nccmt spotlight webinar - sharing best practices

PowerPoint Presentation

Sharing Best Practices

Presenter:

Lisa Mwaikambo, MPH

March 30, 2016 1:00 2:30 PM ET

Funded by the Public Health Agency of Canada | Affiliated with McMaster UniversityProduction of this presentation has been made possible through a financial contribution from the Public Health Agency of Canada. The views expressed here do not necessarily reflect the views of the Public Health Agency of Canada..

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After TodayThe PowerPoint presentation (in English and French) and English audio recording will be made available.

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Poll Question #1

How many people are watching todays session with you?

Just me 2 to 34 to 5 More than 54


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Your profession? Put a on your answer (or RSVP via email)/EpidemiologistManagement (director, supervisor, etc.)

Allied health professionals (nurse, dietician, dental hygenist, etc.)Librarian

Physician / DentistOther

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Sharing Best Practices

http://www.nccmt.ca/resources/search/84 Episode 236


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Poll Question #2

Where are you from?

BC AB SK MB ONQC NB NS PEI NL YK NWT NU Outside Canada

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NCC Infectious DiseasesWinnipeg, MB

NCCMethods and ToolsHamilton, ON

NCC Healthy Public PolicyMontreal, QC

NCC Determinants of HealthAntigonish, NS

NCC Aboriginal HealthPrince George, BC

NCC Environmental HealthVancouver, BC

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Follow us @nccmt Suivez-nous @ccnmothe NCCPH program is dispersed across the country with 6 National Collaborating Centresthe National Collaborating Centre for Methods and Tools is located at McMaster University, in Hamilton 4 of the other NCCs support the use of research evidence in specific public health content areasNCCMT and NCC Healthy Public Policy work across content areasthe focus of NCCMT improving access to, and use of, methods and tools that support moving research evidence into decisions related to public health practice, programs, and policyin Canada.8

Registry of Methods and ToolsOnline Learning OpportunitiesWorkshopsMultimediaPublic Health+Networking and OutreachNCCMT Products and Services9

Follow us @nccmt Suivez-nous @ccnmoNCCMT offers a products and services to help apply research evidence in decision makingThis presentation today is going to provide an overview of the Online Learning Opportunities that NCCMT offers.9

Poll Question #3

What sector are you from?

Public Health Practitioner Health Practitioner (Other) Education Research Provincial/Territorial/Government/Ministry Municipality Policy Analyst (NGO, etc.) Other10


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Lisa Mwaikambo, MPH

Program Officer IIJohns Hopkins Center for Communication Programs (CCP) Knowledge for Health (K4Health) ProjectPresenter11


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KM Approaches to Sharing Best Practices:A Tool for Sharing Internal Best PracticesLisa Mwaikambo, MPHProgram Officer IIJohns Hopkins Center for Communication Programs (CCP) Knowledge for Health (K4Health) Project

The Tool for Sharing Internal Best Practices was produced with funding from the United States Agency for International Development in 2005. Since then, the emphasis has shifted somewhat to the systematic process for effective knowledge sharing and learning to inform better public health outcomes. During this webinar, I will share how we have institutionalized this knowledge management (KM) process and highlight some of the KM approaches for sharing best practices originally mentioned in the Tool.12

The essential question:To reach our goals, does everyone have the knowledge they need to do their job properly and effectively?

If not, how can we fix this situation?

We believe the answer is through knowledge management.13

Poll Question #4

What is Knowledge Management (KM)?

A vague, intellectual exercise that doesnt apply to everyone. The art of building websites and databases. A technology solution to an organizational problem. Something that some folks in your organization do mainly those IT geeks or librarians that isnt applicable to my work. None of the above.14


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What is Knowledge Management (KM) ?A vague, intellectual exercise that doesnt apply to everyone.The art of building websites and databases.A technology solution to an organizational problem.Something that some folks in your organization do mainly those IT geeks or librarians that isnt applicable to my work. None of the above.

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Our definition of KM is

A systematic process of collecting and curating knowledge and connecting people to it so they can act effectively.

Ultimately, KM means different things to different people. An organizations strategic objectives and goals can determine what KM means to that organization and can guide that organizations definition.

