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Safety Science 71 (2015) 71–79

Contents lists available at ScienceDirect

Safety Science
journal homepage: www.elsevier.com/locate/ssci

Promoting safety by increasing uncertainty – Implications for risk


management
Gudela Grote ⇑
ETH Zürich, Department of Management, Technology, and Economics, Weinbergstrasse 56/58, CH-8092 Zürich, Switzerland

a r t i c l e i n f o a b s t r a c t

Article history: Recent developments in risk assessment acknowledge the need to capture both quantitative and qualita-
Available online 1 March 2014 tive uncertainties in order to better understand and manage risks. This paper goes a step further yet by
arguing that existing uncertainties do not only have to be acknowledged in order to improve risk man-
Keywords: agement and safety, but that in certain circumstances deliberate increases in uncertainty are conducive
Decision-making to more safety. Within a general framework of managing uncertainty, balancing stability and flexibility in
Uncertainty work processes and matching control and accountability for these processes are proposed as criteria for
Risk management
decisions on reducing, maintaining, and increasing uncertainty. How operational and strategic decision-
Flexible rules
Speaking up
making involved in designing, employing and monitoring high-risk systems is affected by considering
increasing uncertainty as a viable option is shown for two examples: rule-making where the most appro-
priate rules are not necessarily those that are most restrictive and thereby uncertainty-reducing, but
rather ‘flexible rules’ that support adaptive action by providing degrees of freedom which initially raise
rather than reduce uncertainty for the decision-maker; and speaking up which entails empowering peo-
ple to voice concerns and doubts about a chosen course of action in ways that allow to incorporate the
added uncertainty into sounder decision-making. Finally, decision-making in risk management is dis-
cussed more generally by drawing on current debates of what constitutes rational choice. In order to pre-
pare the ground for capitalizing on the benefits of increasing uncertainty, the necessity to reflect on
fundamental beliefs concerning human rationality is emphasized.
Ó 2014 Elsevier Ltd. All rights reserved.

1. Introduction and whether it concerns expected gains or losses. In an attempt to


disentangle the risk metaphors of ‘black swans’ and ‘perfect
Uncertainty is at the heart of risk. Only very recently, though, storms’, Paté-Cornell (2012) differentiates between two types of
uncertainty has regained a significant place in debates on risk. In uncertainty: perfect storms in her view entail rare conjunctions
an early economic definition by Knight (1921), risk was distin- of known events which in principle can be expressed by probabil-
guished from uncertainty by postulating that risk is measurable, ity estimates, while black swans involve unknown events that defy
while uncertainty is not. Subsequently, risk has dominated the de- any kind of prediction. By arguing for the importance of capturing
bate, usually based on definitions where uncertainty is quantified both quantifiable and non-quantifiable uncertainties in risk assess-
into probabilities, which presumably renders a separate discussion ments, risk researchers aim to increase political and public accep-
of uncertainty obsolete. By virtue of renewed concerns with tance of admitting to realms of risk that are difficult if not
improving our grasp of very rare events, as illustrated by the pop- impossible to control by current methods and instruments in risk
ularity of Taleb’s (2007) book ‘‘The Black Swan’’, uncertainty has management. At the same time, acknowledgement of uncertainty
re-entered academic and practical discourse in risk management. that can neither be reduced nor captured quantitatively is hoped
This is reflected in recent, very broad risk definitions like the one to spur development of new methods in risk assessment and man-
by Aven and Renn (2009), where ‘‘risk refers to uncertainty about agement that build risk control on more realistic scenarios, for in-
and severity of the events and consequences (or outcomes) of an stance by integrating weighted costs and benefits of best and worst
activity with respect to something that humans value’’, leaving cases (Farber, 2011).
open whether uncertainty is of a quantitative or qualitative nature This paper goes a step further still by arguing that not only do
existing uncertainties have to be more fully acknowledged in risk
⇑ Tel.: +41 44 632 7086. assessment, but that in order to improve risk management and
E-mail address: ggrote@ethz.ch safety more generally deliberate increases in uncertainty may be

http://dx.doi.org/10.1016/j.ssci.2014.02.010
0925-7535/Ó 2014 Elsevier Ltd. All rights reserved.
72 G. Grote / Safety Science 71 (2015) 71–79

