Courtesy Reminders: During the webinar, you may select *7 on your phone to speak, and use *6 to mute. Please refrain from placing the phone on HOLD during the presentation. January 13 from 2-3 pm Hosted by: Kelly Court Efficiently Adopting Bundles and Protocols: Action Planning MeetingPurpose Webinar 1 Engaging Stakeholders Dec 9, 2 pm Optional Coaching call Jan 27, 2pm Pre-work Huddle Identify participants Gather information needed for stakeholders 1 Stakeholders Meeting Identify gaps in best practices Determine other key stakeholders Webinar 2 Action Planning January 13, 2pm 2 Action Planning Meeting Discuss priorities Identify low hanging fruit Identify processes to test Webinar 3 Change Planning February 10, 2 pm 3 Change Planning Meeting Involve staff doing the work Plan for just in time trials/tests 4 Progress Check Meeting Reports on pilots and tests Decision to continue, or adopt the change Webinar 4 Making Progress March 9, 2 pm 5 Implementation Planning Meeting Discuss the implementation checklist Determine next steps Coaching Call on Implementation March 30 2pm 6 Implementation Follow-up Meeting Monitor progress with implementation Determine accountable staff Webinar and Meeting Structure Four Elements of Change Management Best Practice Mindset Shift Tools Culture This mindset shift may be very different from your hospitals usual way of working in improvement teams. Be patient. Two big shifts in mindset are necessary in this structured change management approach: 1.Must move the action steps out of the meeting room and into the clinical areas. 2.Not working on action steps between meetings is unacceptable. Reminder: Shifting the Mindset By now: You should have an idea what the most important gaps to close are You may have held the Stakeholder Meeting or have the meetings scheduled in the future If the meeting was held, discussions are going on about the gap with the staff that are doing the tasks, and leaders involved. You are ready to take the next step. Making Progress Discussion Would anyone who has taken some first steps in the process be willing to share what they have started with and how it is going .with setting up a structured series of meetings? .were you able to complete a gap assessment? . with stakeholder discussions about the gaps? .with senior leader support and involvement? or anything else you discovered. (*7 to unmute your line; *6 to remute) Facilitators Task List 2: Revise list of attendees if indicated (add anyone missing from previous meeting) Invite all to a 1 hour meeting Clearly state the purpose: We will identify next steps, or barriers to remove to move forward Send an agenda 2 - Action Planning Meeting Action Planning Meeting Goals 1.Separate the quick wins from the gaps needing more planning and buy-in 2.Identify who is accountable for closing the easy gaps 3.Determine which of the bigger issues should be planned carefully and acted on. After the initial stakeholder discussion, it is not uncommon to discover others may have a key role in a process or decision. Reach out to those people and ask them to attend the next meeting You will want to clearly let them know their role in the process Are the right people involved? Introduce any new attendees & Review agenda Round Robin Report-out on discussions they had with other stakeholders (limit to 2 min each) Make 2 lists: o Low Hanging Fruit identify quick fixes and who is accountable for the changes o Pilots / Small tests of change identify changes that will need planning Determine who will be included in a Change Planning Meeting Review assignments for follow-up Hour 2 Action Planning Meeting Agenda Sample Agenda Topics for Planning Meeting Pilot Items ED Physician orders for catheters are inconsistent with current guidelines Staff need to pilot nurse driven catheter removal protocol checklist in practice. Who and By when? Low Hanging Fruit Multiple versions of the catheter removal protocol are on the units Chief of staff hasnt signed off on nurse driven removal protocol after it was presented to med staff and approved Competency assessments for sterile placement have not been scheduled Examples from CAUTI IssueSuggestion Cant get agreement on the priority of items to pilot In the meeting, use a thumbs up/thumbs down method of voting OR use multi-voting each person gets 3 votes to spend as they like (using sticky dots works well) OR post-meeting send a survey monkey asking for rank ordered selection. No one will take accountability for solving the Low Hanging Fruit issues Have a side conversation to discover what is the barrier to closing an easy gap. If this is not successful, ask the senior leader to assist with a discussion. People cancel the meetingReschedule the meeting ASAP What could go wrong? 2 - Action Planning Meeting Stakeholder Assignments - 2 One person draft a PDSA, A3, or similar form to document the issues, decisions and next steps Discuss the need for planning with others Start discussing the need for volunteers for the trials/tests of change in the involved areas who from the clinical areas should be involved? Documenting Next Steps How does your organization document the work of an improvement team? (Hint: dont reinvent the wheel) PDSA Form A3 Format Involving those who do the work Pilot: Use nurse driven catheter removal protocol checklist in practice. Who should be involved in the pilot planning? Bedside nurses Senior Leader Involvement Preferably, your senior leader liaison was able to attend the initial stakeholders meeting and was present for the discussion. Especially if they were not present, senior leaders can be helpful by doing the following: Check in with the facilitator after the meeting Ask to see a draft PDSA, A3, or other initial documentation of issues and next steps. Ensure the managers of the involved clinical areas or other appropriate departments support the effort Sample Senior Leader Message Resources for this Webinar See the Agenda Format Use Checklists Improvement Workbook Worksheet 3-2, 2a PDSA Planning Document Questions? *7 to unmute your line Please complete the brief post-webinar survey We value your feedback and will follow- up with you if requested Thank you! Kelly Court Feedback for Today