small shop, broad responsibilities: when you are the resource for every aspect of your program,...
TRANSCRIPT
Small Shop, Broad Responsibilities: When YOU are the resource for every aspect of your program, tools that can help you work efficiently
Presentation to theMichigan State Medical SocietyAugust 14, 2015 │ Via WebEx │ 1-2 pm EST
Presenters:Hayley Matthews-Jones [email protected]
Eva Zewdie [email protected]
Breakout overview
Why should I attend?
Emerging technologies can be exciting, but also daunting. Attend this session to learn tried and tested strategies for evaluating low-cost, user-friendly technology options; adapting the selected tool to best serve your needs; and creative tricks to get more out of your existing apps. Attendees will take away a toolkit of apps and strategies for streamlining their work.
Learning Objectives– Identify and overcome potential barriers to implementing new tools.– Compare low-cost technology options to simplify elements of CME
work.– Think creatively about new ways to use existing apps.– Evaluate strategies for adapting your current processes to work
smoothly using new tools.
Our OrganizationMinneapolis Heart Institute Foundation
Now in its 32nd year, MHIF is one of the leading non-profit cardiovascular research and education institutions in the country. We exist to create a world without heart disease and our mission is to improve people’s lives through the highest quality cardiovascular research and education. With almost 70 full time employees, we conduct cutting-edge clinical research and transformative community research.
CME Staffing Structure– Mix of CME, CNE and non-accredited programs/activities– Run like a small business — cover all expenses (incl. staff time and
overhead) through tuition, grants, exhibit fees– 2 staff members support all accreditation, committee coordination,
budget and fundraising, marketing (print, web), list management, faculty coordination, attendee registration, logistics/venue arrangements, AV, event materials, outcomes measurement, reporting…
Barriers to implementing new tools
Apps to consider
Other tools
Tips & tricks for familiar tools
Evaluating & implementing tech tools
Opening thoughts
What tasks take the most time, seem inefficient or are unsatisfying?
– Repeated communications with faculty about deadlines?
– Managing immediate deadlines and longer term planning with a heavy workload?
– Requests from your stakeholders to provide audience participation technologies at events?
Apps to consider
S
Project management:Teamwork
teamwork.com • “Existing software was either too basic or too confusing!” • Teamwork benefits:
– A system to keep track of multiple deadlines for multiple staff– An easy way to collaborate across departments– A work order queue for shared support staff (graphic designers, grant
writers)• Features:
– Build projects– Assign tasks– Task dependencies
and recurrences– List, calendar, or
Gantt view to identify
pinch points and
prioritize
Project management:Teamwork
“Company” — like Office of Accreditation, Marketing,
Education Team
Project — Grand Rounds, Nursing Conference, Valve
Conference
Task List — Budget, Venue, Attendees, Marketing
Task — Pay hotel invoice, collect disclosures
Teamwork
Dashboard overview of current, upcoming, and late tasks you and your team need to complete
Task management: FlowTerrible name, but a good app for task lists getflow.com
Pros• Fewer task-related emails (everything is in organized in one place)• Sort by due date, person, event or category (tags for marketing, faculty)• Great for 1:1s to look at workload and priorities• Catch-all to capture those “oh, I have to remember to do…” that happen
in other meetings/while commuting/etc.• Useful for improving timing for future years (miss the early bird
registration rate? add a reminder task for a month earlier next year)• Available anytime/anywhere because it’s an internet app, great
speed/reliability
Con• Last we knew — no easy way to auto-populate project milestone dates
for a new event
Faculty coordination:Cadmium Harvester(Another terrible app name)
• Assign tasks to collect– Professional credentials and title– Presentation title and learning objectives– Presentation slides– Biography and photo– Disclosures– W-9 form, flight and hotel preferences and more…
• Saving 1-2 hours of staff time = cost-neutral– Emails to custom faculty lists– No more tracking spreadsheets, searching emails
• Surprisingly positive feedback from physician users.
Faculty coordination:Cadmium HarvesterAdministrator view
Faculty coordination:Cadmium HarvesterUser view
Faculty coordination:Cadmium HarvesterOther functions• Call for papers• Event app• Interactive event floor plans• Digital publication of proceedings• Event recording• Poster gallery• Surveys
Online registration: Eventbriteeventbrite.com
The need:• Collect online registrations and
credit card payments• Custom registration forms
including specific personal information, discount codes, special needs, etc.
• Simple and accessible reporting function
Eventbrite
Pros• Visually appealing, user-friendly• Adequately customizable (logo, font, registration form)• Exports to a spreadsheet for mail merging name badges and rosters• Simple function for early bird pricing and group rates• Button widget to include on your own website • Free to use if the event does not charge a ticket fee• Tuition check is automatically mailed out after event closes
Cons • Needs some basic HTML knowledge to make the prettiest pages
Audience Response Systems
Traditional ARS…an event planner’s nightmare!• Keeping track of the clickers• Programming them all to the same channel• Faculty who panic and skip the chart
Audience response system: PollEverywherepolleverywhere.com • Collect responses via text, web or Twitter• Great option for a more tech-savvy audience • Can be used for multi-choice or open-ended questions• Live ticker option• You don’t even need a smart phone!