beneficial. This leads to suggesting that risk management – defined making for which again further information is required, thereby
as ‘‘coordinated activities to direct and control an organization in fact increasing uncertainty.
with regard to risk’’ (ISO3100, 2009, p. 2) – includes decision-mak- The examples also hint at a fundamental difficulty in ade-
ing on avoiding, reducing, retaining or transferring risk and uncer- quately managing uncertainty in terms of assessing all three op-
tainty as well as on increasing uncertainty. A similar extension is tions of reducing, maintaining and increasing uncertainty: These
mentioned in the ISO 31000 standard by listing ‘‘increasing risk three options are founded on fundamentally different conceptions
to pursue an opportunity’’ as an option for risk treatment of risk control (see Table 1). Reducing uncertainty to a level of
(ISO3100, 2009, p. 6). Spelling out in more detail when this is a via- acceptable risk is the main thrust in classic risk mitigation. The
ble option and demonstrating the potential value of increasing overall objective is to create stable systems that allow for a maxi-
uncertainty more generally for the risk management process, that mum of central control. Measures such as standardization and
is all activities ranging from risk identification and assessment to automation help to streamline work processes. Maintaining uncer-
risk treatment and risk communication, is the main purpose of this tainty follows from acknowledging the limits to reducing uncer-
paper. Within a general framework of managing uncertainty tainty in complex systems, which has led to the development of
requirements for decision-making on reducing, maintaining, and concepts like ‘‘high reliability organizations’’ (Weick et al., 1999)
increasing uncertainty at the strategic and operational level of and ‘‘resilience engineering’’ (Hollnagel et al., 2006). Flexibility as
organizational functioning are analyzed and implications of cur- a source for resilience, that is the capability of systems to recover
rent debates on what constitutes rational choice discussed. from perturbations, is sought. For this purpose, control capacity
needs to be decentralized, e.g. by means of empowering local ac-
tors. Increasing uncertainty, finally, aims at flexibility not only in re-
sponse to perturbations, but also in support of innovation. An
2. Managing uncertainty as part of risk management important conceptual basis is complexity theory (cf. e.g. Anderson,
1999) and self-organization as one of the theory’s fundamental
The final report on the events at Fukushima makes the disturb- principles. Self-organizing local agents are assumed to not be di-
ing claim that Japanese culture should be considered the root cause rectly controllable; instead they are indirectly influenced in their
of the nuclear disaster. ‘‘What must be admitted – very painfully – adaptive behavior by shaping contexts, for instance through set-
is that this was a disaster ‘Made in Japan’. Its fundamental causes ting incentives and constraints for experimentation.
are to be found in the ingrained conventions of Japanese culture: Carroll (1998) has pointed out that the different conceptions of
our reflexive obedience; our reluctance to question authority; risk control tend to be prevalent in different professional (sub)cul-
our devotion to ‘sticking with the program’; our groupism; and tures within organizations (Schein, 1996). While engineers and
our insularity’’ (NAIIC report, 2012). Thus it is argued that uncer- executives believe in uncertainty reduction through design and
tainty avoidance led to the many faulty decisions before, during, planning, operative personnel are very aware of the need for resil-
and after the Fukushima catastrophe. ience in the face of only partially controllable uncertainties. Social
Challenging authority by voicing concerns, encouraging diver- scientists finally will argue for openness to learning and innova-
gent thinking in order to bring out more alternatives and criteria tion, thereby even adding uncertainty. Reducing, maintaining,
