There it is. Your recently delivered after action report (AAR). Uncomfortably sitting across the room from you. You eye it like Tom Hanks looking at Wilson for the first time.
You know what’s in it. It says bad things. Things you don’t like. Things your boss really doesn’t like. But what will you do?
First, let’s assume that, despite you being unhappy with the areas for improvement identified in the AAR, they are fair representations. What will you do with the dreaded information now that you have it? Your AAR may have come with a corrective action plan (CAP), but this is only guidance that still needs to be reviewed and acted upon.
First, each identified area for improvement should be prioritized. After all, if everything is important, then nothing is important. Even if the areas for improvement and/or corrective actions are already identified in the AAR (particularly if done by a third party or if the AAR is representative of a multi-agency exercise) you should review this prioritization with your own organization’s stakeholders. This means pulling together a committee (sorry for cursing!) comprised of key areas within your organization. This may even mean people from areas that may not have participated, such as information technology, as I’m betting there was something in the exercise about computer systems, programs, internet connection, data access, data continuity, etc. Don’t forget the finance people, either… some fixes aren’t cheap!
Once everyone has had an opportunity to review the AAR, each identified area for improvement should prioritized, at least to the degrees of high, medium, and low; with a secondary filtering of short-term vs long-term projects. While some may be relatively quick fixes, others can take months, if not years, to accomplish. Activities should also be identified that are dependent upon others which may need to be completed first (i.e. a procedure needs to be written before it can be trained on).
That’s probably enough for one meeting. But the people you gathered aren’t cut loose yet… in fact they are pretty much locked in, so you need to be sure that the people you bring together for this corrective action group have the knowledge, ability, and authority to commit resources within their respective areas of responsibility. Now that activities have been prioritized, it’s time to assign them… this is why involvement of your boss (if you aren’t the boss) is so important.
Some individuals within your organization will be able to act on their own to make the corrective actions that are needed – while others will need to work together to make these happen. Consider that there may be more activities than just those identified in the AAR. For example, the AAR may identify a need for a resource management plan. That’s good, but we all know you can’t just build a plan and expect it to be ready for action.
For those who are regular readers of my blog, you know I’m a big fan of the POETE elements. (More on POETE here). What is POETE? POETE is an acronym that stands for:
What is the value of POETE and what does it all mean? POETE is a great reminder of the key activities we need to do to enhance our preparedness. Given that, when we look at an identified need for improvement, we need to consider how to properly address it. So start at the top:
- What plans, policies, and procedures are needed to implement and support this corrective action?
- What organizational impact will occur? Do we need to change our organization in any way? Do we need to form any special teams or committees to best implement this corrective action?
- What equipment or systems are needed to support the corrective action?
- What do people need to be trained in to support the corrective action? Do we need to train them in the plan, about a new policy or procedure? Do they need training on organizational changes? How about training in the use of equipment or systems?
- Lastly, once you’ve made a corrective action, it’s a good idea to test it. Exercises are the best way to accomplish this.
There are obviously other considerations depending on the specific corrective actions and the circumstances of your organization. Funding is often times one of the most significant. If you need to obtain funding to make corrective actions, the AAR is one of the best documented investment justifications you can get.
From a project management perspective, the committee should regularly reconvene as a matter of checking in to see how the corrective actions are going. On a continuing basis, the progress of corrections should be tracked (spreadsheets are great for this), along with who has been tasked with addressing it, timelines for completion, related finances, progress notes, etc. Otherwise, in our otherwise busy days, these things get lost in the shuffle.
From a program management perspective, this is a process that should be engrained culturally into your organization. Ideally, one person should be responsible in your organization for coordinating and tracking this corrective action process. As additional exercises are conducted and actual incidents and events occur, corrective actions from these will be brought into the mix. It is all too often that organizations complain of seeing the same remarks on every AAR or from experiencing the same issues for every response. BREAK THE CYCLE! Establishing a corrective action program for your organization will go a long way toward making these chronic issues go away.
By the way, the same concept can be applied to multi-organizational/agency efforts at any level – local, county, state, federal, regional, etc. Since we respond jointly, there are great benefits to joint preparedness efforts. We will likely find that even that we have our own house in order, working with someone else is a very different experience and will require a whole new list of corrective actions as we identify areas for improvement. This process works great with multi-agency committees.
The bottom line – the biggest reason why we exercise is to test our capabilities. When we test them, we find faults. Those faults need to be corrected. Capitalize on the investment you made in your exercise effort to address those identified deficiencies and improve your capabilities.
What ideas do you have for addressing corrective actions?
Need help with preparedness activities? Be Proactive and Be Prepared™ – Reach out to Emergency Preparedness Solutions! We’re always happy to help.
Thanks for reading!
© 2015 – Timothy Riecker