Video Safety Minute #3: Shift Handover - Best Way to do It - Dr TJ Larkin

Summary

In 'Video Safety Minute 3,' TJ Larkin discusses best practices for shift handovers, emphasizing the pitfalls of relying solely on handwritten logbooks due to human memory limitations. He suggests three improvements: incorporating checklists, which reduced medical errors by 60%, conducting face-to-face conversations to catch mistakes, and performing imaginary walk-throughs of the site based on illustrations to enhance memory retention. TJ also touches on the importance of visual memory in communication and introduces software that aids in site visualization during handovers.

Takeaways

• 📝 The worst way to do a shift handover is to rely solely on a handwritten logbook due to the limitations of human memory.
• 📋 Adding checklists to a handwritten logbook can reduce errors by 60 percent, as seen in the medical field.
• 🗣️ Conducting a face-to-face conversation during shift handovers can correct serious mistakes that may be missed in written logs.
• 🔍 Supervisors should shadow workers during their shift to observe and learn about effective communication in real-time.
• ✏️ In the past, supervisors used to carry notebooks to jot down important tasks, but this practice has become less common with the advent of technology.
• 🚫 Technology, such as laptops and smartphones, is not always used effectively by supervisors to record important information during their shifts.
• 👣 The best shift handovers occur when supervisors do a walk-through of the site, either physically or using a detailed illustration.
• 🧠 Human memory works better with objects and locations, which is why a site walk-through is more effective for retention and communication.
• 🖼️ Using illustrations and photographs to create a visual representation of the site can enhance memory and communication during handovers.
• 🖥️ There is new software available that allows for the creation of interactive site maps with supervisor notes, although the presenter prefers traditional methods.
• ✋ The presenter emphasizes the importance of simplicity in procedures, warning that complexity can lead to an increase in accidents.

Q & A

What is the main topic of video safety minute number three?

The main topic of video safety minute number three is 'best shift handovers'.

Why is relying exclusively on a handwritten logbook considered the worst way to do a shift handover?

Relying solely on a handwritten logbook is considered the worst way to do a shift handover because it leads to forgetting important topics due to the limited capacity of human working memory, which typically holds only about four topics at a time.

What study was mentioned regarding the problem of forgetting during shift handovers?

A study involving 169 supervisors in aircraft maintenance workshops was mentioned, where the most serious problem was forgetting.

How can checklists improve shift handovers?

Checklists can significantly improve shift handovers by reducing errors. In the medical world, adding checklists to handwritten logbooks resulted in a 60 percent decrease in errors and serious medical adverse events.

What is the importance of a face-to-face conversation during shift handovers?

A face-to-face conversation allows for immediate clarification and correction of misunderstandings. In a study of 16 handovers in the nuclear power industry, three serious mistakes were corrected during such conversations.

What is the personal observation made by TJ Larkin about supervisors and communication?

TJ Larkin observed that traditional methods of sitting supervisors down for communication training were ineffective. Instead, he found that shadowing supervisors during their shifts and observing their communication provided much more valuable insights.

Why did TJ Larkin mention the use of spiral notebooks in the past?

TJ Larkin mentioned spiral notebooks to illustrate how supervisors used to record and transfer information during shift handovers, highlighting a shift from old to modern technology in note-taking practices.

What does TJ Larkin suggest as the best method for shift handovers?

The best method for shift handovers, according to TJ Larkin, is when the outgoing and incoming supervisors do an imaginary walk-through of the site based on an illustration of it.

What is the 'picture theory of memory' and how does it relate to shift handovers?

The 'picture theory of memory' suggests that human memory works better with objects and images rather than words. This theory supports the idea of using site illustrations for shift handovers because it helps supervisors remember more details and have more productive interactions.

What are the two software solutions mentioned that can aid in shift handovers?

Two software solutions mentioned are ones that allow users to take pictures of their site, which are then used to create a program with symbols representing different locations and supervisor notes. TJ Larkin does not work for these companies but is open to sharing more information upon request.

Why does TJ Larkin prefer a handmade illustration over photographs for site illustrations?

TJ Larkin prefers a handmade illustration because it allows for more control over the details and clarity, as opposed to the excessive detail found in photographs. He suggests creating a rough drawing and then having a professional artist refine it based on photographs for accuracy.