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REVA LITT, MPH R E G I O N A L P R O G R A M C O O R D I N A T O R
A R I Z O N A L I V I N G W E L L I N S T I T U T E
VIRGINIA RODRIGUEZ
T - T R A I N E R , H E A L T H Y L I V I N G ( C D S M P )
Y A V A P A I C O U N T Y C O M M U N I T Y H E A L T H S E R V I C E S
Recruitment and Retention of Leaders and Participants
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Call Etiquette
5/23/2013 Arizona Living Well Institute
This webinar will be recorded and available on the AZLWI Website under Partner Login after the call.
Please remember proper conference call etiquette.
Your line will be automatically placed on mute.
Please raise your hand if you have a question/comment.
Please utilize the chat function to share information.
Please ask questions by the question function ONLY until the Q & A portion at the end of the call.
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Objectives
5/23/2013 Arizona Living Well Institute
After viewing this webinar, leader will:
Have an expanded knowledge about the elements that go into recruitment of participants for self-management workshops
Be familiar with a broad range of tools to enhance retention of participants
Identify basic principles for recruiting new leaders
Know how to maximize retention of workshop leaders
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Agenda
5/23/2013 Arizona Living Well Institute
I. Why is this important
II. Recruiting Workshop Participants
III. Retaining Workshop Participants
IV. Recruiting Facilitators
V. Retaining Facilitators
VI. Summary
VII. Discussion
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R E C R U I T I N G / R E T A I N I N G P A R T I C I P A N T S
R E C R U I T I N G / R E T A I N I N G F A C I L I T A T O R S
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Why is this important?
5/23/2013 Arizona Living Well Institute
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Recruiting/Retaining Participants
5/23/2013 Arizona Living Well Institute
Group Dynamics
Fidelity
Workshop Cost
6 participants = $583 per person
10 Participants = $350 per person
12 participants = $292 per person
Morale
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Recruiting/Retaining Facilitators
5/23/2013 Arizona Living Well Institute
Quality not quantity
Facilitators are the heart and soul of Healthy Living
Safety
Reputation
Strong, experienced leaders are invaluable
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• S T R A T E G I C P L A N N I N G
• C O N S I D E R T I M I N G
• R E A C H O U T A N D S T A Y I N T O U C H
• L O G I S T I C S
• M A R K E T I N G
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Recruiting Workshop Participants
5/23/2013 Arizona Living Well Institute
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Strategic Planning
5/23/2013 Arizona Living Well Institute
Think strategically
Population targets, age, race/ethnicity, gender, special conditions
Program locations
Potential partners
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Think Strategically
5/23/2013 Arizona Living Well Institute
Develop a plan that sets out measurable objectives over a given period of time for recruitment and marketing efforts
Who do you want to recruit? Where are they? Where do they congregate? Where do they get their information?
Target your message: Feel better! Take control of your life! These messages resonate.
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Recruitment - Time
5/23/2013 Arizona Living Well Institute
Advanced planning – aim for at least 2 months
Time of person to systematically recruit
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Recruitment - Scheduling
5/23/2013 Arizona Living Well Institute
Before scheduling a workshop, make sure it is:
Not at the same time as other valued programs
Scheduled for attractive time and day of week
Not going to run into major holidays
In partnership with an insider
Timed for sufficient recruitment of participants
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Recruitment - Location
5/23/2013 Arizona Living Well Institute
Is a central location for those you want to reach
Has a critical mass of potential workshop participants or can partner with a 2nd site
Has an in-house advocate for workshop
Meets workshop accommodation needs
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Recruitment – Database Systems
5/23/2013 Arizona Living Well Institute
Many potential participants lost
Set up simple data base to:
Keep track of those who have indicated an interest
Capture contact information
Identify ambassadors
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Recruiting – Get your message out!
5/23/2013 Arizona Living Well Institute
Don’t wait. Start getting the word out 8 weeks in advance.
Start with face to face presentations
Direct referrals or letters signed by trusted community leaders or health care providers
Seek out program champions
Post announcements in newsletters, local calendars, local papers, radio, TV, under doors
Develop a list of key media outlets including social media
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Recruiting – Special Invitations
5/23/2013 Arizona Living Well Institute
Those with hearing limitations
People with mild cognitive problems
Partners and care givers
Those without phones
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Recruitment by Health Care Providers
5/23/2013 Arizona Living Well Institute
Letters sent by health care providers have high response rate
A reminder in the electronic record can cue health care providers to refer patients
Health care providers could download or handout pre-printed referral information to give to patients
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Recruiting by Workshop Participants
5/23/2013 Arizona Living Well Institute
Past participants can be a great recruiting resource
Get multi-media release for all participants
Document testimonials continuously
Written
Audio-Visual
New recruits can be encouraged to invite their friends, partners and/or caregivers
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“We had experienced, or learned different parts of this program before, but no part alone was life changing. But with this program structure, I am a different person than I was just 6 weeks ago!”
