After Action Report (AAR) Creation Procedure

Purpose

This procedure outlines the steps for creating an After Action Report (AAR) following a Mellieħa Judo Club event, training session, or competition.

Scope

This procedure applies to all coaches, instructors, and staff involved in Mellieħa Judo Club events, training sessions, or competitions.

Roles & Responsibilities

• Event Lead/Head Coach: Responsible for facilitating the AAR discussion and ensuring completion of the report.
• Participants: Actively participate in the AAR discussion, providing insights and feedback.
• Report Writer (assigned by Lead): Drafts and finalizes the AAR based on the discussion.

Procedure Statement

1. Initiation

• Within 24-48 hours following the event, the Event Lead will schedule an AAR discussion.
• All participants directly involved in the event will be invited to attend.

2. Discussion

• The Lead will facilitate an open and honest discussion based on the AAR structure:
  • Introduction & Overview: Briefly introduce and summarize the event, including its goals and objectives (dates, location, purpose).
  • Goals and Objectives: Assess how well the event met its intended goals and objectives.
  • Analysis of Outcomes: Discuss what happened during the event, including successes, challenges, and unexpected situations.
  • Analysis of Performance: Evaluate performance on critical tasks and identify areas for improvement.
• Use the Observation-Discussion-Recommendation (ODR) format for identifying issues:
  • Observation: Describe what was observed during the event.
  • Discussion: Analyze the observation, considering what was expected versus what actually happened.
  • Recommendation: Propose solutions or improvements for future events.

3. Report Drafting

• Following the discussion, a designated report writer will draft the AAR.
• The AAR should include:
  • Title: "Mellieħa Judo Club - After Action Report"
  • Date of Event
  • Event Name/Description
  • Participants
  • Summary of the AAR discussion points based on the AAR structure.
  • Recommendations for improvement

You can copy the Action Report (AAR) template and use it for your report.

4. Review and Approval

• The draft AAR will be circulated to all participants for review and feedback.
• The final AAR will be approved by the Event Lead/Head Coach.

5. Distribution

• The final AAR will be distributed to relevant parties within the Club, including coaches, instructors, and management.
• A copy of the AAR will be archived for future reference.

Exceptions

• In time-sensitive situations, a brief verbal AAR may be conducted, followed by a formal written report within one week.

References

• N/A

Note: This is a basic AAR creation procedure. The event reporter can tailor the discussion to address the specific event and its objectives.