National Response Department Team Coordination Training

1. National Response Department Team Coordination Training Initial and Recurrent Training Presentation 08AUG2013

2. Team Coordination Training • Welcome! Completion of this TCT Workshop – • Satisfies initial TCT requirement • Satisfies 5 year renewal requirement • Should be accomplished in about 4 hours • Everyone is encouraged to participate! Team Coordination Training – Initial & Recurrent Response Directorate

3. Team Coordination Training • Introductions • Housekeeping Announcements • Restroom facilities • Breaks • Exits • Silence Cell Phones • Restricted areas (if applicable) • Any special needs and instructions Team Coordination Training – Initial & Recurrent Response Directorate

4. Team Coordination Training According to COMDTINST 3500.3, “Operational Risk Management” (ORM) is something that applies to everyone in the Coast Guard, Active Duty, Reserve, AUX and Civilians. It standardizes and formalizes the Coast Guard’s ORM policy, and along with it, CRM (for aviators) and TCT (for surface operators.) Team Coordination Training – Initial & Recurrent Response Directorate

5. So what is Risk Management? • Risk Management is the • Identification • Evaluation & • Mitigation • of hazards Team Coordination Training – Initial & Recurrent Response Directorate

6. So what is Risk Management? In a nutshell – • What are the hazards to which we are exposed? • What is the probability of a mishap occurring? • How severe would it be if it occured? • How can we control the risks in order to prevent mishaps and, if possible, still get our job done Team Coordination Training – Initial & Recurrent Response Directorate

7. What do those terms mean? Risk: The chance of personal injury or property damage or loss Severity: An event’s potential consequences in terms of degree of damage, injury, or impact on a mission Probability: The likelihood an individual event will occur Exposure: The amount of time, number of cycles, number of people involved, and/or amount of equipment involved in a given event Mishap: An unplanned single or series of events causing death, injury, occupational illness, or damage to or loss of equipment or property Hazard: Any real or potential condition that can endanger a mission; cause personal injury, illness, or death; or damage equipment or property Team Coordination Training – Initial & Recurrent Response Directorate

8. Key Risk Management Principals Accept no unnecessary risk Accept necessary risk only when the benefits outweigh the costs Make risk decisions at the lowest appropriate level Integrate Risk Management into all phases of planning and execution of missions and operations Continuously employ risk management as operations progress and evolve Team Coordination Training – Initial & Recurrent Response Directorate

9. Risk Management Risk Assessment may be dismissed by some as just “common sense” Unfortunately, using your “common sense” is too often an uncommon commodity, just when we need it the most The natural human tendency is to “just do it”, rather than to stop and think about the risks associated with a certain activity or task Team Coordination Training – Initial & Recurrent Response Directorate

10. Risk Management • It boils down to this: • Accidents are caused; therefore, they are preventable • As long as we are human, we have the capacity to make errors Team Coordination Training – Initial & Recurrent Response Directorate

11. Risk Management • Human error is the leading cause of mishaps • Therefore, the improvement of human performance is essential for mishap prevention • TCT is an important tool for improving human performance Team Coordination Training – Initial & Recurrent Response Directorate

12. Risk Management • We will always have risk, but there are ways to reduce that risk • TCT is our way to implement Risk Management to reduce risk • TCT, plus crew briefing and debriefing will help reduce injuries and mishaps and still let us accomplish our mission Team Coordination Training – Initial & Recurrent Response Directorate

13. What is TCT ? • Team Coordination Training (TCT) is: • A Coast Guard training program designed to: • Change the way we look at risk • Increase Crew / Team effectiveness and safety • Reduce potential for human error and accidents Team Coordination Training – Initial & Recurrent Response Directorate

14. Why a “Team” approach? • Team: A group that acts together to accomplish a goal • As part of “Team Coast Guard” we must work together to: • Reduce injuries • Reduce damage • Achieve improved boating safety • Everyone in the crew is a member of the “Team” • Everyone in the crew has a stake in the safety of the mission Team Coordination Training – Initial & Recurrent Response Directorate

15. Impact of Human Error • Human error continues to be the most significant cause of U.S. Coast Guard mishaps • 60% to 65% of cutter and boat navigation mishaps have had human error as a contributing cause Team Coordination Training – Initial & Recurrent Response Directorate

16. Impact of Human Error • Poor judgment (32%), including: • Unknown or misunderstood situation • Loss of situational awareness • Inadequate assessment of risks • Incorrect GO / NO-GO decisions • Incorrect information in decision making Team Coordination Training – Initial & Recurrent Response Directorate

17. Impact of Human Error • Planning(more than 20%), including: • Failure to develop a mission plan • Failure to establish a proper lookout • Failure to identify hazards • Failure to mitigate/control risk • Failure to develop a contingency plan • ( source: CG Team Coordination Training Student Guide (8/98) Team Coordination Training – Initial & Recurrent Response Directorate

