When and how did a once-annual exercise become the standard for preparedness? I suppose that’s fine for a whole plan, but most plans can be carved into logical components that can be not only exercised to various degrees, but training can also be provided to support and compliment each of those components. There are a lot of elements and activities associated with preparedness. Consider how sports teams prepare. They are in a constant yet dynamic state of readiness.
Sports teams will review footage of their opponents playing as well as their own games. We can equate those to reviews of after-action reports, not only of their own performance, but also of others – and with high frequency. How well does your organization do with this quiz?
- Do you develop after action reports from incidents, events, and exercises?
- Are they reviewed with all staff and stakeholders or just key individuals?
- Are they reviewed more than once or simply archived?
- Are improvements tracked and reviewed with staff and stakeholders?
- Do your staff and stakeholders review after action reports from other incidents around the nation?
Planning is obviously important – it’s the cornerstone of preparedness. Coaches look at standards of practice in the sport, best practices, and maybe come up with their own innovations. They examine the capabilities of their players and balance those with the capabilities of the opposing team. They have a standard play book (plan), but that may be modified based upon the specific opponent they are facing. Their plans are constantly revisited based upon the results of practices, drills, and games. Plans let everyone know what their role is.
- Do your plans consider the capabilities of your organization or jurisdiction?
- Do they truly include the activities needed to address all hazards?
- Are your plans examined and updated based upon after action reports from incidents, events, and exercises?
- Are your plans flexible enough for leadership to call an audible and deviate from the plan if needed?
- Is your organization agile enough to adapt to changes in plans and audibles? How are ad-hoc changes communicated?
Training is a tool for communicating the plan and specific roles, as well as giving people the knowledge and skills needed to execute those roles with precision. Sports players study their playbooks. They may spend time in a classroom environment being trained by coaches on the essential components of plays. Training needs are identified not only from the playbook, but also from after action reviews.
- Is your training needs-based?
- How do you train staff and stakeholders to the plan?
- What training do you provide to help people staffing each key role to improve their performance?
Lastly, exercises are essential. In sports there are drills and practices. Drills are used to hone key skill sets (passing, catching, hitting, and shooting) while practices put those skill sets together. The frequency of drills and practices for sports teams is astounding. They recognize that guided repetition builds familiarity with plans and hones the skills they learned. How well do you think a sports team would perform if they only exercised once a year? So why do you?
- What are the essential skill sets your staff and stakeholders should be honing?
- What is your frequency of exercises?
- Do your exercises build on each other?
I also want to throw in a nod to communication. Even if you aren’t a sports fan, go attend a local game. It could be anything… hockey, baseball, soccer, basketball, football… whatever. It doesn’t necessarily have to be pro. Varsity, college, or semi-pro would certainly suffice. Even if you don’t stay for the whole game, there is a lot you can pick up. Focus on the communication between and amongst players and coaches. Depending on where you are sitting, you might not be able to hear or understand what they are saying, but what you will notice is constant communication. Before plays, between plays, and during plays. Sometimes that communication isn’t just verbal – it might be the tapping of a hockey stick on the ice, clapping of hands, finger pointing, or a hand wave or other silent signal. Coaches are constantly talking to each other on the bench and with players, giving direction and encouragement. There is a lot going on… strategy, tactics, offense, defense. What lessons can you apply to your organization?
Lastly, accomplishments should be celebrated. In public safety, we tend to ignore a lot of best practices not only of sports teams, but also in general employee relations. Because of the nature of emergency management and other public safety endeavors, it’s easy to excuse getting stuck in the same rut… we get ready for the next incident, we respond to that incident, and we barely have time to clean up from that incident before the next one comes. Take a moment to breathe and to celebrate accomplishments. It’s not only people that need it, but also organizations as a whole.
What lessons can you apply from sports teams to your organization?
© 2019 – Timothy Riecker, CEDP