks while keeping everyone safe while accomplishing the mission. Team Coordination Training Response Directorate

66 Team Coordination Training Response Directorate Final Questions or Comments?

67 Thank You Thank you for your participation in the Team Coordination Training. Team Coordination Training Response Directorate


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