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Facilitating an AAR

CPT Justin Webb – Eagle 07TSenior Analyst

NATIONAL TRAINING CENTERCombat Aviation Trainers

NATIONAL TRAINING CENTERCombat Aviation Trainers

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Thesis

“...the answer that brings the learner closer to the solution of the problem already exists in the learner’s mind. It is not the cadre’s place to provide that answer. The cadre must facilitate the AAR so that the learner discovers the linkage on his or her own.”

Facilitating a Discussion or After-Action Review (AAR)-Dr. Lorae Roukema

Our primary role as OC/Ts is to make this connection

This is why the AAR is the most important thing that we do

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Agenda

References

Purpose

Principles of the facilitated AAR

Steps to Facilitate a Great AAR

5 Common Questions Leaders Should Never Ask

How to know if you facilitated a great AAR

Summary of the steps to facilitate an AAR

Conclusion

This is a guided discussion. We will ask questions and encourage input throughout. Active participation is highly encouraged

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References

HQDA (1993). TC 25-20: A Leader’s Guide to After-Action Reviews.

Berger, Warren (2014). 5 Common Questions Leaders Should Never Ask. Retrieved from: http://blogs.hbr.org/2014/07/5-common-questions-leaders-should-never-ask/

Asymmetric Warfare Group (2011). The After Action Review Revisited.

Roukema, Lorae (n.d.). Facilitating a Discussion or After Action Review.

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Purpose

Provide a framework for preparing and facilitating an AAR that enables rotational units to maximize their training experience while learning more about themselves as individuals and a team.

Better AAR=RTU Learns more=Better Training Experience=Win in Combat

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3 Principles of the Facilitated AAR

1. The AAR is about Discovery Learning

-discovering the known unknown

2. Ask probing questions focused on training objectives that go beyond what the RTU might discover on their own.

3. Your role is not to hold yourself out as the expert with all the answers. Your goal is to ensure that everyone participates and learns and grows as a team.

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7 Steps to Facilitate an AAR

1. Prepare

a) Create AAR reference sheets for each learning event

b) Create Talking Points

c) Generate Follow Up/Probing Questions

2. Set the environment so the RTU is receptive and ready to learn

3. Pose a talking point to encourage reflective/critical thinking

4. Wait for a response (allow the RTU time to think first, then respond)

5. Ask probing questions for deeper understanding and to reach a solution

6. Ensure everyone participates

7. Self AAR (degree of preparation, focus, participation, energy)

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Step 1a: Create AAR Reference Sheets

Create an AAR Reference Sheet for each event

i.e. Air DART, Battle Period 1, etc.

This is a compilation of question “stems” based on the learning objective for each event

Preparation (i.e. creation of reference sheets) ensures the following:

1. Questions are aligned with learning objectives

2. Eliminate the challenge of creating questions in real-time

3. Ensures anyone can lead the AAR

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Step 1b: Create Talking Points

Create talking points based off of the learning objectives

-This is why the event was created in the first place

“How” and “Why” questions are best

Avoid “who”, “where” or “when” questions.

Never ask a “yes” or “no” question.

Questions should be open-ended

Questions should provoke a deeper level of analysis/understanding

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Step 1c: Generate Follow Up/Probing Questions

Used to better focus thoughts

Questions should encourage deeper level of understanding and help the RTU to reach their solution

The same rules from Step 2: Create Talking Points still applies

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Example Reference SheetQuestion Stem for AWT Post Battle Period 1

“How do you think your team performed in this event? Why?”

“Did you complete your mission? Why or why not?”

“How did you plan for the mission?”

“What would you do differently next time?”

“What specific things can your team do next time to improve upon performance?”

Talking Point:

Probing Question:

Probing Question:

Probing Question:

Probing Question Focused on Solution:

Training Objective: AWT planning for battle period 1

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Step 2: Set the Environment

Physical vs. Mental Environment

Physical Environment Mental Environment

1. Elements 1. State of Mind/Energy

2. Noise 2. Level of Comfort

3. Layout/Position 3. Level of Control

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Step 3: Pose a Talking Point

Choose a critical event or establish a theme for the AAR

Choose a Talking Point based off of the event’s learning objectives and your reference sheet

Questions should provoke a deeper level of analysis/understanding

-Avoid summarization

-Focus on discovery learning

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Step 4: Wait for a Response

There should be significant periods of silence before the RTU responds

Relax – Don’t get impatient

Be comfortable – tone and body language are important

Allow the RTU time to think first, then respond so they can develop their own solutions

Facilitate, don’t dictate

Remember: Listen more than you talk!

