National Response Department Team Coordination Training

Team Coordination Training Response Directorate

Risk Management

PART 1: Risk Management


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.



Operational Risk Management (ORM) applies to everyone in the Coast Guard - Active Duty, Reserve, Auxiliary and Civilians.

ORM consists of:• TCT• Briefing• De-Briefing



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



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


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.


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.


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 consistentwith the Coast Guard’s corevalues and mission objective. The Team

The Team Cont’d

Human error continues to be the most significant cause of U.S. Coast Guard mishaps.

60-65% of cutter and boat navigation mishaps have had human error as a contributing cause.



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


The Team Cont’d

Mishap causes (cont’d):

Inattention (16%), failure to: •Monitor information displays•Maintain a proper lookout•Use proper technique


Mishap causes (cont’d):

Ineffective Supervision (5%):

•Lax enforcement of standards / procedures•Not verifying job done correctly•Lack of oversight

The Team Cont’d


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.

CG Small Boat Mishap Rate


Rate per 100,000 patrol hours


1. Leadership2. Mission Analysis3. Situational Awareness4. Adaptability and Flexibility5. Communication6. Assertiveness7. Decision-making

Team Coordination

Part 2: Team Coordination

The 7 elements of TC are:

Team Coordination TrainingResponse Directorate

Leadership


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

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.


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.



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


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


Mission Analysis


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


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

Mission Analysis Includes: • Complexity of mission • Environmental factors • Crew fitness / selection / training

Elements that impact Mission Analysis:

• Crew safety (Priority!!!)

• The mission




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.



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’dSample GAR Worksheet

Use the GAR form approved in

your AOR.

There may be additional

explanatory pages to a form.


• 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


Situational Awareness



•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


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


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 noiseSea state


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.



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



Adaptability


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


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


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


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’dSuggested Group Activity

Communication

Communication

is the KEYSTONE of

ALL Team CoordinationTeam Coordination Training Response

DirectorateThanks to Wikipedia


Words We Use

Nonverbals, BodyLanguage

How We Say Words,Sounds We Make

Communication Cont’d

Effective communication is:•verbal and/or non-verbal•clear and concise•understood

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.



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.



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 ?


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


Assertiveness


General Patton in 1943

http://en.wikipedia.org/wiki/File:Patton_speaking_with_Lt._Col._Lyle_Bernard,_at_Brolo,_circa_1943.jpg

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.


Assertiveness

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.


Assertiveness Cont’d

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


Assertiveness Cont’d

Decision Making


Which one,Which one??

NiagaraFalls

Thanks to Wikipedia


What are the basic steps that might be taken in the decision making process?

Decision Making Group Activity

http://www.uscgboating.org/regulations/navigation_rules.aspx


Decision making should include:

1.Defining a problem or condition 2.Seeking information3.Analyzing & verifying desired outcome4.Identifying possible alternatives5.Selecting appropriate alternative6.Implementing and examining results7.Adjusting actions according to results

Decision Making Group Activity


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


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

GAR Model


GAR was 14 when they left What is GAR now?

Green-Green-AmberAmber-Red-Red ModelModelWhat is the level of risk?

Is the level of risk manageable by the unit?

0 23 44 60

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

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?


GAR Considerations

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.


GAR Considerations Cont’d

GARGAR is broken down into 6 categories and scored 0 (low or no risk) to 10 (high

or catastrophic risk)

SupervisionSupervision Rate 0-10Rate 0-10 33

PlanningPlanning Rate 0-10Rate 0-10 33

Crew selectionCrew selection Rate 0-10Rate 0-10 44

Crew FitnessCrew Fitness Rate 0-10Rate 0-10 33

EnvironmentEnvironment Rate 0-10Rate 0-10 22

Event ComplexityEvent Complexity Rate 0-10Rate 0-10 33

TOTALTOTAL 1818

For Example:

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


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


Team Coordination is a method used to implement Risk Management.

Team Coordination is comprised of these 7 elements:1. Leadership2. Mission Analysis3. Situational Awareness4. Adaptability and Flexibility5. Communication6. Assertiveness7. Decision-Making

Team Coordination Training - Review

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


Final Questions or Comments?

Thank You

Thank you for your participation in the

Team Coordination Training.


National Response Department Team Coordination Training

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