The definitions of KM abound. A recurring theme, though, is that KM is a process and a set of tools and resources that support an organizations business objectives. As a result, its imperative that an organization that is interested in implementing a KM initiative identifies the objectives and goals of it, just like you do with any set of interventions. In this way, KM can be defined in the unique language of that particular organization. 16

AnalysisSituation analysisStakeholder/ audience analysisKM analysis StrategicDesign

Develop ObjectivesSelect KM Interventions

Evaluation

KnowledgePracticeNetwork Characteristics KM CapacityQuality, Access, CoverageHealth System Strengthening

MonitoringReach, Usefulness, Usability, Satisfaction, KM Capacity, Network Characteristics , Lessons Learned, Best Practices

Knowledge Management: A Systematic Process

Implementation

Johns Hopkins Bloomberg School of Public Health, Center for Communication Programs (JHUCCP) 2013

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WHY Knowledge Management?Helps translate tacit knowledge into explicit knowledgeAddresses information overload, or the problem of insufficient informationReduces time spent looking for quality resourcesHelps organize information so it is easier to findSupports knowledge adaptation and translationHelps take research to practice crucial for scale-upImprove decision-making and helps with behavior changeReduces program costs, prevents reinventing the wheel

knowledge of what works (which may be identified/labeled as a best practice) must be produced, documented, shared, and used

These benefits of KM mirror the benefits described of sharing best practices in the Tool for Sharing Best Practices. 19

Ultimately, knowledge saves lives!

Providing knowledge to program managers and health care providers saves lives.

HOWWe connect program managers and healthworkers to the latest health knowledge thathelps them to act effectively.

We work at the global, regional, and countrylevels to strengthen capacity of others to getknowledge into the hands of programmanagers and health workers who need it most.

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Common Elements of KM and Best Practices InitiativesPeopleProcessesTools/Platforms/Technologies

Most KM experts talk about 3 main components of KM: The people, the processes, and the technology.

The people are the those who create and share knowledge. Collectively, they comprise the culture that nurtures and encourages knowledge exchange. The processes are the methods used to acquire, create, organize, share, and transfer knowledge. The technology refers to the mechanisms that facilitate knowledge exchange: They store and provide access to data, information, and knowledge created, acquired, organized, and exchanged by individuals in various locations.

Likewise, in order to carry out a best practice initiative you need:People to facilitate identification and sharing of internal best practices, for example, by training or hiring staff to serve on a best practices team or act as a best practices coordinator; Processes and tools that are designed to share knowledge through reports, electronic discussions, and face-to-face meetings; and A commitment to take the time needed to identify, document, and share best practices.

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Poll Question #5

Which KM Processes are used as part of best practice initiatives?

Knowledge Needs Assessment Knowledge Generation Knowledge Capture Knowledge Synthesis Knowledge Sharing22


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Poll Question: Answer

Best practices initiatives involve knowledge capture and synthesis (often in the form of publications and resources) and knowledge sharing (through electronic discussions, face-to-face meetings, etc.)

People to facilitate identification and sharing of internal best practices, for example, by training or hiring staff to serve on a best practices team or act as a best practices coordinator; Processes and tools that are designed to share knowledge through reports, electronic discussions, and face-to-face meetings; and A commitment to take the time needed to identify, document, and share best practices.

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Best practice initiatives employ:Two complementary strategies:Producing and disseminating written records, such as newsletters, reports, and databases (explicit knowledge)Arranging for face-to-face contacts through meetings, coaching, consulting, communities of practice, etc. (tacit knowledge)

Best practice initiatives generally employ two complementary strategies to share knowledge:

These are examples of ways to capture and share explicit and tacit knowledge which is ultimately a goal of knowledge management. 24

Poll Question #6

What type of KM approaches have you employed to capture and share best practices?

After Action Reviews Communities of Practice Knowledge Cafes Share Fairs Case Studies Other25


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Examples of KM Approaches That Are Used in Best Practice InitiativesAdapted from: Barnes, S. and Milton, N. 2015. Designing A Successful KM Strategy: A Guide for Knowledge Management Professionals. Information Today, Inc., Medford, NJ.

Pull/Connect (Asking): Systems, processes, behaviors that support people seeking knowledge from other people. Asking may be one of the most effective ways to transfer knowledge. People we often ask if they need knowledge. For example, many doctors will say they ask a colleague if they are looking for information vs. looking up the information in a text book. It is quick, effective, allows for back and forth.

Use approaches and techniques: after-action reviews, peer assists, twinning, study tours, and communities of practice. AARs and CoPs are highlighted in the Tool for Sharing Internal Best Practices.

