(41q) Continuous Conversation System with an Operational Excellence Approach for Proactive Risk Identification and Management in Process Safety

In industry, it has been proven that process safety incidents can be effectively prevented when clear communication and well-coordinated teamwork are encouraged. The reality is that most accidents occur due to a lack of critical information exchange, poor coordination between teams, or insufficient attention to workers' observations and concerns. This reveals that, despite large investments in control barriers, there comes a point when these measures alone are insufficient to enhance safety levels. The only way to address this margin of risk is through people, particularly frontline personnel.

In response to this need, many companies have implemented preventive or corrective observation systems with action tracking and effectiveness evaluation. However, these systems often fail to consistently capture information. For this reason, we have developed a solution: "Watch Card," a Continuous Conversation System with an Operational Excellence Approach. This system acts as an additional layer to existing systems, designed to ensure that key information from personnel is effectively and promptly captured. With Watch Card, we aim to transform how staff interact, report, and manage risks in daily operations, thereby increasing process safety levels and strengthening the culture of operational excellence.

Operational excellence is based on the principles of quality, safety, and productivity, meaning its implementation not only improves the organization's overall performance but also directly contributes to process safety. This is achieved by helping to identify risks at any moment through continuous conversation spaces where personnel can proactively share and manage key information.

Introduction to the "Watch Card" Life Cycle and Integration with Existing Systems

In industries, preventive or corrective observation systems are essential for capturing critical information and preventing incidents. Although these systems vary in name, they share a common goal: ensuring the safety of operations. Our innovative approach, "Watch Card," positions itself as an additional layer that enhances these existing tools. This paper focuses on implementing a conversation system, recognizing that conversation is the essential starting point for capturing information and driving a significant change in safety culture.

Watch Card Life Cycle: Three Key Phases

1. Implementation: The first phase consists of three key steps:

   • Conversation Process Design: Decide, Observe, Speak, and Record (DOHR). This includes structuring the Watch Card format to ensure each conversation follows a logical and productive flow.
   • Psychological Workshop: Designed for both in-house and contractor personnel, this workshop prepares employees to foster a safe and collaborative environment.
   • Executive Workshop: In this final step, organizational leadership aligns with personnel and contractors on objectives and expectations.

2. Analysis and Reporting: This phase begins once personnel have adopted a culture of creating conversations centered on operational excellence rather than mere compliance. Here, the captured information is analyzed to produce detailed reports that reflect critical data for strategic decision-making, focused on risk control and continuous improvement of operations.

3. Results: The final phase comprises two essential steps:

   • Conversation Analysis and Report Generation: The system measures the quantity and quality of the information captured, ensuring the necessary conversation spaces are created. These reports become key tools for risk management.
   • Dissemination and Recognition: Information gathered is shared at various levels within the organization, acknowledging employees, both in-house and contractors, who have made significant contributions.

Effective Integration with Traditional Systems

Watch Card is designed to integrate effectively with existing preventive and corrective observation systems within industries, respecting and complementing existing structures. Specifically, it connects in the analysis and report generation phase, where the collected information is processed to meet each company's specific guidelines and standards. This approach enables Watch Card to adapt to different environments and systems, ensuring data capture is consistent and efficient without disrupting already implemented processes.

It is essential to emphasize that the primary goal of Watch Card at this phase is not just to record information but to ensure that conversation spaces focused on operational excellence are created and maintained. This involves assessing the quality and frequency of conversations to confirm that valuable and relevant information is captured. The analysis centers on verifying that conversations have occurred and evaluating whether the Decide, Observe, Speak, and Record (DOHR) process guidelines have been followed. Detailed content management and specific action tracking are responsibilities handled in subsequent stages and within each company’s existing monitoring systems.

Impact and Results

The impact of Watch Card on process safety has been significant, demonstrating a tangible capacity to reduce incidents by promoting continuous conversations and active personnel engagement at all levels. Throughout this article, we will include employee statistics following the implementation of this system.

As a result, we have observed an increase in conversations driven by an operational excellence approach rather than compliance, demonstrating the system’s effectiveness in fostering a proactive safety culture. This also highlights its capability to identify and manage risks in a timely manner. This ongoing improvement in process safety underscores the value of Watch Card as a crucial component in risk prevention and mitigation strategies in industrial settings.