Increasing staff awareness - camp management

I was thinking the other day about the Risk Management Forum and mock trial held in Richmond, Virginia, in November 1993. I couldn't believe that over a year had passed since I had the privilege to be a part of that educational program.

It was a privilege to work with so many capable and dedicated people from among the ranks of the American Camping Association: staff, members, and business members alike. The meeting was built on high expectations for a different kind of educational session and the result was remarkable. When the mock trial and educational sessions were over, the totality of what transpired during the three days greatly exceeded the sum of the individual parts -- a truly high performance experience.

During the months following the event, I've thought about the mock trial and forum experience often. I've spoken with directors who have changed behaviors, methods, and practices in their camp as a direct result of new perspectives gained from the program.

Fortunately, the team that developed the program had the foresight to videotape it, too. As a result, ACA has developed Camp White Cloud Goes to Court, a staff training video that revisits some of the testimony of the counselors, camp director, and camp nurse. The video is accompanied by a workbook which directors can use to guide staff through the "do's and don'ts" of the Camp White Cloud experience.

When I first heard about the idea of a training tape, I thought it would be worth doing. But, the opportunity and promise it presented was hidden from me initially. Now that I have seen the tape and facilitated some training sessions using it, I am convinced that it offers enormous promise for changing behavior and for making camp a safer place for everyone. Let me explain why.

Risk management, loss prevention, and loss control are an integral part of the standards program. During the last fifteen years or so, the subject has been discussed extensively at both national and section ACA meetings, conferences, and workshops. Many books and articles have been written on a multitude of subjects from the field, as well as from the insurance and consulting communities. As a result, the intended audience and the people who usually attend training sessions: camp directors, head counselors, and program directors, are, in my opinion, far better risk managers today.

Evidence of this is apparent when I do standards visits. Written documents are much more thoroughly prepared and complete. I also observe this in the quality of the questions asked by audiences at conferences and workshops. Many camp directors have incorporated discussions about safety and managing risk into their training sessions during staff orientation. Lots of progress has been made with people on the camp management team: director, head counselor, program director, and other people who have a more permanent and prominent role in a camp. But where does that leave the rest of the staff?

There simply isn't enough time during orientation to review in detail the issues involving safety and risk management at camp. How do we discuss these issues and increase staff awareness of risk management? In many cases staff receive some guidelines and rules to follow which are developed by your management team and which reflect the collective experience at camp. Unfortunately, these are probably received as just another set of rules. One of the lessons I've learned in business is, even after explaining the reasons for the rules, guidelines, and practices to your staff, each person may or may not "buy into" your plan at different levels. This represents a significant challenge. How can the management team share the importance of the behavior described in the staff manual?

One way that has worked for me is to engage the staff in a discussion about the rules, guidelines, and practices for running your camp (business). This participatory style is not new or revolutionary, however, when it comes to identifying risks and developing methods for dealing with those risks, I think chances are better for compliance when the staff have some say in developing the risk management plan and approach. This is where the Camp White Cloud Goes to Court video can help.

In a succinct and powerful way, the videotape increases the staff's awareness of risk management, makes them aware of the ripple effect of their decisions, and shows them the vital role they play in creating safety and security at camp. It is a terrific training tool to help take the risk management process to the next level, by introducing the thought patterns and practices to your staff.

The videotape is also an excellent way to share expectations with your staff for next summer. The video format creates a basis for discussing many difficult issues. The payback comes through the creation of common goals and common understanding with the staff and through the increased safety awareness. I encourage you to review a copy and decide for yourself.

Editor's note: Camp White Cloud Goes to Court is a 75-minute video of the mock trial performed at the 1993 Risk Management Forum. The accompanying 36-page booklet contains explanations of the video vignettes, as well as questions for directors to ask staff. You can order the package from the ACA Bookstore (1-800-428-CAMP) for $99/ACA member, $124/non-member.

Camp directors can also participate in a 5-hour "Camp White Cloud Goes to Trial" training session conducted by Marge Scanlin, ACA division director of standards and member services. Contact ACA's standards department at 317/342-8456 for more information.

Ed Schirick is senior vice president of the Markel Rhulen Underwriters and Brokers camp and youth recreation division. He is a charted property casualty underwriter and a certified insurance counselor. Send your risk management inquiries to: Ed Schirick, c/o Markel Rhulen Underwriters and Brokers, 4600 Cox Road, Glen Allen, VA 23058.

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