in decision-making, and allowing decision latitude in support of and increasing uncertainty also form the core of the three models
adaptive behavior are crucial elements of sound decision-making. of safety postulated by Amalberti (2013) for different industries.
This implies, however, a willingness to deliberately increase uncer- According to him, ultra-safe systems like aviation are built on
tainty at least temporarily, which seems to have been missing in reducing uncertainty through standardization and external super-
Japan, but also in many other reported cases such as the two major vision, while high reliability organizations, for instance in health
accidents of US shuttles. Concerning those accidents Feldman care or the chemical industry, are characterized by their ability
(2004) made the interesting observation that uncertainty could to collectively cope with inevitable uncertainties. Ultra-resilient
not appropriately enter the discussions because the involved engi- systems, finally, are those that seek uncertainty as part of their
neers were used to taking only quantifiable uncertainties into ac- business models, for instance in stock market trading or in military
count, while many of the concerns in these two tragedies were of aviation. The safety performance of these systems is generally low-
a qualitative nature. ‘‘They (the NASA engineers) were not able to er compared to the other two types of organizations, but will
quantitatively prove flight was unsafe, so in this culture it became greatly vary based on the level of competence of the highly auton-
easy for management to claim it was safe. [. . .] Under conditions of omous actors that run ultra-resilient systems.
uncertainty, cultures dominated by the belief in [. . .] objectivity Building a shared understanding of the legitimacy of all three
must be silent. This silence makes these cultures vulnerable to options of reducing, maintaining and increasing uncertainty across
power and manipulation’’ (Feldman 2004, p. 708). Similarly, Farber professional boundaries is paramount to developing a more com-
(2011) has described the unwillingness of the US Nuclear Regula- prehensive approach to risk management. Once this has been
tory Commission to consider risks that could not be quantified, achieved – which is in itself a very difficult task to which I will re-
such as terrorist attacks on nuclear facilities, which led them to turn in the final sections of this paper – the issue becomes to deter-
ignore those risks in all further decision-making. mine criteria that will allow decision-makers to systematically
These examples illustrate the necessity to manage uncertainty choose between the three options. Beside all the specific opera-
in a more explicit and systematic manner in risk management tional, strategic, and political concerns that will govern such
not only by considering both quantitative and qualitative uncer- choices, there are two fundamental criteria: (1) Optimal balance
tainty in risk assessments (e.g., Bjelland and Aven, 2013), but also between stability and flexibility; (2) Optimal match between con-
by including options of reducing, maintaining and increasing trol and accountability. Both of these are expanded upon in the
uncertainty in decisions on risk mitigation. In the discussions to following.
follow, uncertainty is understood in its most basic form as ‘not
knowing for sure’ due to lack of information and/or ambiguous 2.1. Balance between stability and flexibility
information (Daft and Lengel, 1984; Galbraith, 1973; ISO3100,
2009). With this understanding in mind, it is important to note, Early work in organization theory promoted a contingency per-
however, that more information does not necessarily reduce spective which called for either stability or flexibility depending on
uncertainty, but may open up new perspectives for decision- the level of uncertainty with which an organization is faced (cf. e.g.,
G. Grote / Safety Science 71 (2015) 71–79 73

