Department of Human Services

Engaging VMO’s

Susan Noom Mary Mitchelhill

ObjectivesObjectives

• At the end of this session you will have shared ideas and developed an understanding of how to:– establish relationships with VMO’s– attract VMO Participation – best use VMO’s availability and role within

your organisation– engage and sustain VMO involvement

The RelationshipThe Relationship

• As in any relationship building exercise there are crucial steps that need to be followed

finding the desirable targets, developing interest maintaining the interest long enough to move into the

commitment factor then onto the hard work of

maintaining the relationship.

Desirable TargetsDesirable Targets

• Good bed partners, positive attitude, lots of energy that will help bring it home

• Accommodate, especially for the necessary evils – for some things to work and have a future, certain key people need to be involved

• Reliable workers, doers not procrastinators

Developing InterestDeveloping Interest

• Promote the concept to the selected key stakeholders, don’t try and sell the whole package first up

• Start with the positive drivers and influential players and move on to others later

• A particular individual may be your hardest conquest but could have the greatest influence once on board

Developing interest……cont.Developing interest……cont.

• However, restrict time wasting on intractable people, get some runs on the board

Developing interests…cont.Developing interests…cont.

• Modes of communication:Corridor conversations, element of surprise, keep it short and sweetTheir committee meetings, take the idea to them and present it yourself. They won’t have time to come to youEmails ????? Easily deletedMail, hardcopy ????? Are they read?

Exercise – 5 minutesExercise – 5 minutes

Discuss modes of communication you have used when working with

VMO’s?

Which of these was most effective?

Maintaining the interestMaintaining the interest

• Run with the idea when it’s hot. Don’t put it out there then wait for months before you move on it

• Do some ground work and follow up on the corridor conversations. It shows you listened to what they had to say even if you are now presenting evidence to dispute it

• Don’t start a committee until you’re ready to do the work

Maintaining the interest..contMaintaining the interest..cont

• Give the desired participants, including the evils, the choice- be on the committee or be a liaison consultant for the group.

• Not participating is not to be offered as an option

Maintaining the interest..contMaintaining the interest..cont

• Pat feathers don’t ruffle them……not yet

Commitment factorCommitment factor

• We NEED them and what they can offer

• Be prepared to do the leg work, feed it back, via the corridor, their meetings, grand rounds, even via your own committee meetings (the one they’re members of)

• Set short, concise, realistic time frames

Commitment factor ……cont.Commitment factor ……cont.• Common rules for committee meetings

Meeting time is set around their availabilityThey may need feeding Have an agenda with a timeline attached and person responsible Ensure everyone gets their agenda earlyHave a ruthless chairperson who won’t allow you to gabble onSet outcomes, don’t defer anything to the next meeting

Commitment factor …..cont.Commitment factor …..cont.Misconceptions:• Give them a job and they have to be involved• Everyone is busy, we all have the same

available time• If someone is prepared to do all the work then

we should let them

Maintaining the relationshipMaintaining the relationship

• Promote the outcomes via breakfast trolley during grand rounds etc

• Book a time slot at their monthly/bi-monthly meetings but keep it short

• Keep them up to date with any changes in person, as well as via email or internal mail

• They are happy to be reminded, so …….

Maintaining the Maintaining the relationship ..…contrelationship ..…cont

• Nag, Nag, Nag, Nag, Nag, after all, this is a valued relationship and they always appreciate a gentle reminder

Exercise – 10 minutesExercise – 10 minutes

Spend a couple of minutes listing ideas and solutions you have heard today.

• At your table, share the ideas about how you can develop and maintain VMO involvement?

• What would most suit your type and size of organisation?

In Summary…In Summary…

• VMO’s are integral team members• Attracting, establishing and maintaining

relationships are key to effective team participation

• Find the right communication mode and don’t waste time or opportunities

• Get them involved and keep up reminders…