Section 4 EO M503.04 – CONCLUDE AN EXERCISE
Resources needed for the delivery of this lesson are listed in the lesson specification located in A-CR-CCP-805/PG-001, Proficiency Level Five Qualification Standard and Plan, Chapter 4. Specific uses for said resources are identified throughout the instructional guide within the TP for which they are required.
Review the lesson content and become familiar with the material prior to delivering the lesson.
Make an OHP of Attachment A.
Nil.
An interactive lecture was chosen for TP 1 to orient the cadets to the conclusion of an exercise, the content of an after action report and the conduct of a debriefing.
An in-class activity was chosen for TP 2 as it is an interactive way to provoke thought and stimulate interest about after action report.
What are the elements in an activity debriefing?
What actions have to be completed by exercise leaders after the cadets' departure?
List the supervision responsibilities that a leader should meet.
The elements in an activity debriefing should include:
reviewing the goal;
providing feedback; and
re-motivating the team.
After the cadets have left, leaders should:
inspect the exercise area for any damage or safety concerns;
tear down the exercise area;
return stores.
The supervision responsibilities that a leader should meet are:
ensuring safety;
ensuring the well-being of cadets;
encouraging cadets;
adjusting responsibilities as required;
maintaining control of cadets;
correcting errors as required;
reporting misconduct as required; and
ensuring completion of responsibilities assigned to cadets as required.
By the end of this lesson the cadet shall be expected to conclude an exercise.
It is important for cadets to conclude an exercise as it is an important step in project management. Recognizing areas for improvement and successes will allow people to take this knowledge into their next project and improve its chances for success.
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Teaching point 1
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Explain the steps in the conclusion of an exercise.
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Time: 10 min
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Method: Interactive Lecture
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Having a debriefing with the personnel involved in the exercise is a crucial step in identifying the practices to keep and the practices to avoid in future projects from the experience gained during the current project. The people involved in the project can, by sharing their experiences, observations and suggestions, help a leader recognize the achievements and areas for improvement encountered during the various planning and conducting stages of the exercise.
Like any meeting, the debriefing should be preceded by an agenda that may include:
purpose of the debriefing,
goals of the activity or activities,
highlights, such as:
results, schedules, and resources,
tracking systems and procedures,
communications, and
practices and effectiveness;
discussion and recognition of special achievements,
review of reactions to the activity (cadets or supervisors),
discussion of problems and issues, or
discussion of how to reflect experiences from this project in future efforts.
During the debriefing, the following issues should be discussed:
what was accomplished and individuals' contributions;
techniques and approaches that worked to ensure they will be used in the future;
techniques and approaches that did not work to ensure they are not used in the future, or they are used only following appropriate adjustments.
Here are a few things to keep in mind when planning a debriefing:
Invite the right people. Invite people that were involved. If the list is too long, decide to meet with the subgroups, then hold a general session where everyone reviews the results of the smaller meetings and where final comments and suggestions are made.
Ensure everyone understands the purpose of the meeting is to learn, not to blame. The post project evaluation is a means to examine what has been done to improve it.
If anyone starts to attack or criticize other participants, the discussion needs to be brought back to order. This can be done by asking questions, such as:
What can you yourself do in the future to deal more effectively with such situations?
What can we do in the future to prevent such situations from occurring?
It can also be done by having personnel:
identify what others did well; or
examine their own performance and see how they could have handled situations differently.
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Be sure to assign a person to take notes during the debriefing. Those notes will be useful when writing the after action report (AAR). |
As soon as possible after the debriefing, prepare and distribute an AAR based on notes from the briefing.
The AAR should include the following information:
practices to incorporate in future projects,
steps to take to encourage these practices,
practices to avoid on future projects, and
steps to be taken to avoid these practices.
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After (and during if possible) the completion of a project, recognize the individuals or groups who helped "make it happen". Whether it be announcements or a thank you to who made it possible, recognizing those who worked hard is important. |
What has to be accomplished after the conduct of an exercise?
What is the importance of the debriefing?
What elements are found in an AAR?
After the conduct of an exercise, ensure the following tasks are completed:
a tear down of the area,
return of resources,
debriefing, and
AAR.
Having a debriefing with the people involved in the exercise is a crucial step in identifying the practices to keep and the practices to avoid in future projects from the experience gained during the current project.
The following elements are found in an AAR:
practices to incorporate in future projects,
steps to take to encourage these practices,
practices to avoid on future projects, and
steps to be taken to avoid these practices.
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Teaching point 2
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Conduct an activity where the cadets develop an after action report
format.
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Time: 15 min
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Method: In-Class Activity
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ACTIVITY
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Time: 15 min
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The objective of this activity is to have the cadets develop their own AAR format.
Flip chart paper, and
Markers.
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1.Divide the class into two groups.
2.Distribute a flip chart paper and markers to each group.
3.Tell the cadets they have to create a template for an AAR that must contain all the necessary information.
4.Allow the cadets eight minutes to work on the assignment.
5.Allow each group two minute to present their work.
6.Have the cadets reflect on which format they prefer.
Nil.
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Show the cadets Attachment A for an example of an AAR format that could be used. |
The cadets' participation in the activity will serve as the confirmation of this TP.
The cadets' conclusion of an activity will serve as the confirmation of this lesson.
Nil.
This EO is evaluated IAW A-CR-CCP-805/PG-001, Proficiency Level Five Qualification Standard and Plan, Chapter 3, Annex B, 503 PC.
It is important to properly close out an activity as the mistakes and success of an activity can be used when planning the next one. Leaders have to recognize the importance of taking a few moments to reflect on the learning experience from the activities they prepare and conduct.
Cadets shall be given the opportunity to conclude an exercise, as a member of a group, as part of their OJT.
C3-252 ISBN 978-0-470-04923-5 Portny, S. E. (2007). Project management for dummies. Hoboken, NJ: Wiley Publishing.
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