Table 1
Options for managing uncertainty.

Reducing uncertainty Maintaining uncertainty Increasing uncertainty


Objective Stability Flexibility Flexibility/innovation
Conceptual approach Classic risk mitigation Resilience Complexity theory
Control paradigm Central control Control by delegation to local actors Shaping contexts for self-organizing agents
Examples of measures Standardization; automation Empowerment Controlled experimentation

Thompson, 1967). More recently, consensus has emerged across actors are disoriented, or when rules are put in place to increase
different management disciplines that organizations need concur- control, but these rules are inadequate so that flexibility is lost
rent stability and flexibility because stability and flexibility each without gaining control.
offer unique advantages at the organizational, team and individual Generally, continuous monitoring of stability and flexibility
level which should best be combined (Farjoun, 2010; Gebert et al., requirements along with adaptations in reducing, maintaining
2010; Leana and Barry, 2000; Manz and Stewart, 1997). The high and increasing uncertainties and the processes needed to handle
levels of routine, standardization and formalization which create these uncertainties is crucial for comprehensive risk management.
stability generally enhance predictability and control and reduce Table 2 illustrates how organizations in different industry sectors,
the need for ad hoc coordination. The capacity for flexibility and different functions within organizations and finally different work
change, on the other hand, allows for learning and ad hoc adapta- processes rely on the three options for handling uncertainty, indi-
tions in the face of uncertainty and the new and variable demands cating that within organizations which are geared towards reduc-
it creates. ing uncertainty there will be certain functions and work processes
When decisions are made on how uncertainty should be best that require maintaining or increasing uncertainty and vice versa.
managed for particular work processes or more generally in an Determining the right mix between stability and flexibility is a core
organization’s operations, stability and flexibility requirements task for organizations running high-risk operations, but also for
need to be analyzed in view of the specific necessities for control regulatory bodies supervising these operations. Regulatory re-
and adaptation. Clearly, companies like Google or Apple that are gimes have to match the stability and flexibility requirements of
geared towards maximum innovation will overall look for a differ- the operations they are to meant to regulate (Hale and Borys,
ent balance between stability and flexibility than companies 2013b; May, 2007). A more in-depth discussion of this point will
whose operations imply the need to control high levels of risk for follow in a later section where the notion of flexible rules is
human life and the environment. However, for particular processes introduced.
even high innovation may require higher levels of control and sta-
bility, for instance when meeting a particular release date is cru- 2.2. Match between control and accountability
cial. On the other hand, a nuclear power plant will have to allow
for uncertainty that comes, for instance, with technical innovations Concerning the second criterion, the match between control
in plant operation, even though most likely evolutionary rather and accountability, the core principle is to not hold actors account-
than radical innovation will be sought. able for outcomes they have no control over. This problem has
In order to determine more specific stability and flexibility been mostly discussed in the context of automated systems where
requirements for optimizing control and accountability in the human operators are supposed to handle uncertainties in excep-
functioning of socio-technical systems, one can take the two classic tional situations for which they lack adequate cognitive resources
scenarios discussed in the organization literature – minimizing (Bainbridge, 1983). It has been argued that if situations are truly
uncertainty versus coping with uncertainty (Grote, 2009) – as a unpredictable then systematic intervention is not possible and
starting point. While the first scenario is oriented towards reducing responsibility cannot be assigned to the individuals involved. More
uncertainty to the utmost by standardization and automation, that recently, this problem has been taken up by Suchman (2002) in her
is the Fordist notion of Model-T in black, the second scenario discussion of located accountability. She argues that the fact that
acknowledges the inevitability and possibly even desirability of knowledge and practice are distributed and that no one has the
uncertainty and counts on building resources for local adaptive ac- overall picture does not relieve anyone of responsibility, but makes
tion following the socio-technical systems design principle of cop- everybody personally responsible for what lies within their reach
ing with variances at their source (Cherns, 1987). Mostly though, in their different roles. Thus, human operators are still to be held
neither of these scenarios will be fully applicable to any given orga- accountable, but so are the designers of the technology, the organi-
nization, but appropriate mixes of stability- and flexibility-enhanc- zations operating the technology, and the regulators supervising
ing mechanisms will have to be found. In this process, stability and adequate operation. Clearly, diffusion of responsibility can be a
flexibility should not be treated as two ends of one dimension, but new problem when following this approach, but at least the dis-
as analytically distinct dimensions with separate mechanisms cussion is opened on where control and accountability are to be lo-
operating on them (Grote et al., 2012). Flexibility is a response to cated instead of implicitly or explicitly assuming from the start
uncertainty, while stability is a response to the need for control. that the human operator will be the culprit as soon as something
Measures that increase flexibility, such as availability of several re- goes wrong.
sponses in a given situation, may in fact also increase stability be- Capabilities for controlling uncertainties can also be considered
cause control capabilities are increased by making the system a hallmark of power which includes the power to transfer uncer-
more resilient. On the other hand, measures to increase stability tainties to other less powerful actors (Marris, 1996). Therefore,
by for instance excluding some options for action and thereby the management of uncertainty needs to be analyzed in the con-
bounding uncertainty may enhance flexible responses to other text of power relationships to avoid undue transfers of uncertain-
uncertainties. This interconnectedness of stability and flexibility ties to actors that have no means of controlling them. However,
has also been described as the duality of stability and flexibility just as much as avoiding situations where uncertainty is trans-
(Farjoun, 2010). Stability and flexibility can interact in positive ferred to actors that cannot control them, care also needs to be ta-
ways as in the examples mentioned so far, but there may also be ken to hold actors accountable for outcomes they have in fact
negative effects when, for instance, stabilizing factors like rules control over. This latter issue has become salient in discussions
are taken away in an attempt to increase flexibility, but instead about the various recent crises in the financial services industry
74 G. Grote / Safety Science 71 (2015) 71–79

