1. Team Coordination Training
National Response Department
Team Coordination Training

2. Team Coordination Training
Risk Management
PART 1: Risk Management
Team Coordination Training
Response Directorate

3. 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.
Team Coordination Training
Response Directorate

4. 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
Team Coordination Training
Response Directorate

5. 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
Team Coordination Training
Response Directorate

6. 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
Training and experience are essential for mishap prevention
Team Coordination Training
Response Directorate

7. Team Coordination Training
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.
Team Coordination Training
Response Directorate

8. Team Coordination Training
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.
Team Coordination Training
Response Directorate

9. Team Coordination Training
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
Team Coordination Training
Response Directorate

10. Team Coordination Training
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.
Team Coordination Training
Response Directorate

11. Team Coordination Training
The Team Cont’d
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
Team Coordination Training
Response Directorate

12. Team Coordination Training
The Team Cont’d
Mishap causes (cont’d):
Inattention (16%), failure to:
Monitor information displays
Maintain a proper lookout
Use proper technique
Discuss what a “proper lookout” involves scanning technique, report collision risks
Team Coordination Training
Response Directorate

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

14. Team Coordination Training
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.
Team Coordination Training
Response Directorate

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

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

17. Team Coordination Training
Leadership
Team Coordination Training
Response Directorate

18. Team Coordination Training
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.
Team Coordination Training
Response Directorate

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

22. Team Coordination Training
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.
Team Coordination Training
Response Directorate

23. Team Coordination Training
Mission Analysis
Team Coordination Training
Response Directorate

24. Team Coordination Training
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
Team Coordination Training
Response Directorate

25. Mission Analysis Cont’d
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.
Team Coordination Training
Response Directorate

26. 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
Team Coordination Training
Response Directorate

27. Mission Analysis Cont’d
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.
Team Coordination Training
Response Directorate

28. Mission Analysis Cont’d
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.
Team Coordination Training
Response Directorate

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

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. 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
Team Coordination Training
Response Directorate

33. Situational Awareness
Group Activity
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.
Single object fixation (cell phone)
Team Coordination Training
Response Directorate

34. 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
Team Coordination Training
Response Directorate

35. Situational Awareness Cont’d 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.
Team Coordination Training
Response Directorate

36. Situational Awareness Cont’d
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
Team Coordination Training
Response Directorate

37. Team Coordination Training
Adaptability
Team Coordination Training
Response Directorate

38. Team Coordination Training
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.
Team Coordination Training
Response Directorate

39. Team Coordination Training
Adaptability Cont’d
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.
Team Coordination Training
Response Directorate

40. Team Coordination Training
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.
Team Coordination Training
Response Directorate

41. Suggested Group Activity
Adaptability Cont’d
Suggested Group Activity
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?
Team Coordination Training
Response Directorate

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

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

44. Team Coordination Training
Communication Cont’d
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

45. Team Coordination Training
Communication Cont’d
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

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. Team Coordination Training
Assertiveness
General Patton in 1943
Team Coordination Training
Response Directorate

49. Team Coordination Training
Assertiveness
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

50. Team Coordination Training
Assertiveness Cont’d
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

51. Team Coordination Training
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
Team Coordination Training
Response Directorate

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

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

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

55. Decision Making Cont’d
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.
Team Coordination Training
Response Directorate

56. 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.
Team Coordination Training
Response Directorate

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

58. Green-Amber-Red Model
What is the level of risk?
Is the level of risk manageable by the unit? 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 28

59. Team Coordination Training
GAR Considerations
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?
Who do I go to for help??
Team Coordination Training
Response Directorate 23

60. GAR Considerations Cont’d
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 24

61. GAR is broken down into 6 categories and scored 0 (low or no risk) to 10 (high or catastrophic risk)
For Example:
Supervision
Rate 0-10 3
Planning
Crew selection 4
Crew Fitness
Environment 2
Event Complexity
TOTAL 18
Never is a zero used

62. Team Coordination Training
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 Training
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 Training
Response Directorate

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

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
Final Questions or Comments?
Team Coordination Training
Response Directorate

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