The Role of Learning Teams in Enhancing Safety Through HOP

Human and Organizational Performance (HOP) principles can transform safety in the workplace. Learning Teams play a crucial role in this transformation by creating opportunities for workers to share insights, identify risks, and collaborate on practical solutions. Let’s explore how Learning Teams can take your safety program to the next level.

Learning Teams are a structured, collaborative approach used to enhance safety by involving workers in identifying operational issues and developing solutions. These teams foster continuous improvement by focusing on how work is truly performed, addressing risks and promoting safety across the organization.

Learning Teams shift the focus from top-down directives to collaboration, bringing valuable insights from frontline workers. In this post, we’ll discuss how Learning Teams work, their role in HOP, and how they can be applied to improve safety outcomes. Let’s dive into the details.

What Are Learning Teams and Why Are They Important in HOP?

In the context of HOP, Learning Teams are crucial because they enable organizations to:

• Understand “Work as Done”: They highlight the realities of how tasks are performed, identifying differences between documented procedures and actual practices.
• Identify Hidden Risks: Workers are empowered to share insights on inefficiencies and risks that might not be visible to management.
• Foster Continuous Improvement: Learning Teams establish a feedback loop where employees and management work together to enhance processes and safety protocols over time.

Learning Teams are a cornerstone of Human and Organizational Performance (HOP). The premise of HOP is that workers are the experts on how their tasks are actually performed. By leveraging their knowledge, Learning Teams help bridge the gap between “work as imagined” by management and “work as done” on the ground (DOE, 2009).

Learning Teams focus on problem-solving through collaboration, involving workers from different levels of the organization in understanding risks, identifying challenges, and proposing realistic solutions. This is a significant departure from traditional safety approaches, which often rely on external audits or compliance-driven inspections. Instead, Learning Teams emphasize learning from day-to-day work experiences, leading to a deeper understanding of safety risks and operational challenges.

Learning Teams play a vital role in improving safety by incorporating Human and Organizational Performance (HOP) principles. These teams facilitate a shift from traditional, top-down safety measures to a collaborative approach where frontline workers contribute their expertise and experience. This shift empowers workers to be part of the problem-solving process, addressing both visible and hidden risks and fostering a culture of continuous learning and improvement (Robinson et al., 2021)​.

By systematically capturing insights from workers, Learning Teams bridge the gap between “work as imagined” and “work as done,” similar to approaches observed in the Bedside Learning Coordinator (BLC) model in healthcare settings. This model demonstrated the value of capturing real-time, experience-based insights from frontline workers to inform safety improvements, much like the Learning Teams in HOP (Shand et al., 2021)​. This strategy aligns with principles in HOP, where human error is seen as inevitable and opportunities for learning are critical to improving organizational safety outcomes (Robinson et al., 2021)​.

In terms of operations, Learning Teams, like the BLC model, create structured environments for gathering feedback on how work is truly performed, thereby uncovering discrepancies in procedures and identifying systemic risks (Shand et al., 2021). This approach highlights how Learning Teams enhance organizational awareness, driving proactive changes that improve both safety and operational efficiency. The systematic collection of insights, followed by collaborative problem-solving, ensures that solutions are practical and grounded in the reality of day-to-day work​.

These insights are crucial not only for identifying immediate risks but also for fostering a culture where continuous improvement becomes embedded in everyday operations. As noted in both healthcare and scientific research environments, this systematic learning approach reduces the reliance on individual blame and emphasizes systemic solutions, enhancing overall safety culture (Robinson et al., 2021)​.

How Learning Teams Operate: A Collaborative Safety Tool

Learning Teams are typically structured in two main sessions (DOE, 2009):

1. Session 1: Learning Mode and Problem Identification
   In the first session, the team focuses on understanding how work is actually done. The facilitator sets a tone of open communication, emphasizing that the goal is to learn and improve, not to assign blame. Workers describe their tasks, share challenges, and identify risks they encounter. This session is designed to gather rich insights into day-to-day operations.