Table 2
Illustration of options for managing uncertainty at different organizational levels.

Reducing uncertainty Maintaining uncertainty Increasing uncertainty


Industry sector Nuclear power Health care Oil exploration
Organizational function Production planning Operations R&D
Work process Routine task Problem-solving Inventing

where regulatory action is now aimed at ensuring accountability of coordination (Perrow, 1984). However, in view of changing de-
banks (Sundström and Hollnagel, 2011). mands and unforeseen situations, actors still need to be able to
adapt their behavior by modifying prescribed procedures (e.g.,
Hale and Borys, 2013a; Rasmussen, 1997). In order to employ rules
3. Benefits of increasing uncertainty for promoting safety
– defined in the most general sense as written prescriptions for
behavior – in ways that permit the required balancing of stability
To further substantiate the claim that in risk-related decisions
and flexibility, while also providing a match between control and
the option of increasing uncertainty should be considered more
accountability, Grote and colleagues have argued that the notion
explicitly, possible benefits of higher levels of uncertainty need
of flexible rules is important (Grote et al., 2009; Grote, 2012).
to be demonstrated. Direct benefits of uncertainty can be seen
The idea of flexible rules draws on the distinction suggested by
most easily in contexts where innovation and creativity are sought
Hale and Swuste (1998) between goal, process, and action rules
as integral part of company strategy (Kaplan and Mikes, 2012).
(see Table 3). Goal rules only define the goal to be achieved, leaving
Bringing about new ideas requires the willingness to leave existing
open how this is accomplished by the actors concerned. Process
behavioral routines behind and to engage in exploration and diver-
rules provide guidance for deciding on the right course of action
gent thinking, which implies embracing uncertainty. Conse-
for achieving certain goals. Finally, action rules prescribe detailed
quently, whenever innovation is needed in high-risk settings
courses of action, possibly without even mentioning the goal to
uncertainty will have to be increased. This is indeed the case in a
be achieved. Goal and process rules and also those action rules that
variety of situations ranging from strategic responses to changing
entail some decision latitude constitute flexible rules.
regulatory, economic or societal demands to handling non-routine
As a rule of thumb on good rule making, action rules should be
operational events. However, increasing uncertainty can also be
used when stability of processes is required; goal and process rules
beneficial for safety at the opposite end of the spectrum, that is
should be used when flexibility is required. However simple that
in situations where there is danger of overroutinization of behavior
may sound, current practice in rule making appears to be largely
due to highly standardized and repetitive task requirements. In or-
unaware of these contingencies (Grote et al., 2009; Hale and Borys,
der to keep attention and motivation high, confronting operators
2013b). Moreover, it is important to check whether the responsi-
with novel demands can be very useful, even though the learning
bility for handling uncertainty as assigned by the rule matches
required may temporarily hamper performance (Gersick and Hack-
the capability of the actor(s) concerned. The following example
man, 1990).
from the rulebook of a railway company may serve as an illustra-
When uncertainty is increased, stability and control are re-
tion of these distinctions: ‘‘The correct functioning of the train con-
duced, which for high-risk settings is a particularly uncomfortable
trol system and the automatic traffic control system is to be
situation to be in. Hence, choosing the option of increasing uncer-
monitored by the signaller. If necessary, he/she has to intervene
tainty requires great care and also a good understanding of what it
manually. During normal operation, no monitoring is necessary
takes to eventually reduce uncertainty again and to regain control.
as long as the operational requirements are met. In the case of dis-
Premature agreement on inadequate decisions needs to be avoided
turbances or incidents, the notification of the required services and
just as much as unnecessary indulgence in overly complex problem
the required alarm procedures must be guaranteed.’’ When dis-
representations. This delicate balance is to be struck both in daily
secting this set of rules, one can see that the first sentence is an ac-
operational decision-making by operators of high-risk systems
tion rule without any decision-latitude and the second sentence an
and in strategic decisions by top management, risk managers, or
action rule with some decision-latitude indicated by the expres-
regulators. There is ample evidence that risk management tools
sion ‘if necessary’. Together these two rules aim at creating stabil-
are employed in less than optimal ways because closure in deci-
ity through clearly assigning responsibility for running the highly
sion-making is sought prematurely (Carroll, 1998; Nicolini et al.,
automated traffic control system to the signaller. The third rule
2011; Schöbel and Manzey, 2011). In the following, designing flex-
comes as a surprise because it seemingly contradicts the first
ible rules and support for speaking up are discussed as two practi-
two rules. It is a process rule, permitting flexibility in executing
cal measures in risk management that can help take advantage of
tasks in response to different operational states, but also stating
uncertainty for improving safety. Rule-making can be considered
one definite boundary condition: meeting operational require-
a core activity in strategic and operational risk treatment, while
ments. The last rule is a goal rule, leaving open how the set goal
speaking up concerns decision processes across all elements of risk
is to be achieved, thereby allowing much flexibility in responding
management, from risk identification and assessment to risk treat-
to unforeseen events.
ment and risk communication. Therefore it is hoped that these two
At first sight, this set of rules conveys a rather contradictory
examples will prove valuable for conceptual and practical reevalu-
message, which in order to be accepted by the actors involved
ation of a wide range of risk management activities.
needs to be well grounded in a high level of trust and a shared
understanding of the necessity to handle conflicting demands.
3.1. Designing flexible rules However, considering the overall task of signallers, which is to en-
sure smooth operations in a very dense railway network, the rule
Standards and procedures are prevalent in most high-risk orga- can be considered as striking the right balance between stability
nizations. They permit coordinated action of many different actors and flexibility. Increasing uncertainty by explicitly acknowledging
without the need for personal coordination (March et al., 2000). As the conflicting requirements of monitoring an automated system
personal coordination is assumed to be error-prone, standards and while also relying on its functioning with one’s own attention
procedures are also considered a particularly safe way of ensuring being absorbed elsewhere – one of the hallmarks of the ironies of
G. Grote / Safety Science 71 (2015) 71–79 75

