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AfterActionReviewsJeffBossInthemilitary,AfterActionReviews(AARs)wereingrainedintotheDNAofourcultureastheywereconductedaftereverymajortrainingblockandcertainlyeverymission.Theyareperhaps the best team-learning and improvement tool your team can use to shareinformation and learn as a team—and help future teams do the same. This is the fullversionwhichoffersthreefillableworddocformsthatyoucanuseastemplates foryournextAARorpostmortem.Readmore…
AARFull
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AfterActionReviewTemplateAfterActionReviews(otherwiseknownaspostmortems)areimperativetofurtheringprogressandimprovement. Ithasbeensaidthatwhatgetsmeasuredgetsimproved,andAARsprovidethemeansbywhichlearningbecomesingrainedintoanorganization’sDNA.
This AAR template is designed to do just that: to helpfacilitate your team towards its goals and objectives andingrainacultureoflearningintotheDNAofyourteam,smallbusiness, or company. I’ve compiled three very simplefillable forms to use as a guide for your next AAR or postmortemmeeting, but theyarebynomeans set in stone.Attheendoftheday,youneedtousewhatworksforyou,anddiscoveringthatonlycomesthroughconstantpractice.
Purpose
Learningisthekeyfactorthatsustainssuccess.Withoutlearningandimprovement,youfalldeadinthewaterasyourproductorservicebecomeobsoleteandthecompetitionleaveyouinatrailofdust.
ManycompaniestakeadvantageofthetreasuretroveofknowledgethatAARswield.Alternatively,themajoritydoesnotbecausetheybelieve:
Ø “There’snotime”Ø “Ihaveameeting”Ø “Idon’thaveanythingtosay”Ø “It’lljustbeleadershiptalkinganyway”
Doesthissoundlikesomethingyouhearinthehallwaysofyourorganization?HastheinfamousGoodIdeaFairymadeherappearancethroughoutthehallsandofficesofyourcompanyonlytocometotheconclusionthatshe’sabadfairy?
Yourteamneedstoknowtheproblemitwantstosolvewiththetoolsithasavailable.Theteamneedstounderstandtheprocessusedtoachievethegoalandmanythingsmore.
Donecorrectly,AARsprovidecontextandinsightbyaskingfoursimplequestions:
Ø Whatwasexpectedtooccur?Ø Whatactuallyoccurred?Ø Whatworkedwell,whatdidn’t,andwhy?Ø Whatneedstobeimproved?
ThepurposeofanAARistwofold.First,itistoperpetuatelearningthroughreflectionandcollaboration.Second,itistofillthevoidofknowledgeforthosewholackawarenessastowhyaneventhappenedoraparticulardecisionwasmade.Makingthisinsighttransparentdoesthefollowing:
Ø Buildstrust.Bybeingtransparentandsharinginformation,employeesbecomemoreawareofnotonlythe“how”behindaneventbutalsothe“why”thatdroveseniorleaderstodecide.
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Knowingthisservesnotonlythembutalsotheorganizationastheyarearmedwithgreatercontextforwhensimilarsituationsoccurinthefuture.
Ø Enablesdecision-making.Armedwithmoreinformationandgreatercontext,employeesnowseethewholeforestinsteadofthesilooftreesthey’reusedto.Theirdecision-spaceincreasesbecausetheyunderstandthedirectioninwhichleaderswanttogo.
By deeply assessing the above four questions on a consistent basis, you and your team reveal atreasuretroveoflearningopportunitiesthatservethebestinterestofnotjusteveryindividual,buttheteamororganization.
ShouldweconductanAARoradebrief?AnAARanddebriefarenotthesame.Keydifferencesinclude:
AAR DebriefFormalizedprocess Informal.Structuredprocess;plannedflow Shorter duration (oftentimes immediately after
thefact)Mediumtolargersizedaudience SmalleraudienceLessons learned that oftentimes turn into SOPsorotherwise become ingrained into organization’sculture
Insights and observations that are closer toindividualandteamfeedback
Design
WhatAARsaredesignedtodo:
J UnearthassumptionsJ ShareinsightsJ Serveasdialoguethatbroadensoverall(team)awarenessJ BuildcontextforfuturedecisionsJ Engageallparticipantsinopendialogue
WhatAARsareNOTdesignedtodo:
L ActasgradingcriteriaL FingerpointL LimitdiscussiontoseniorleadersL Eschewblame
Let’swalkthroughasampleAARprocesstoseewhatthehellthislookslike.
WhenshouldanAARbeconducted?
AARsshouldbescheduledassoonaspossibleafter theeventwhileeverything is fresh inpeoples’minds.Nomoregreaterthan72hoursaftertheeventshouldtheAARtakeplace.
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HowshouldanAARbeconducted?
