Code Red: Establishing Early Warning Signs & Safe Word Protocol

What participants gain

• Participants will define specific 'early warning signs' that indicate a risk is materializing.
• Participants will establish a 'safe word' protocol for raising red flags without fear of reprisal.
• Participants will commit to ongoing vigilance and open communication throughout the project lifecycle.

Materials needed

• Whiteboard or large paper
• Markers (multiple colors)
• Risk mitigation plan (from previous activity)
• Pens/Pencils

How to run Code Red: Establishing Early Warning Signs & Safe Word Protocol, step by step

1. Introduce the concept of early warning signs and the 'safe word' protocol and explain their purpose (3 min).
2. Guide the team in defining specific 'early warning signs' that would indicate a risk is materializing (4 min).
3. Establish a 'safe word' protocol for raising red flags without fear of reprisal (3 min).
4. Ensure that the 'safe word' is easy to remember and use in a variety of situations (1 min).
5. Clearly communicate the 'safe word' protocol to all stakeholders (1 min).
6. Ensure that the 'safe word' is easy to remember and use in a variety of situations.
7. Clearly communicate the 'safe word' protocol to all stakeholders.
8. Ensure that the 'safe word' is easy to remember and use in a variety of situations.
9. Clearly communicate the 'safe word' protocol to all stakeholders.
10. Ensure that the 'safe word' is easy to remember and use in a variety of situations.
11. Clearly communicate the 'safe word' protocol to all stakeholders.

Facilitator tips

• Encourage participants to define specific and measurable early warning signs.
• Ensure that the 'safe word' is easy to remember and use in a variety of situations.
• Clearly communicate the 'safe word' protocol to all stakeholders.
• Regularly review the early warning signs and the 'safe word' protocol to ensure they remain relevant and effective.
• Create a culture of open communication and psychological safety to encourage participants to raise concerns proactively.

Common challenges

• Participants struggle to define specific early warning signs: Provide examples of potential early warning signs from other projects.
• The 'safe word' protocol is not consistently used: Remind participants of the protocol and encourage them to use it whenever they have concerns.
• Participants are hesitant to raise concerns even with the 'safe word' protocol: Emphasize the importance of open communication and create a culture of psychological safety.
• Early warning signs are ignored: Establish a clear process for responding to reported early warning signs.

Running it virtually

Establish a dedicated channel in a virtual communication tool like Slack or Microsoft Teams for reporting early warning signs and using the 'safe word'.

Expected results

A documented list of early warning signs and a clearly defined 'safe word' protocol. This will ensure ongoing vigilance and open communication throughout the project lifecycle, enabling the team to proactively address potential problems and maximize the chances of success.

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