Table 3
Examples for different rule types.

Rule Definition Example


type (from Hale and Swuste, 1998) (taken from flight operations manual of a European Airline)
Goal Rule defining goals and It must be clearly understood that not all combinations of cumulative operational problems (engine failure plus e.g. terrain,
rule priorities weather, availability of aerodromes etc.) can be covered by this policy. In such situations the solution offering the highest
degree of safety should be sought
Process Rule providing guidance for In order to complete a replanning, any documented cruise systems and all means available may be used, such as flight
rule deciding on the right course management systems and data contained in the respective Aircraft Operation Manuals
of action
Action Rule prescribing detailed Every evacuation must be carried out as quickly as possible. The passengers must be assisted to leave the aeroplane without
rule courses of action their belongings and directed to a point at a safe distance from the aeroplane

automation (Bainbridge, 1983) – is helpful under those circum- adaptive action is provided. However, a number of boundary con-
stances because the continuous necessity to decide on an appropri- ditions need to be met in order to ensure that the uncertainty is in
ate allocation of cognitive resources is highlighted. This benefit can fact necessary and can be adequately handled by the actors con-
only come to bear though, if, as in the case of the signallers, the fronted with it. Close cooperation between operating organizations
individuals having to follow such rules are well trained and and regulators is required to realize these conditions, which also
embedded in a trusting and supportive culture which provides entails balancing prescriptive, system-based and performance-
for a good match between accountability and control. based regulatory regimes (May, 2007).
Proposing flexible rules as support for safe operations implies
that rules do not necessarily have to reduce uncertainty in order
3.2. Support for speaking up
to be good rules as is generally believed. Goal and process rules
partially reduce uncertainty, e.g. by setting priorities or defining
Speaking up has been defined as ‘‘discretionary communication
a certain process to follow in problem-solving. However, much
of ideas, suggestions, concerns, or opinions about work-related is-
uncertainty is retained by leaving significant decision-latitude to
sues with the intent to improve organizational or unit functioning’’
the actor in determining the right course of action. Furthermore,
(Morrison, 2011, p. 375). Benefits of speaking up have been shown
uncertainty may even be increased by pointing to different options
in the context of innovation and organizational learning (e.g.,
for action among which the actor has to choose or by – even in ac-
Edmondson, 2003), but also concerning safety, for instance in a
tion rules – employing modifiers such as ‘may be necessary’ or ‘in
study by Kolbe et al. (2012) where frequency of speaking up by
certain circumstances’ which require the actor to decide possibly
nurses was positively related to more adequate handling of minor
without much further guidance as to the necessities and circum-
non-routine events during simulated anesthesia inductions.
stances to be considered. To ensure that this decision-latitude pro-
One immediate effect of speaking up is that uncertainty is in-
motes the intended flexibility rather than creating confusion and
creased because doubts about a particular course of action are
helplessness a number of boundary conditions need to be met:
raised, new options for action are suggested, or a new perspective
on a situation is opened up. Often this increased uncertainty is ex-
 Flexibility must be explicitly chosen based on considerations of
actly what keeps people from speaking up as illustrated by the tra-
adequate management of uncertainty.
gic accident of British Midland flight 92 in January 1989 (Air
 It is to be clearly communicated that flexibility is not about pro-
Accident Investigation Branch [AAIB], 1990). Following a fan blade
viding leeway for violating rules.
rupture on the left engine, the captain had mistakenly shut down
 Flexibility should never be taken as an excuse for ill-specified
the right engine. The first officer showed some confusion as to
rules.
which of the engines was malfunctioning but did not intervene.
 Education and training as well as support by supervisors and
The cabin crewmembers saw evidence of the fire in the left side en-
team members needs to be ensured to help actors adequately
gine, but this information was never conveyed to the cockpit be-
use the flexibility provided.
cause, as the surviving purser later said, they did not want to
 Flexibility requires an organizational culture built on compe-
undermine the pilots’ authority. Flying with one engine shut down
tence, trust, and fairness.
and the other engine burning, the aircraft finally crashed on a
motorway killing 47 passengers and seriously injuring another 74.
Meeting these boundary conditions requires rule-makers to
The uncertainty resulting from speaking up will be beneficial in
very explicitly and systematically consider the amounts and kinds
as much as individuals and teams have sufficient cognitive re-
of uncertainties to be embedded in the rules. Recently, we were
sources for shifting into a mode of divergent thinking during their
asked by a railway company to analyze their rulebook with respect
on-going activity, but are also capable of converting back to con-
to the criteria outlined above. A number of instances were found of
vergent thinking in order to adapt their course of action in a timely
inadequate and non-systematic use of goal, process, and action
manner, especially in time-critical situations. For this to happen,
rules, e.g. by providing comparatively more decision-latitude to
three fundamental prerequisites are required. First of all, individu-
less qualified workers (Grote et al., 2009). These results led the
als and teams need to be encouraged to speak up. Research indi-
company together with the national regulator to draw up guide-
cates that inclusive leadership – that is supervisors encouraging
lines to support rule-makers in explicitly choosing different de-
and explicitly valuing team member contribution in decision-mak-
grees of flexibility in their rules (see Bundesamt für Verkehr
ing (Nembhard and Edmondson, 2006) – and psychological safety,
et al., 2011).
defined as team members’ belief that they can take interpersonal
In summary, rules do not necessarily always reduce uncertainty
risks without having to fear punishment, rejection, or embarrass-
for the actors charged with following them. If uncertainty is delib-
ment (Edmondson, 1999), are important in this respect. Both of
erately designed into the rules, by using goal and process rules and
these factors can also counteract low status as a significant imped-
by providing decision-latitude even in action rules, safety can be
ing factor for speaking up (Nembhard and Edmondson, 2006;
supported because both sufficient openness and guidance for
Bienefeld and Grote, in press). Secondly, speaking up has to happen
76 G. Grote / Safety Science 71 (2015) 71–79