Push/collect (Publishing): Systems, processes, behaviors that support people contributing their knowledge to some form of database.

Develop publications and resources: policy briefs, guidelines, journal articles, manuals, job aids, and project reports;

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Key Steps in Identifying & Sharing Best PracticesLook for successesIdentify and validate best practicesDocument best practicesCreate a strategic plan to share best practicesAdapt and apply best practices

The steps in identifying and sharing best practices largely mirror the implementation phase or processes of the KM cycle.27

Step 1: Look for SuccessesCreate the culture and space to intentionally learn from each otherListen to staffIdentify performance problems or challenges

Institute processes, systems, and tools for learning before, during, and after an intervention.

At K4Health, we regularly employ peer assists, after action reviews, needs assessments, and other KM techniques to look at what is working or had worked and what isnt working. We also invite other from the organization or other organizations for brown bags and other meetings to share their experience implementing similar interventions in different contexts.28

Poll Question #7

Have you ever participated in an After Action Review?

Yes No Not sure29


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Poll Question: AnswerAfter Action Review is a simple process used by a team to capture the lessons learned from past successes and failures, with the goal of improving future performance. It is an opportunity for a team to reflect on a project, activity, event or task so that they can do better the next time. It can also be employed in the course of a project to learn while doing.

AAR is a form of group reflection; participants review what was intended, what actually happened, why it happened and what was learned. One member of the group facilitates, capturing results on a flip chart or in a document.

Would you like more information on AARs?30

Step 2: Identify & Validate PracticesObserve people, sites, and projects that are producing excellent resultsConduct focus group discussions and interviews with top performersIdentify contextual factors that support successReview existing evidence and service statistics

We often collect stories or case studies as part of our observation as well as to provide more context to the information that we gather as part of FGDs and interviews.

Usually, this type of qualitative date is gathered at the beginning of our engagement with a local partner as well as at the mid-way point to adjust our activities if warranted. And it goes without saying that activities should be grounded in evidence.

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Step 3 & 4: Document & Share Best PracticesWork with those involved in the practiceWrite a description Create a central repository

As I mentioned, we have a standard case study template as well as templates for a variety of other KM approaches that we employ that allow us to easily document our lessons learned.

such as AAR, peer assist, storytelling, fail fair, CoP, NetMap,

Depending on who the audience is for the best practice, will determine the media that we use for documentation purposes blog, video, case study, guide, etc. as well as where it is saved and with whom it is shared whether that is internally and/or externally. 32

Step 5: Adapt & ApplyBring people together in networks Compare settings where the practice was developed and where it will be appliedFocus on transferring the idea behind the practice Consider what external factors may need to be changed to make the situation more hospitable to the practiceMonitor the application

Communities of practice can be a great vehicle for not only identifying best practices but also documenting and sharing them. The Implementing Best Practices (IBP) for Reproductive Health Initiative

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Recap Video

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Additional KM ResourcesKnowledge for Health website: https://www.k4health.org/topics/knowledge-managementGlobal Health Knowledge Collaborative: https://www.globalhealthknowledge.org/ KM eToolkit (includes case studies): k4health.org/toolkits/kmKM in Global Health Programs eLearning course: https://www.globalhealthlearning.org/course/knowledge-management-km-global-health-programs-0

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Your Feedback is ImportantPlease take a few minutes to share your thoughts on todays webinar.

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The short survey is available at: https://nccmt.co1.qualtrics.com/SE/?SID=SV_8jgs2mHJXGOfJt338


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Poll Question #8

What are your next steps? I plan to

Access the Sharing Best Practices Tool. Read the NCCMT summary of the Best Practices Tool. Consider using Best Practices Tool. Tell a colleague about the Best Practices Tool.39


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Join us for our next webinar

Program Evaluation ToolkitMay 11th from 1:00 2:30pm EST

The Ontario Centre of Excellence for Child and Youth Mental Health, has developed a tool for planning and conducting program evaluation, accessing data sources and analysing data on an ongoing basis. Join us to learn more about how this method could be applicable to your organization.

Register at: https://health-evidence.webex.com 40


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For more information about the National Collaborating Centre for Methods and Tools:NCCMT website www.nccmt.caContact: [email protected]

Funded by the Public Health Agency of Canada | Affiliated with McMaster UniversityThe views expressed here do not necessarily reflect the views of the Public Health Agency of Canada.


nccmt spotlight webinar - sharing best practices

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