Facilitating Change 1. Action Planning Local Improvement following National Audit Participation 2012

1. Facilitating Change 1. Action Planning Local Improvement following National Audit Participation 2012

2. Best practice means . . . . . completing the clinical audit cycle

3. What is an action plan? • Describes the way a group will use strategies to achieve its objectives • Live document • Turns ideas into reality • Includes the following information • What actions will occur • Who will carry them out • By when they will take place • Who should know what (communication) • What resources are needed

4. Why develop a written action plan? • As a record of what you are doing • for the audit team / clinical team • and stakeholders • For monitoring and accountability • Essential for NHSLA compliance • To ensure details aren’t overlooked • To save time, energy and resources

5. Example – extract from an action plan http://hqip.org.uk/template-clinical-audit-report/

6. Change stage • KEY (Change status) • 1. Recommendation agreed but not yet actioned • 2. Action in progress • 3. Recommendation fully implemented • 4. Recommendation never actioned (please state reasons) • 5. Other (please provide supporting information) • The action plan is a live document – needs constant updating until all the actions have been completed.

7. Criteria for judging action plans Is the action plan: • Complete? • Includes all the actions required to achieve improvement • Clear? • Why, what, who, how, when • Current? • Reflects existing practice and anticipates new opportunities and barriers

8. Dealing with NCA reports • National clinical audit projects should be on the Trust clinical audit programme • The local lead should take responsibility for the complete audit cycle • What about audits the trust chooses not to participate in – the reports should still be reviewed (by the trust board?) • What is the role of clinical audit staff?

9. Dealing with NCA reports • Build on the strengths of the audit • stakeholder engagement already in place • national recommendations • Support from the national audit team? • Put the national recommendations into local context • Additional local data collection / analysis? • Process mapping • Root cause analysis - fishbone diagrams, 5 x why? • Driver diagrams • Other quality improvement tools http://hqip.org.uk/assets/Guidance/Guide-to-Using-Quality-Improvement-Tools-to-Drive-Clinical-Audits-HQIP.pdf

10. Action Planning - the meeting • WHAT is your role / remit • Change / project sponsor? • Change agent? • WHO needs to be there? • Should be inclusive or at least representative • Have they read and understood the report? • When should the meeting be held? • Availability • Urgency

11. Planning the meeting • HOW long do you need? • One long meeting • Two or three short meetings • Sub groups per recommendation • Communications Plan http://www.hqip.org.uk/guidance-support/transforming-clinical-audit-data-into-quality-improvements.html

12. Agenda for planning meeting • Clarify the result areas you are focussing on • List the steps necessary for each action • Sequence the steps in logical order • List the outputs • Assign responsibility • Resourcing - + £££ • Workplan schedule

13. Pitfalls to avoid… • Planning to do too much in too short a time • Not planning in enough detail • Not being clear on timelines so scheduling and sequencing is compromised • Not thinking through resource implications • Business plan? Impact on other services? • Failing to identify barriers – and take actions to overcome them

14. Action planning exercise • Recommendation from the July 2012 report on the National Oesophago-Gastric Cancer Audit: Standardized tools should be used more frequently in the nutritional assessment of oesophago-gastric cancer patients. • In your trust, the results show almost all patients are assessed, but the assessments are most often carried out by dieticians who use a variety of different tools. • How would you act on this recommendation?

15. Written, ratified….what next? • Follow through • Keep everyone informed of progress • Keep track of what has(n’t) been done • Celebrate accomplishments • Regular, supportive phone calls

16. Facilitating Change 2. Change Management Local Improvement following National Clinical Audit Participation 2012

17. Change is good? ‘We trained very hard, but it seemed that every time we were beginning to form up into teams we would be reorganised. I was to learn later in life that we tend to meet any new situation by reorganising and a wonderful method it can be for creating the illusion of progress, while producing confusion, inefficiency and demoralisation’ Gaius Petronius Arbiter (ca. 27–66 AD), a Roman courtier during the reign of Nero.

18. Change is good! But it can be really hard... • Change involves a loss • Different people react differently • Expectations need to be managed

20. Successful change requires:

21. Overcoming the barriers Every system is perfectly designed to achieve exactly the results it gets Barriers to change Drivers for change National policy Stakeholder expectations Audit results Limited resources Organisational culture Individual resistance

22. Facilitation skills • Empathy • Walking in others shoes • Credibility • knowledge / experience • Effective communicator • Good Listener

23. Implementing the plan • Follow through • Lead by example • Keep everyone informed of progress • Regular, supportive phone calls • Go with the willing . . .

25. Monitoring the process • Keep track of what has(n’t) been done • Assess the consequences and manage the risks • Celebrate accomplishments • Presentations, posters, internal communications • “We are successful because we have intelligent, caring, highly successful team members” • Reporting requirements

26. Evaluating change Outcome measures: • Patient perspective. How has the change affected me? Process measures: • Is the planned system in place. Is it performing as planned? Balancing measures: • Newton’s third law: for every action there is an equal and opposite reaction

27. Closing the audit loop • You can only be certain that changes have resulted in improvement if you repeat the data collection. • Repeating the audit vs. ongoing monitoring • Review the forward plan for the audit programme • Learn from the mistakes

28. For discussion • Think about a national clinical audit that you have been involved in. • Who were the key people who helped make that audit succeed? • What did they do differently? • What were the barriers they were able to overcome?