in a constructive, non-threatening manner. One practical recom- algorithms. Structured debriefings following simulation-based
mendation to this effect is the so-called two-challenge rule team training can be a powerful vehicle, using techniques like
(Pian-Smith et al., 2009). This rule states that speaking up should guided team self-correction, open-ended inquiry, and encourage-
happen from a perspective of curiosity and concern, including an ment for perspective taking (Kolbe et al., 2013). Table 5 provides
open-ended inquiry that allows the recipient to explain their point an example of a debriefing structure used in the training of medical
of view rather than justifying their actions. The rule also proposes, teams.
though, that after two attempts at producing a change in the reci- In summary, speaking up is crucial for safety exactly because it
pient’s behavior in this way, the person having spoken up should increases uncertainty by opening up new perspectives for decision-
take the initiative to induce a new course of action him- or herself. making and action. However, a sense of heightened uncertainty –
Thirdly, the person(s) spoken up to need to react in constructive on a personal level as well as concerning the task at hand – is also
ways, in terms of adequately processing the new information, one of the most prevalent reasons for people’s reluctance to speak
but also in terms of acknowledging the contribution of the person up. To counterbalance this uncertainty, a general culture of trust
who has spoken up even if that contribution turns out to be of little and more specifically psychological safety is important, as is sys-
practical use. Carroll’s (1998, p. 706) example of an executive at a tematic training aimed at learning and practicing the behaviors
US nuclear power plant who stated for his plant that ‘‘it is against needed for constructive speaking up and adequate reactions to
the culture to talk about problems unless you have a solution’’ is a being spoken up to.
negative case in point in this respect.
How intricate the dynamics involved in speaking up are, can
also be seen by looking into reasons for silence, that is, people 4. Some general considerations for decision-making in risk
not speaking up even when they know they should (Detert and management
Edmondson, 2011). In Table 4 an example is given of the responses
of aircrew members of a European commercial airline who had As was stated earlier, reducing, maintaining, and increasing
been instructed to think of one specific situation experienced in uncertainty as options in risk management each are based on very
their current job position in which they had felt they should have different assumptions about adequate risk control. Moreover, they
spoken up about a safety-relevant issue, but had not (Bienefeld and relate to different paradigms in decision-making itself. The pre-
Grote, 2012). The response patterns are interesting in many differ- dominance of risk control by means of minimizing uncertainty in
ent ways, but maybe most importantly show that different profes- classic risk mitigation is allied to prescriptive models of rational
sional groups may have quite different reasons for silence and decision-making. Those models such as maximization of subjective
therefore also need different kinds of encouragement to speak expected utility or multi-attribute utility are rooted in mathemat-
up. Furthermore, the data show that high status is not a sufficient ical conceptions of rationality relying on consistent and maximum
condition for raising one’s voice as even captains reported situa- use of information, which implies reduction of uncertainty. Hence,
tions where they did not dare to speak up. Finally, the responses in order to stimulate discussion in risk management on the poten-
indicate that silence can also be grounded in concerns for others, tial utility of increasing uncertainty, fundamental beliefs about
not least overburdening them by adding complications to an al- what constitutes rational decision-making have to reflected upon
ready stressful situation. (Grote, 2011).
The three essential prerequisites discussed above for supporting Empirical evidence has been accumulated to show that the pre-
individuals and teams in handling the extra uncertainties involved requisites for mathematical models of rational choice are often not
in speaking up require organizational measures aimed at support- met in actual decision-making. For instance, there should be no a
ing teams and especially team leaders in creating a shared under- priori preference for certain or uncertain options, but in fact cer-
standing of the benefits of speaking up. Additionally, training is tainty is often preferred in decisions on gains, while uncertainty
necessary to build a repertoire of behaviors needed for speaking is preferred when losses are to be decided upon (Kahneman and
up and for adequately reacting when spoken up to. Such training Tversky, 1979). Concerning multi-attribute utility, Simon (1955)
is very demanding because it requires an atmosphere of psycholog- pointed out more than half a century ago that people’s cognitive
ical safety among the participants and between participants and capacities are limited, which he termed bounded rationality, lead-
instructors which needs to be created by carefully tailored, ing them to accept ‘‘satisficing’’ choices, for instance based on an
non-threatening instructor interventions. Training contents should alternative’s acceptable level on one crucial dimension. More re-
include discussion of hurdles to and enablers of speaking up, cently, Gigerenzer has advocated the view that even with abundant
reflection on the specific social interaction processes involved in cognitive resources at hand the use of simple decision heuristics
speaking up, and also practicing appropriate communication may often be fully adequate. He postulates that expert intuition is

Table 4
Reasons for silence given by members of aircrews in a European commercial airline (adapted from Bienefeld and Grote, 2012).

Reasons for silence Captains (n = 261) First officers (n = 334) Pursers (n = 307) Flight attendants (n = 849)
(%) (%) (%) (%)
Status differences 0 11 20 40
Fear of damaging relationships 53 43 15 42
Feelings of futility 0 33 23 51
Lack of experience in current job position or on aircraft type 14 13 3 0
Negative impact on others 24 24 16 36
Poor relationship with supervisor 0 20 26 35
Fear of punishment 0 23 67 81
Fear of negative label 3 29 21 6
Perceived conflict efficiency versus safety 21 14 70 29
Perceived time pressure 20 11 41 13

Notes: Percentages of reasons add up to more than 100%, as most participants indicated more than one reason for their silence; numbers in bold represent the two most
frequently chosen reasons per occupational group.
G. Grote / Safety Science 71 (2015) 71–79 77

Table 5
Example for structured debriefing in simulation-based training for medical teams (adapted from Kolbe et al., 2013).

