Conducting a learning team involves a structured approach focused on understanding how work gets done in practice and identifying opportunities for improvement. It's about learning from everyday work, not just from incidents. Here's a breakdown of the process:
1. Establish Structure and Expectations:
- Define the Scope: Clearly outline the specific work area, task, or process the learning team will investigate.
- Set Objectives: What are you hoping to learn? Be specific. For example, "Understand how operators manage unexpected equipment failures" or "Identify latent risks in our maintenance procedures."
- Form the Team: Include frontline workers who perform the work being studied. Their experience is invaluable. Also, consider including a facilitator trained in learning team principles and potentially a subject matter expert.
- Establish Ground Rules: Emphasize psychological safety. Team members should feel comfortable sharing their honest experiences without fear of blame or punishment. Reinforce that the goal is learning, not fault-finding.
2. Planning the Learning Team Session:
- Define Roles: Assign responsibilities like facilitator, note-taker, and timekeeper.
- Gather Data: Before the session, collect relevant data such as work procedures, historical performance data, and equipment information.
- Develop an Agenda: Outline the topics to be discussed and the time allotted for each.
3. Conducting the Learning Team Session:
- Start with Context: Briefly review the scope, objectives, and ground rules.
- Tell the Story of the Work: Encourage frontline workers to describe in detail how the work is actually done. Focus on the practical realities, not just the written procedures.
- Focus on Variability: Explore how the work varies depending on different conditions, situations, or individuals. Understand the "work-as-done" vs. "work-as-imagined" gap.
- Probe for Near Misses and Workarounds: Investigate situations where things could have gone wrong, or where workers had to deviate from procedures to get the job done. These provide valuable insights into potential vulnerabilities.
- Identify Influences: What factors (e.g., time pressure, resource constraints, conflicting goals) influence how work is done?
- Document the Discussion: Capture key insights, observations, and identified opportunities.
4. Analysis and Recommendations:
- Analyze the Data: Review the discussion notes and look for patterns, themes, and insights.
- Develop Recommendations: Based on the analysis, identify specific actions to improve the work process, reduce risks, and enhance performance. These recommendations should be practical and actionable.
- Prioritize Recommendations: Determine which recommendations are most important and feasible to implement.
5. Implementation and Follow-up:
- Implement the Recommendations: Put the recommendations into action. This may involve changes to procedures, equipment, training, or communication.
- Monitor the Results: Track the impact of the changes on performance and safety.
- Share the Learning: Communicate the findings and recommendations to a wider audience within the organization.
- Regularly Review: Periodically revisit the work process to ensure the improvements are sustained and that new challenges are addressed.
Example Scenario:
Imagine a learning team investigating near misses during equipment maintenance. The team includes maintenance technicians, supervisors, and an engineer. During the session, the technicians reveal that they often skip certain steps in the procedure due to time pressure and a lack of readily available tools. This insight leads to recommendations for providing additional tools and revising the procedure to be more efficient.
Key Considerations:
- Psychological Safety: This is paramount. Without it, frontline workers will not share their honest experiences.
- Facilitation Skills: A skilled facilitator can guide the discussion, encourage participation, and keep the team focused on the objectives.
- Management Support: Management must be supportive of the learning team process and willing to implement the recommendations.
- Resources: Providing adequate time, training, and resources for learning teams is essential.
By following a structured approach and focusing on learning from everyday work, learning teams can be a powerful tool for improving safety, performance, and innovation.
