Deeper Dive Into CollaborativesUnderstanding Structures and Roles

Colleen Kennedy January 30 & 31, 2013

What We Will Cover

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

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

Structures

Dissemination

PublicationsCongress etc.

Holding the Gains

Action Period 3

LS 3LS 3

Action Period 2

LS 2LS 2

Action Period 1

LS 1LS 1

Prework

Participants (10-100 Teams)

Planning Group

Develop Framework & Changes

Expert Meeting

Select Topic(Develop Mission)

Structures: Select TopicSelect Topic

(Develop Mission)

Structures: Select Topic

White B

Start a collaborative when degree

of belief is moderate to

high

Structures: Expert Meeting to Prework

LS 1LS 1

Prework

Participants (10-100 Teams)

Planning Group

Develop Framework & Changes

Expert Meeting

Select Topic(Develop Mission)

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?

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***

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

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

Structures: Continued

Dissemination

PublicationsCongress etc.

Holding the Gains

Action Period 3

LS 3LS 3

Action Period 2

LS 2LS 2

Action Period 1

LS 1LS 1

Prework

Participants (10-100 Teams)

Planning Group

Develop Framework & Changes

Expert Meeting

Select Topic(Develop Mission)

Structures: Action Periods

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?

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

Structures: Roles and Responsibilities

Dissemination

PublicationsCongress etc.

Holding the Gains

Action Period 3

LS 3LS 3

Action Period 2

LS 2LS 2

Action Period 1

LS 1LS 1

Prework

Participants (10-100 Teams)

Planning Group

Develop Framework & Changes

Expert Meeting

Select Topic(Develop Mission)

Roles & Responsibilities: Planning

• Chair• Faculty members• Collaborative Leadership:– Director– Improvement Advisor– Coordinator

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

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

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

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

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

Roles & Responsibilities: Keys for Success

Dissemination

PublicationsCongress etc.

Holding the Gains

Action Period 3

LS 3LS 3

Action Period 2

LS 2LS 2

Action Period 1

LS 1LS 1

Prework

Participants (10-100 Teams)

Planning Group

Develop Framework & Changes

Expert Meeting

Select Topic(Develop Mission)

Roles & Responsibilities: Local Improvement Teams

• Dependent on collaborative topic• Senior leader sponsor• Touch the process• Passionate about improvement• QI Consultant

What We Have Covered

Deeper Dive Into CollaborativesQuestions?

Colleen Kennedy January 30 & 31, 2013