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Step 5: Ask Follow Up/Probing Questions

For further understanding

Generate Discussion and encourage discovery learning

To focus the RTU’s thoughts

To allow the RTU to reach a solution on their own

Dig to get RTU to come up with their solution

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Step 6: Ensure everyone participates

This is your job as the facilitator of the AAR

This is the mark of a good AAR

Try these techniques if participation is poor:

Partner Up-form buddy groups, pose a question and allow buddy groups time to form answers and then present their answers

Cold Call-(Most effective after “Partnering Up”) allows those who have not participated in the AAR to offer input because they will have more time to prepare

Buzz Groups-Similar to partnering up, however you pose your talking points and probing questions prior to the AAR and give groups adequate time to prepare and have them lead a discussion

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“5 Common Questions Leaders Should Never Ask”

http://blogs.hbr.org/2014/07/5-common-questions-leaders-should-never-ask/

How you question is critical.

Questions focusing on strengths with a positive focus are far more beneficial than those focused on weaknesses with a negative focus.

Avoid questions asked in a spirit of advocacy, rather than inquiry

Never ask a question if you do not want an answer!

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Never ask: “What’s the problem?”

Why not?

Causes the organization to become fixated on weaknesses, rather than focusing on strengths and opportunities

We want the RTU to focus on winning

Instead try asking:

“What is the ideal outcome and how can we get closer to that?”

“What are we doing well and how might we build upon that?”

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Never ask: “Whose fault is it?

Why not?

There is no scapegoat.

The reality is there is plenty of blame to go around for ANY problem or failure.

Try instead:

“How can we work together to shore up any weaknesses?”

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“Why don’t you do it this way?

This is a leading question-a way of imposing your ideas on the RTU.

This is a stealth form of control.

Allow the RTU to figure it out on their own

You can help them by asking:

“How were you thinking of doing it?”

“What do you have in mind?”

This gets the RTU to think through and verbalize their process

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“Haven’t we tried this already?”

Tone is very important here.

Suggests EVERYTHING has been thought of already

Fails to recognize that some ideas may have failed due to timing or execution-not because the idea was wrong.

Try Instead:

“If we tried this now, what would be different this time? – How might this change the results?”

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Step 7: Self AAR

“How do I know if I led a great AAR?”

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How to know if I facilitated a Great AARBy Degree of Preparation/Execution

How to Execute:1. Prepare Talking Points2. Ask Probing Questions3. Encourage deeper understanding

BLUF: Learning Points developed that facilitated deeper understanding

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How to know if I facilitated a Great AARBy Degree of Focus on Learning Objectives

How to Execute:1. Use your reference sheet 2. Facilitate the AAR

BLUF: Cover Learning Objectives (do not get into the weeds)

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How to Execute:1. Plan your strategy ahead of time to encourage

participation2. Facilitate Maximum Participation

How to know if I facilitated a Great AARBy Degree of Participation in the AAR

BLUF: Maximized participation down to the lowest level

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How to Execute:1. Set the tone for the AAR2. Focus on body language (yours and the RTUs)3. Focus on both the physical and mental environments4. Keep everyone involved

How to know if I facilitated a Great AARBy Degree of Energy

BLUF: Everyone talks and you do more listening than talking

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Summary of the 7 Steps to Facilitate an AAR

1. Prepare

a) Create AAR reference sheets for each learning event

b) Create Talking Points

c) Generate Follow Up/Probing Questions

2. Set the environment so the RTU is receptive and ready to learn

3. Pose a talking point to encourage reflective/critical thinking

4. Wait for a response (allow the RTU time to think first, then respond)

5. Ask probing questions for deeper understanding and to reach a solution

6. Ensure everyone participates

7. Self AAR (degree of preparation, focus, participation, energy)

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Conclusion

Purpose

Principles of the facilitated AAR

Steps to facilitate a great AAR

5 Common Questions Leaders Should Never Ask

How to know if you facilitated a great AAR

Summary of the steps to facilitate an AAR

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Questions?

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