recruitment and retention of leaders and participants · 2016-05-20 · recruitment and retention...

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

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


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


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?


Recruiting/Retaining Participants


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


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


Strategic Planning


Think strategically

Population targets, age, race/ethnicity, gender, special conditions

Program locations

Potential partners

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Think Strategically


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


Advanced planning – aim for at least 2 months

Time of person to systematically recruit

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Recruitment - Scheduling


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


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


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!


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


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


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


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

Recruiting Rules of Thumb


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


Participant Retention


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


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


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


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


Expected Skills for Leaders


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


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


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


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


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


It Starts with Selection


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


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


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


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


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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http://www.azlwi.org/

http://patienteducation.stanford.edu/

http://www.ncoa.org/improve-health/center-for-healthy-aging/









http://www.restartliving.org/


Questions? Contact the Institute

[email protected]

(877) 982-3118

www.azlwi.org

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mailto:[email protected]

mailto:[email protected]

http://www.azlwi.org/

recruitment and retention of leaders and participants · 2016-05-20 · recruitment and retention...

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