18. Impact of Human Error • Ineffective Supervision (more than 7%) including: • Lax enforcement of standards & procedures • Inadequate oversight • Not verifying job done correctly • ( source: CG Team Coordination Training Student Guide (8/98) Team Coordination Training – Initial & Recurrent Response Directorate

19. Team Coordination Training • There are no specific statistics about Auxiliary mishaps or casualties • Active Duty Coast Guard statistics help us understand the nature and scope of the problem Team Coordination Training – Initial & Recurrent Response Directorate

20. CG Small Boat Mishap Rate Rate per 100,000 patrol hours Team Coordination Training – Initial & Recurrent Response Directorate

21. Seven Elements of TCT TCT stresses seven human factors elements • Mission Analysis • Leadership • Communication • Assertiveness • Decision-Making • Adaptability and Flexibility • Situational Awareness Team Coordination Training – Initial & Recurrent Response Directorate

22. Group Activity # 1 • Your “participant guide” contains Scenario # 1 • Please form yourselves into “crews” of 3 to 5 • Spend a few minutes familiarizing yourselves with the scenario • If paper copies of Scenario # 1 are not available, please use the scenario found on the following slides • If you have paper copies, please proceed directly to slide # 32 Team Coordination Training – Initial & Recurrent Response Directorate

23. Scenario # 1 Facility: 1963, 36 foot Chris Craft cabin cruiser, twin screw inboard engines, wood construction. Weather: Hot & humid, little wind Coxswain: Jack, 55 year old with 12 years experience with his own 20 foot center console, no experience with facility used in this patrol. Team Coordination Training – Initial & Recurrent Response Directorate

24. Scenario # 1 Crew Continued: Crewmember: Joe, 82 year old “retired cox’n” who offered his 36 footer for use since a heart ailment forced him to drop back to “crew” status earlier this year. Joe now takes heart medicine that causes an occasional dizzy spell in hot weather. Crewmember: Ed, 64 year old with 4 years experience as an outstanding crewmember and helmsman. Team Coordination Training – Initial & Recurrent Response Directorate

25. Scenario # 1 The patrol is a MOM conducted under orders with communications maintained by the local CG boat station. The coxswain considered this to be a routine patrol that posed no special problems and advised his crew of that finding. During the patrol, a passing boater informs them that they saw a lone fisherman fall off a small skiff after a large wake, caused by a passing party fishing boat, violently rocked his boat. Team Coordination Training – Initial & Recurrent Response Directorate

26. Scenario # 1 Jack is at the helm and proceeds to the location approximately 500 yards away to assess the situation before notifying the CG duty officer. At about 100 yards from the scene, they see a male struggling in the water some 20 yards from a small skiff with no one aboard. Ed immediately yells “Man Overboard”, points to the port side and yells again, “man overboard… 100 yards at 270 degrees relative”. Team Coordination Training – Initial & Recurrent Response Directorate

27. Scenario # 1 Jack immediately powers down and begins approaching the PIW (person in the water). Joe goes below and begins rummaging through his cabin, looking for his throwable life ring (several minutes pass), while Jack tries to maneuver the 36 footer closer to the struggling man. As the facility approaches the PIW, Joe finally emerges from the cabin, but seems unsteady and a little pale as he tries to untangle the line attached to the life ring. Team Coordination Training – Initial & Recurrent Response Directorate

28. Scenario # 1 Jack sees Joe’s difficulty and realizes that Joe cannot heave the ring, nor will he be able to assist retrieving the man from the water due to his weakness and instability on deck. Due to the size & configuration of the large cabin cruiser and his inexperience with this vessel, Jack has been having trouble maneuvering the twin screw vessel close in, without losing sight of the man in the water. He feels helpless to assist with the retrieval. Team Coordination Training – Initial & Recurrent Response Directorate

29. Scenario # 1 Jack then realizes that Joe must take the helm, while he heaves the life ring. Ed waits to help Jack lift the exhausted man from the water. Jack reluctantly orders Joe to the helm, and throws the ring. Ed has stood by since the PIW (person in water) event started, awaiting orders. Team Coordination Training – Initial & Recurrent Response Directorate

30. Scenario # 1 As the PIW grabs onto the ring, Jack notices the facility, still under power, moving further away from the man as he hauls in on the life ring line with the man hanging on. They begin to inadvertently tow the man through the water, which causes the him to lose his grasp on the ring. Jack retrieves the ring and throws it again to the PIW. Team Coordination Training – Initial & Recurrent Response Directorate

31. Scenario # 1 Jack then quickly re-takes the helm from Joe and places the facility in reverse to stop its forward motion and begins to close the gap between PIW & the facility. As the facility comes up to the man, he places both engines into neutral and then leaves the helm to assist Ed in retrieving the man according to proper procedure. They call the CG station and request immediate assistance, unsure of the medical condition of the man just retrieved. Team Coordination Training – Initial & Recurrent Response Directorate

