PFS Mini- Summit Operating Procedure
(as used in 625)
Step one: Get them thinking 1a. Email your group’s leaders a day or two before the workshop. Include the agenda and what you expect them to contribute at the meeting. Priming them in this way is very important for a productive workshop.
Step two: Hold the mini-summit 2a. Intro and explain why it is absolutely critical that we get a detailed list of everyone’s PFSactivities. The idea is to finally have the Shops all get on the same page so they know exactly what they are doing and where they are going as a Team. 2b. Exercise: Break them up into their respective groups, give them "sticky" presentation paper, pens, and ~10 minutes to talk among themselves and write down the list of PFSactivities they are doing (or want to do). 2c. As they are writing their list have them rank each activity based on how well it's working/not working (1-10) – There will most likely be a tendency to sugar-coat here. It is very important that you get an honest number becauseit is a metric used for later discussions on how to improve (seestep 3b below). 2d. Mini-Summit Report out: Have a member from each group present their PFSactivities to each other and the Superintendent. Have them talk about the impact they have seen from each activity so far. Note: you will probably seethat many of their "activities" aren't well thought out and vague. Keep clarifying the list and drilling down until they give you something tangible, observable, and specific. They will probably forget something and want to add it later, seestep 3a to allay their fears.
Step three: Now you have something to work with 3a. Collect the sticky paper and transfer each group's list onto a spreadsheet. Post this spreadsheet on the Sdrive. This spreadsheet will become a living document that the leaders can update and add to over time. Most importantly they can see and steal from everyone else's list. Interestingly there seems to be a competitive element to this in 625 where the shops seem to have an inferiority complex if their list is smaller than the rest. 625's list can be found at : S:\NSK\LongTerm\Groups\Field Services\Field Services\AES625 Leadership\RLG2011\Plan For Safety 3b. Now the conversation can shift from "what are you doing???!" to "how do we make that activity a 10?" or "What doesa 10 look like?" The answer will give you something to put on an implementation plan. They are basically telling you what you can do to help them improve (very sneaky). 3c. For each group you visit you now have a coaching "point of entry" that can lead to many other conversations you may not have had otherwise.
Step Four: Keep visibility of the PFSdocument on the S drive. 4a. Attend the same Weekly Leadership meeting and go over and update the document with everyone to keep PFSvisible. Also you can sit down with them one-on-one and repeat step 3b. The key is this is an iterative processand will drive them to action and, hopefully, zero incidents.