Step Instructor’s method (examples) Example of instructor’s communication


1. First reactions of trainees Narrative question ‘How did you feel?’
2. Debriefing of the clinical part of the scenario Narrative question ‘What happened?’
Advocacy-inquiry ‘I would like to talk about intubation procedures. I saw you re-attempting
to intubate using the laryngoscope three times in a row, each time it turned
out unsuccessful. I think that you could have intubated faster by using
another device such as the Laryngeal Mask or Bag Mask Ventilation. So, I
am wondering what was on your mind in that moment?’
3. Transfer from simulation to reality Narrative question ‘What aspects of this scenario are familiar to you from your ‘real’ work?
What similar situations have you already experienced?’
4. Discussion of CRM (Crew Resource Guided team self-correction: elicit ‘As heard earlier, rising voice when in doubt can be life-saving in
Management) principles and their reflection about positive behavior anaesthesia. It is also one of the 10 CRM principles. Describe an instance
relationship to clinical outcomesa when one of you spoke up’.
Advocacy-inquiry (using simulation ‘In that situation my impression is that you are not OK with what he is
video) doing. I was concerned that you would not let him know this and that he
would proceed giving the wrong medication dose. What was on your
mind?’
Observer-perspective, circular question ‘What do you think she might have needed from him to speak up in that
(to trainees who have observed the situation?’
scenario)
5. Summary of learning experience and closing Inquiry ‘Which of the CRM-principles do you consider most important after that
debriefing simulation?’
Circular question ‘Overall, if inexperienced anaesthesia residents and nurses had watched
you during the scenario, what could they have learned from you?’
6. If required, retraining of clinical skills Further practice of clinical skills that
were not optimally performed during
the simulation
a
Examples chosen here specifically for speaking up as one of the CRM principles.

about knowing which information is important and ignoring the Gigerenzer (2007), on the other hand, postulates that under the given
rest (Gigerenzer and Goldstein, 1996; Gigerenzer, 2007). circumstances it is perfectly rational to decide for the formally less
For a long time, instead of revising prescriptive models of deci- likely option because based on the additional information provided
sion-making according to the empirical evidence, the main thrust in the description of Linda the less likely option is more plausible.
of conclusions drawn has been to point to the fallibility of human An example closer to the current topic of risk management con-
decision-making and the need to educate and support decision- cerns differences between experts’ and lay people’s risk perception.
makers in more rational decision-making (Mellers et al., 1998). The general finding is that the latter in essence follow System 1
Only in recent years, voices have become louder which propose decision-making while the former follow System 2. After many
abandoning mathematical models as a gold standard for human decades where the System 2 expert view was taken as the more ra-
decision-making and to focus on its functionality for adapting to tional and therefore more substantial perspective, it seems that
personal and situational requirements instead (Kerr and Tindale, gradually consensus is building to accept both views as legitimate,
2004; Kahneman and Klein, 2009; Shafir and LeBoeuf, 2002). In resulting in the need to integrate them through broad public dia-
order to resolve the apparent contradictions between heuristics- logue (Renn, 2008).
based intuitive decision-making and formal rational decision- These examples show that the debate as to whether deviations
making, dual-process models have been introduced (Evans, 2008; from the formal prescriptive decision models make human deci-
Kahnemann, 2011). These models assume the parallel functioning sion-making irrational or whether the formal models are built on
of both types of decision-making, sometimes called System 1 and a very restricted and possibly even irrelevant understanding of
System 2. While System 1 refers to intuition and is characterized rationality is still on-going (Weber and Johnson, 2009). No attempt
by implicit, automatic, low effort, holistic, fast, and emotional pro- is made here to provide any definite answers in this fascinating de-
cesses, System 2 entails reasoning with explicit, controlled, high ef- bate. Rather the debate itself can serve as another example for the
fort, analytic, slow, and cognitive processes. argument made all through this paper that decision-making itself
However, many fundamental questions remain: Is one of the as well as assumptions about what constitutes good decision-mak-
models to be preferred as the better way of making decisions? Is ing are strongly influenced by basic belief systems.
switching between the two modes of functioning necessary in cer- The implication for risk-related decision making – as in fact for
tain conditions? What would be conditions for such switches and all decision-making – is that these beliefs need to be reflected upon
how could decision-makers be helped in making them? With re- to reach adequate decisions. Risk-related decisions may be partic-
spect to the first question whether one model should generally ularly vulnerable to beliefs about the superiority of narrowly de-
be considered superior to the other, the case of ‘Linda’ is instru- fined mathematically based rationality because these beliefs also
mental: In an experimental setup participants are asked to first promise maximum control, which is a core driver for much of man-
read a short text about a woman called Linda, describing her as agerial decision-making (Senge, 1990). In order to overcome the
having leftist political attitudes, and then to indicate whether they limitations of current risk management, which are evident in abun-
consider it more probable for her to be a bank teller or a bank teller dant cases of faulty decision-making implicated in recent acci-
and a feminist. The answer usually is the latter which implies the – dents, crises and catastrophes (e.g., Farber, 2011; Paté-Cornell,
in mathematical terms completely irrational – decision that two 2012), these beliefs have to be questioned in very fundamental
events combined are more likely than one of them alone. ways. Feldman (2004) has recommended changes in engineering
Kahnemann (2011) argues that this finding reflects the workings training to support engineers in handling qualitative uncertainty,
of system 1, while still maintaining that this is by any account in understanding the social and historical roots of knowledge in-
faulty decision-making because it defies mathematical logic. stead of taking it as an ahistoric and impersonal truth, and in
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