Audience Response Systems
Text voting like American IdolKeep it simple….
Audience Response SystemsLong term, what would be a good measure for health (in health care) and worthy of including in accountability and payment models for population health?
a. Measures of a healthy start for children, e.g., % breast-fed, % with adequate pre-natal care, % of children living with two parents, % with adequate food
b. Measures of equal health opportunity, e.g. % graduating from high school, % of people living in poverty, % of people with home ownership
c. Measures of community strength, e.g., number of small businesses, job opportunities, affordable housing, safe and walk-able community, number of neighbors who know each other by first name, numbers of people who die in their place of choice
You must craft a good question and respond to the results!
Word clouds: Wordle
http://www.wordle.net/ (free)
Used “word cloud” based on our PollEverywhere responses to “What inspired you at this conference?” during closing remarks:
Other tools
Online security and recordkeeping: LastPass
lastpass.com (free)
“The last password you’ll have to remember”• Set ONE very safe password to the account• Store all accounts and passwords in one place• Access login information from any computer or
mobile device
Recommended Reading“Lazy About Your Online
Passwords? Take Control With These New Tips”
NPR, All Tech Considered11/3/14
http://n.pr/1upXd53
Online security and recordkeeping: LastPass
Additional features• Feature for generating secure passwords• Ability to upload and store secure files
Virtual collaboration: Google Drive
• 15 GB of free Google storage• Invite others to view, download, and collaborate
– We have used to share files with partners who are on other servers, incoming interns.
– Can be read-only or read-write.• Online apps for documents, spreadsheets, slides
– Share with anyone, edit in real-time, chat & comment– Offline editing possible
Readability assessmenthttps://readability-score.com/ (free)
1st draft: Join us as we engage and empower population health stakeholders to explore new tools and strategies for improving the health of their communities.
– Reading ease score of 40 [vs. recommended range of 60-70].
– Average grade level of 15.6 [vs. recommended score of 7.0-8.0].
Improved: How can we improve the health of communities? Attend our conference to learn what tools and strategies are effective.
– Reading ease score of 63.6. – Average grade level of 9.8.
Tips & tricks for familiar tools
Basic project management: Excel• Adequate for 1-3 people, access on single network (or Google drive)• Shared spreadsheet – save before/after making updates• Sort by project, date, person
– Divider bars by week to see how full any particular week is– Copy completed items to “archive” tab
• Tab with project milestones– Formulas to calculate from event date– Copy-paste values into main tab
Tips & Tricks: Creative strategies to use with existing tools
Surveys for needs assessment• The shorter the better! • An option: Survey a broad list of topics, areas, speakers to see which
resonate the most with the audience• Another option: Send agenda, ask what attendees hope
will be included in each session– Timed late enough that people are registered, early
enough for faculty to respond to • Motivate people! Drawing for a prize to be picked up at
the event
Tips & Tricks: Creative strategies to use with existing toolsSurveys for evaluation• The shorter the better! • Eliminate questions that will not be directly actionable
– Will your faculty really want feedback?– 1st event – feedback on format, 2nd – left that out
• Ask universal questions– Would you attend this conference again?– Would you recommend it to colleagues?
• Finalize in advance, schedule to be in inboxes during the event• Motivate people! Drawing for
free registration to your next
event
Tips & Tricks: Creative strategies to use with existing toolsVirtual meetings — collaboration with dispersed committees• GoToWebinar to share screen• Email agenda for meeting
– View clips of potential keynotes together– Review graphic design ideas, consensus on changes
• Take notes as a group, immediately send out summary– Capture brainstorming on speakers/topics– Confirmation on follow-up expectations
• For next meeting, forward notes, add new agenda items
Tips & Tricks: Creative strategies to use with existing tools
eMarketing• Offer a nugget for each message: Case study, recent article, quote
Tips & Tricks: Creative strategies to use with existing tools
Communications strategies for flexibility and continuity
• Conference-specific email address (e.g., [email protected])
• Smooth staff transitions
• Monitored by multiple staff members for coverage handoffs
• Continuity with faculty, attendees
• Emails saved as .msg files on shared drive
• Keeps “history” for follow-ups (or following year check-ins)
Evaluating & implementing tech tools
Evaluating tech tools• Survey the landscape
– Google to find options, read reviews — ask your network, too!• Educate yourself about features/options• Reflect on what you’re trying to achieve
– Registration, for example: Accept credit cards (PayPal experience), onsite registration, badge-scanning
– Consider the user experience• Run the $$ numbers! Don’t forget the value of your time
Implementation planning
• Implementation strategies– Training/customer service– Talk to others who have used the tool– Piloting
• Tips– Pick the right timing, anticipate a learning
curve– Real benefits to tag-teaming with someone
else (learn/approach differently, more fun!)– Google will tell you almost anything!
Potential implementation barriers
• What barriers or concerns do you have?– We have a system (though
it doesn’t meet our needs).– No budget.– No time.
Participant idea generation
• What tools are you currently using?– Project management and task collaboration (Outlook, MS
Project, Teamwork, Excel, other)– Faculty coordination (Harvester, Excel, other)– Online registration for attendees (Eventbrite, in-house software)– Audience polling at events (ARS, PollEverywhere)– Other