TherearethreewaystoconductanAAR.Thefirstisamorelinear-approachwhichistobeginfromsteporphaseoneof the event andmove sequentially through the event iteratively.The second iswhat I call outside-in, where the facilitator selects key events and then directs attention inwardtowardsminutedetailsorfollow-onevents.Finally,theproject-basedapproachiswherekeythemesarehighlightedandpeoplearedividedintosmallteams.Thereareadvantagesanddisadvantagestoall:
Advantages&DisadvantagesToThe3TypesOfAARs
Advantages Disadvantages
Linear Helps participants structuretheir thoughts (they mentallyfollow the natural sequence ofevents)
Predictable; may createboredomovertime
Outside-In Addresses most pertinentissuesfirst
Difficult to remembersnapshots in time withoutmentallyretracingone’ssteps
Project Best suited for a hesitantaudience; builds trust slowlyovertime
Less collaboration; less ideaflow
Aface-to-facemeetingforallparticipants(ratherthanoverthephone)isideal.
Whoshouldparticipate?
RolesandresponsibilitiesnecessaryforAARsuccess:
Note takers. Just as with anything else, what gets measured gets improved, and lessonslearnedarenodifferent.Thefirstnotetakeristocaptureeverythingthatgetsdiscussedsothere’sarecordtoreferbacktoif/whenthesituationrepeats.Assigningnamestoquotesordiscussionpointsisn’ttheidea,butrathertodocumentthelessonslearnedasawhole.
The second note taker is to write on the white board or flip chart the highpoints of thediscussionforalltosee.Thisway,participantscanreviewthediscussionpointswhichmayconjureupnewinsights.Additionally,anydiagramsornoteswrittenonawhiteboardorflipchartshouldbephotocapturedandarchivedbythesecondnotetaker,too.
Facilitator.Theroleofafacilitatoristomanagetime,guidetheconversationandensureitstaysontrack,andaimsidebarconversationsimpertinenttothepurposeathandforoffline.In the military, the facilitator was often the highest ranking individual or the person inchargeoftheevolution(twoseparatethingsinspecialoperations),butheorshecanalsobe
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athirdpartytoavoidanybiases(facilitatorjustneedstobeawareofthesituationpriortoparticipating).
TipsforconductinganAAR
• Use“and”ratherthan“but”• Speaktotheaction,nottheperson• Ensure the right maturity level is in the room. If participants are not open to receiving
feedback,stresstothemthatorganizational learningisatthecoreof improvementandfortheorganizationtoimprovetheneveryemployeemustbewillingtoimprovealso
WhenshouldpastAARsbereviewed?
ThisisthemostdifficultpartoftheAAR—makingit“stick.”TheprocessofconductinganAARisnotenough itself for participants to remember. Rather, key points must be driven home by beingingrainedintothedailyrhythmoftheorganization—it’sculture.
Theansweris:asoftenasnecessaryuntilthekeytakeawaysbecomeinstitutionalized.
Belowisaquickreferenceguideonsuccessfullyplanning,executing,andreviewinganAAR,not tomentionthreeAARtemplatesyoucaneasilyfillout.
Scrolldown…
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AFTERACTIONREVIEWPROCESS
FollowUp9.ShareAARwithorganization toenforcetransparencyandorganizational learning.10.ImplementfindingsfromAAR.11.AARtheAAR.ReflectuponwhatworkedwellduringtheAARprocessandwhatdidn't.
Execute6.Ensureandenforceattendance.Ifoperatingremotely,ensuredial-innumbersandscreen-sharingwebconferencesareemplaced.Ifmaterialtobepresentedfallswithinacertainclassification,ensureallattendeesareauthorized.7.RevisittheintentoftheAARandperformanceguidelines.Reconveythatthereisnocriticism,onlyinformationtobesharedthatbetterstheoverallperformanceoftheteam.8.ConductAAR.Captureallnotes,participants,visuals,sidebarconversations,andrecommendations forimprovement.
Plan4.Decideuponanunbiasedrepresentativetofacilitatethediscussion.5.Preparenecessarymaterialsforvisuals,notetaking,ice-breakers(ifapplicable)
EstablishIntent1.Determinetheevent/topicofdiscussion tobereviewed.Sharethiswiththeteam.2.Settheconditions.Chooseanagreedupondate,time,location;selectattendeesandmakeattendancemandatory.3.EnvisionhowtheresultsfromtheAARdiscussionwillbeintegratedintothebusiness.
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AFTERACTIONREVIEWTEMPLATEDate: Event: Facilitator: Note
Taker: Team/Project:
AARType Selecthere
Event: Whatwasplannedtooccur?
Whatactuallyoccurred?
Whatcausedthechange?
Whatworkedwell?Whatdidn’t?
Whatcanbeimproved?