The facilitator documents all issues raised, ensuring that all voices are heard. The key here is to focus on learning—solutions are not yet proposed; the aim is to fully understand the work processes and the risks involved.

2. Soak Time
   Between the first and second sessions, team members reflect on the insights gained. They may observe their work processes with fresh eyes, gathering additional information to bring back to the next session. This reflective period allows participants to think deeply about the challenges identified and to observe any additional issues that may have been overlooked.
3. Session 2: Problem-Solving and Action Planning
   The second session is where solutions are developed. The team revisits the issues identified in Session 1 and then collaboratively brainstorms ways to address them. This step is crucial as it ensures that the solutions are grounded in the practical realities of “work as done.” After brainstorming, the team creates an action plan, detailing how to implement the solutions, assign responsibilities, and set timelines for completion.

The Benefits of Learning Teams in Enhancing Safety

Learning Teams offer several key benefits to organizations, particularly when integrated into a HOP framework:

1. Improved Risk Identification
   Learning Teams enable organizations to uncover hidden risks that might otherwise go unnoticed. Workers on the frontlines are often best positioned to identify hazards, workarounds, or inefficiencies that could lead to accidents or incidents. By directly involving them in safety conversations, Learning Teams tap into this critical source of information.
2. Better Employee Engagement
   When workers are involved in safety initiatives through Learning Teams, they are more likely to be invested in the outcomes. This engagement fosters a stronger safety culture, where employees feel valued and motivated to contribute to safer practices. It also leads to practical solutions, as workers are more likely to implement ideas they helped develop.
3. Continuous Improvement and Learning
   Learning Teams create a structured process for ongoing learning and improvement. By regularly bringing workers and management together to discuss challenges and develop solutions, organizations can continuously refine their processes and safety protocols. This iterative process helps prevent incidents and ensures that safety is always improving.

Facilitating Effective Learning Teams

The success of a Learning Team hinges on the facilitator’s ability to create a blame-free environment where workers feel comfortable sharing their experiences. Facilitators should:

• Encourage Open Dialogue: Workers must feel safe to speak openly without fear of retribution. The facilitator sets the tone by emphasizing learning and improvement.
• Maintain Objectivity: The facilitator should guide discussions without taking sides or making judgments. This neutrality fosters trust and keeps the focus on problem-solving.
• Document Thoroughly: It’s essential to capture all insights, proposed solutions, and action items so that the Learning Team’s work can be effectively implemented.

Conclusion

Learning Teams are a powerful tool for enhancing safety within the framework of Human and Organizational Performance (HOP). By involving workers in the identification of risks and the development of solutions, Learning Teams provide organizations with a clearer understanding of “work as done” and a more practical approach to safety. When implemented correctly, they can lead to significant improvements in safety culture, risk management, and operational efficiency.

For organizations looking to foster a culture of continuous improvement and engagement, adopting Learning Teams is a step in the right direction.

References

Department of Energy, (DOE) (2009). Human Performance Improvement Handbook, DOE-HDBK-1028-2009. (Vol. 1: Concepts and Principles). Department of Energy Washington, DC:  Government Printing Office. 

Department of Energy, (2009). Human Performance Improvement Handbook, DOE-HDBK-1028-2009. (Vol. 2: Human performance tools for individuals, work teams, and management). Department of Energy Washington, DC: Government Printing Office.

Robinson, S., White, W., Wilkes, J., & Wilkinson, C. (2021). Improving culture of care through maximising learning from observations and events: Addressing what is at fault. Laboratory Animals, 56(2), 135–146. https://doi.org/10.1177/00236772211037177

Shand, J., Allwood, D., Lee, N., Elahi, N., McHenry, I., Chui, K., Tang, S., Dawson-Couper, Z., Mountford, J., & Bohmer, R. (2021). Systematically capturing and acting on insights from front-line staff: The ‘Bedside Learning Coordinator’. BMJ Quality & Safety, 30, 509-512. https://doi.org/10.1136/bmjqs-2020-011966