32. Group Activity # 1 • Now that you have familiarized yourselves with the scenario, refer to the list of 7 elements of TCT. • Mission Analysis • Leadership • Communication • Assertiveness • Decision-Making • Adaptability and Flexibility • Situational Awareness • Use those elements to complete the rest of this activity. Team Coordination Training – Initial & Recurrent Response Directorate

33. Group Activity # 1 Tasks • Identify each TCT element you can find in the scenario • Using a pen or pencil, circle the portion (sentence or paragraph) of the scenario that is directly linked to each of those TCT elements you found • Write down any TCT elements that were NOT addressed/found in the scenario • As directed by the facilitator, discuss your findings Team Coordination Training – Initial & Recurrent Response Directorate

34. Group Activity # 1 Tasks • Did you find all of these elements in the scenario? • Mission Analysis • Leadership • Communication • Assertiveness • Decision-Making • Adaptability and Flexibility • Situational Awareness • Were any of these missing? • Next, we will look at each of those elements in detail. Team Coordination Training – Initial & Recurrent Response Directorate

35. Mission Analysis Team Coordination Training – Initial & Recurrent Response Directorate

36. Mission Analysis • The process by which Operating and Contingency plans are developed to safely and effectively accomplish the mission. • All planning must be preceded by information gathering: • weather forecasts • crew fitness • mission specifics • facility checklists • other relevant information Team Coordination Training – Initial & Recurrent Response Directorate

37. Mission Analysis • Failure to gather accurate and comprehensive information and/or complacency affects the planning process and places mission and crew at risk • Contingency planning is critical as Operational plans may change once implemented • Changes in weather, mission, crew performance, etc., may require “Plan B”, Contingency plans Team Coordination Training – Initial & Recurrent Response Directorate

38. Mission Analysis Includes: • Planning – Was there any, or not so much? • Event - Complexity of mission and guidance • Assets • Crew – Fitness, Selection, Training • Facility – Capability for Mission • Communications – Internal & External • Environment – External conditions, weather, day/night, sea state, other traffic, etc. Team Coordination Training – Initial & Recurrent Response Directorate

39. Assessing the Risk • Operational Risk Management (ORM) is all about Assessing and Mitigating Risk • Always conduct a pre mission briefing with all crew members prior to all patrols or missions • Together, conduct a risk assessment using the Green-Amber-Red (GAR) Worksheet • Continually assess and update the risk assessment throughout the mission with your crew • Reassess when ANY key factors change Team Coordination Training – Initial & Recurrent Response Directorate

40. Assessing the Risk • Although there are different Risk Assessment tools the GARworksheet is an accepted way to plan and prepare for any mission • Use the Auxiliary GAR worksheet unless your OIA mandates another tool • Remember, Risk Management is what’s important; not the numerical values or colors Team Coordination Training – Initial & Recurrent Response Directorate

41. Assessing the Risk Here is the Auxiliary GAR Risk Calculation Worksheet. Use this tool unless your OIA mandates another. Team Coordination Training – Initial & Recurrent Response Directorate

42. Assessing the Risk Page two of the GAR Worksheet describes elements which should be considered (PEACE) and provides guidance for Risk Mitigation (STAAR). Team Coordination Training – Initial & Recurrent Response Directorate

43. Assessing the Risk Operational Risk Management Basics - • 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 the execution of the mission as in its planning Team Coordination Training – Initial & Recurrent Response Directorate

44. Group Activity #2 Re-visit Scenario # 1 with Mission Analysis in mind Did you identify all the passage(s) in scenario # 1 linked to Mission Analysis? What did you find that indicate good planning and mission analysis? What did you find that indicate poor planning or mission analysis? What would you, as a crew, have done to improve mission analysis? Discuss when requested by your facilitator Team Coordination Training – Initial & Recurrent Response Directorate

45. Leadership Team Coordination Training – Initial & Recurrent Response Directorate

46. Leadership • Effective Leaders posses • Courage, • Confidence • Competence • Leadership is not about just giving orders • Effective Leaders find ways to obtain the willing participation of others towards accomplishing a goal Team Coordination Training – Initial & Recurrent Response Directorate

47. Leadership • Effective leaders earn the respect and confidence of team members • Managers give detailed directions to complete tasks by virtue of their rank or position • Leaders inspire and motivate others to willingly work together to accomplish the goal regardless of rank or position Team Coordination Training – Initial & Recurrent Response Directorate

48. Leadership • Goals must be consistent with the Coast Guard’s core values and the mission objective • Leaders strive to achieve the respect, confidence and loyalty of those under their supervision, regardless of position Team Coordination Training – Initial & Recurrent Response Directorate

49. Leadership • Effective leaders will also: • Update the crew on mission progress • Balance workload among crew members (prevents overload) • Ensure the crew is fully qualified and comfortable with their roles • Provides feedback on performance Team Coordination Training – Initial & Recurrent Response Directorate

50. Leadership • 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 – Initial & Recurrent Response Directorate