Learning Module 1: Preparation
This module is for all who have to introduce risk management. It is about all things to consider before the kick-off.
Content: Coaching Skills, Cheatsheet & Checklist
Talk to people individually, face to face. Ask them directly: What do you think about risk management? Do they roll their eyes and go: “Oh no, not yet another thing to do!”? Or are they “risk management believers”? In any case, it is amazing what you can learn.
The goal is to understand the view point of the others so well, that it could be yours. Especially, if you don’t like what you hear. Don’t get caught by preparing a clever response in your head while the other is still talking. Not an easy task. It still happens to me after all the years of coaching training. Don’t beat yourself up when it happens just bring your focus back.
Keep listening. Don’t judge.
What they share will be extremely valuable. Adress their concerns and ideas in the kick off meeting (module 2). That is how you create a meeting in which people feel they and their opinions matter. In coaching terms, a space where one feels heard and seen.
This may sound a bit ”new agey”, but I sat in too many meeting where I didn’t dare to speak up. I was worried to be the “negative one” or worse making a fool out of myself. But sharing concerns and ideas make risk management work and are the bricks for building an open culture of safety.
Don’t find out as I did – month after we started risk management – that a bright guy avoided participating, because he didn’t want his name on a risk management document. He worried that if something would go wrong he may well go to prison.
I bet I lost valuable information and who knows maybe the best risk management champion I could have had. Don’t make the same mistake.
2. Risk Management Cheatsheet
Our cheatsheet is a great conversation opener.
1. Summarise your organisation’s key objectives to clarify the targets and requirements of your risk management. This will be for all Radiotherapy departments the Euratom 2013/59, but could be more.
2. Locate current organigram. This will help to define the risk management strategy regards roles, responsibilities and reporting procedures in the kick-off meeting ( module 2 soon to be published).
3. Estimate what resources must be allocate to implementing or maintaining your a risk management
4. Present to leadership. Get their commitment. Without stop right there. ISO 31000: “Top management and oversight bodies, where applicable, should demonstrate and articulate their continual commitment to risk management through a policy, a statement or other forms that clearly convey an organization’s objectives and commitment to risk management”.
5. Talk to the relevant stakeholders: physician, radiographers, physicist, IT, administration, porters etc. Depending on your organisational structure the stakeholders will vary.
6. Inquire: What do they think about risk management. Will they be your contact or will they appoint somebody else. Share with them your time allocation estimate. What do they think? Who else would they invite?
7. Find a date for the risk management kick-off meeting
8. Prepare an agenda
9. Send invitations
10. Get a tool ready to collect and analyse the risks. It could be an excel list (there are many around in the internet), our use our cloud based Essential Risk Management app. Access to an online demo: https://overcloud.atlassian.net/servicedesk/customer/portals
Let us know how you getting on. https://www.linkedin.com/in/tanjawolffcoaching/