Deeper Dive Into Collaboratives Understanding Structures and Roles

1. Deeper Dive Into CollaborativesUnderstanding Structures and Roles Colleen Kennedy January 30 & 31, 2013

2. What We Will Cover

4. Collaboratives: What Are They? • Magic! • Facilitate large scale change • Bring teams together • Shared learning sessions & webinars • Rapid tests of change • Foster lasting improvement Source: Institute for Healthcare Improvement

5. Collaboratives: Defined • “An improvement method that relies on spread and adaptation of existing knowledge to multiple settings to accomplish a common aim.” Source: Institute for Healthcare Improvement

7. Structures Select Topic (Develop Mission) Participants (10-100 Teams) Expert Meeting Prework Dissemination Publications Congress etc. Planning Group Develop Framework & Changes LS 1 LS 2 LS 3 Holding the Gains Action Period 3 Action Period 1 Action Period 2

8. Structures: Select Topic Select Topic (Develop Mission)

9. Structures: Select Topic White B Start a collaborative when degree of belief is moderate to high

10. Structures: Expert Meeting to Prework Select Topic (Develop Mission) Participants (10-100 Teams) Expert Meeting Prework Planning Group Develop Framework & Changes LS 1

11. Prework: Examples • 2 examples – both good • At your tables, please take five minutes to: • Review • Discuss key features of a pre-work package • Consider: if you were starting a new project, what would you want to help you prepare if you were a participant? • Group thoughts?

12. Prework: Content • SLAB • What Does a Pre-Work Resource Include? • Problem statement • Charter • Description of collaborative model • Improvement team member recommendations • Learning session and webinar dates • Overview of Improvement Model • Collaborative measures • Pre-work checklist***

13. Prework: Purpose • Lays the foundation for work • Starts to build energy for improvement • Allows teams to “hit the ground running” starting at the first learning session

14. Prework: Meeting • Collaborative Director connects with each team • Purpose: • Establish connection and outline expectations • Assess and assure readiness • Outline steps required in advance of learning session 1 • Ensure senior leadership support • Answer questions/concerns

15. Structures: Continued Select Topic (Develop Mission) Participants (10-100 Teams) Expert Meeting Prework Dissemination Publications Congress etc. Planning Group Develop Framework & Changes LS 1 LS 2 LS 3 Holding the Gains Action Period 3 Action Period 1 Action Period 2

16. Structures: Action Periods

18. Roles & Responsibilities: Chaos • What happens when roles and responsibilities aren’t clear? • Please take a few minutes with a partner at your table to: • Discuss a project you were involved with in which roles and responsibilities weren’t clear • What did that look like? What was the effect? • Group thoughts?

19. Roles & Responsibilities • Defining roles a critical step • What are the different roles? • Planning Group (Chair) • Director • Improvement Advisor • Project Coordinator • Topic Experts (Faculty)

20. Structures: Roles and Responsibilities Select Topic (Develop Mission) Participants (10-100 Teams) Expert Meeting Prework Dissemination Publications Congress etc. Planning Group  Develop Framework & Changes LS 1 LS 2 LS 3 Holding the Gains Action Period 3 Action Period 1 Action Period 2

21. Roles & Responsibilities: Planning • Chair • Faculty members • Collaborative Leadership: • Director • Improvement Advisor • Coordinator

22. Roles & Responsibilities: Faculty(.1 FTE) • Multi-disciplinary topic experts • Specify goals, high level changes for pre-work • Teaches and coaches • Advises Source: Institute for Healthcare Improvement

23. Roles & Responsibilities: Director (.4 FTE) • Managing collaborative process • Pre-work development & recruiting • Creates and facilitates meetings and conference call agendas • Monthly reports • Coaches • Learning Sessions • Action Periods Source: Institute for Healthcare Improvement

24. Roles & Responsibilities: Improvement Advisor (.2 FTE) • Expert in improvement theory and methods • Coordinates aim, measures, changes • Packages changes • Designs a measurement system • Teaches and coaches • Assess collaborative progress Source: Institute for Healthcare Improvement

25. Roles & Responsibilities: Coordinator(.4-.5 FTE) • Collaborative administration (timelines, contracting, finances) • Correspondence, meeting and marketing materials • Oversees action period activities • Manages registration, payments and learning session logistics

26. Roles & Responsibilities: Keys for Success • Complementary skills • Clearly defined yet fluid roles • Knowledge and skills in technical (topic) area • Passion!! Source: Institute for Healthcare Improvement

27. Roles & Responsibilities: Keys for Success Select Topic (Develop Mission) Participants (10-100 Teams)  Expert Meeting Prework Dissemination Publications Congress etc. Planning Group Develop Framework & Changes LS 1 LS 2 LS 3 Holding the Gains Action Period 3 Action Period 1 Action Period 2

28. Roles & Responsibilities: Local Improvement Teams • Dependent on collaborative topic • Senior leader sponsor • Touch the process • Passionate about improvement • QI Consultant

29. What We Have Covered

30. Deeper Dive Into CollaborativesQuestions? Colleen Kennedy January 30 & 31, 2013