MDC in Goodyear, AZ
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Recruiting Rules of Thumb
5/23/2013 Arizona Living Well Institute
The more personal your publicity & contact, the more effective.
Use multiple modes of publicity.
Once you have contact information, use it!
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B U I L D G R O U P C O H E S I O N
R E W A R D A T T E N D A N C E
K E Y T O S U C C E S S I S G R E A T L E A D E R S H I P
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Retaining Workshop Participants
5/23/2013 Arizona Living Well Institute
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Participant Retention
5/23/2013 Arizona Living Well Institute
Start with Session 0
Stay in touch
Call the day before the 1st session
Call if they do not show up
Call dropped out participants
Place drop outs on wait list for future workshops
Help others stay in touch
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Participant Retention
5/23/2013 Arizona Living Well Institute
Building group cohesion
Location should be private, comfortable, and convenient
Provide transportation if needed
Create a safe space
Participants should feel free to share without fear
Encourage partnering
Monitor discussion flow
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Reward Attendance
5/23/2013 Arizona Living Well Institute
Keep content & process of workshop rich and dynamic
Good food always welcome
Lottery/ Raffle tickets a big hit for some
Other treats are well received
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Retention of Participants
5/23/2013 Arizona Living Well Institute
Leader selection is key!
They must:
be well prepared
convey warmth and enthusiasm
be able to present material in a clear engaged manner
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“LEADERS ARE SPECIAL”
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Recruitment of Facilitators
5/23/2013 Arizona Living Well Institute
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Expected Skills for Leaders
5/23/2013 Arizona Living Well Institute
1. Adheres to Curriculum 2. Facilitates group contributions 3. Handles difficult group dynamics and problem
participants effectively 4. Speaks Comfortably in front of a group 5. Does not judge people and actions 6. Models activities appropriately 7. Sticks to time/agendas 8. Is willing to complete required pre-requisites 9. Listens and incorporates feedback from Master
Trainers 10. Works cooperatively with co-leader
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Breaking it Down
5/23/2013 Arizona Living Well Institute
Literate
With Feeling
Do they get the point across
Time to prepare
Works well with others
“It’s not about me”
Fits in with the community
Able to self-evaluate
Role-Model
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Where to Find Leaders
5/23/2013 Arizona Living Well Institute
Meetings, church, friends
Support groups
Post on your agency website
Announce in newspaper, newsletters ...
Radio PSA, internet
Social media
Volunteer groups
Workshops
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Vetting
5/23/2013 Arizona Living Well Institute
Schedule an interview
Provide written information
Contact information
Recommendations
Licensing
Follow your gut
This is a peer-led program
We aren’t looking for perfection
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Red Flags
5/23/2013 Arizona Living Well Institute
Too Busy
Too focused on their disease
Those with an agenda
Overachievers
Too sick to facilitate
Judgmental
Cannot remove “professional hat”
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Retention of Facilitators
5/23/2013 Arizona Living Well Institute
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It Starts with Selection
5/23/2013 Arizona Living Well Institute
Why be a facilitator?
Different reasons
Set expectations
Number of workshops
Maintaining facilitator status
Participating in a workshop prior to training
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Retaining Facilitators
5/23/2013 Arizona Living Well Institute
Regular communication
Emails, phone calls
Show appreciation
Thank you cards
Lunches
Stipends
Annual meetings/celebrations
Opportunities to facilitate
Mentor
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Connecting with other Facilitators
5/23/2013 Arizona Living Well Institute
Make sure facilitators have a connection with the institute
Begins after training
May require follow up by coordinators and mentors
Partner log-in, email blasts
Webinars, updates, revisions, new research, newsletters…
Invite them to participate in local planning
What if a facilitator moves?
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In Summary
5/23/2013 Arizona Living Well Institute
Think strategically
Have a plan
Consider time, scheduling, location, and systems
Chose facilitator candidates carefully
Nurture, encourage, and reward strong facilitators
Stay connected
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Resources
5/23/2013 Arizona Living Well Institute
Arizona Living Well Institute Website has a wealth of materials including PR documents that can be customized
www.azlwi.org
Stanford resources including manuals and toolkits also available at the AZLWI website
patienteducation.stanford.edu
NCOA has wealth of CDSMP content
www.ncoa.org/improve-health/center-for-healthy-aging
www.restartliving.org
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5/23/2013 Arizona Living Well Institute
Questions? Contact the Institute
(877) 982-3118
www.azlwi.org
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