coming up - Arizona State Universitycoming up intro to org change & implementation team formation &...
Transcript of coming up - Arizona State Universitycoming up intro to org change & implementation team formation &...
7/24/2014
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a practical guide to
organizational change
inter-agency collaboration and implementing evidence-based practice
{coming up
intro to org change &
implementation
team formation &
key roles
needs assessment
tools
strategic planning &
goal setting
implementing change
planning for
sustainability
please note:
This double session is based upon a five-part, web-based, self-paced
training series funded in part by the National Institutes of Drug Abuse
and the Substance Abuse and Mental Health Services Administration.
The opinions expressed are strictly those of the presenters; no official
endorsement by NIDA or SAMHSA should be inferred. The full training
will be available in the coming months via the Addiction Technology
Transfer Center website.
We welcome any feedback you might have about this workshop’s
content and visuals.
presented by:
Nicole Janich, M.S.W., [email protected]
Adrienne Lindsey, M.A., DBH, [email protected]
Michael Shafer, Ph.D., [email protected]
Tom Litwicki, [email protected]
intro to
organizational change
& implementation
a few words on implementing evidenced-based practices
Part 1
{coming up
key terms
point #1
point #2
point #3
(Mike to fill in)
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team formation &
key roles
forming change teams, and identifying leaders and key players
Part 2
{coming up
key terms
change team
formation
key roles
part I: key terms
(Allen, Foster-Fishman, & Salem, 2002; Hackman & Wageman, 2005; Rycroft & Malone, 2004)
change team
A change team is (ideally) a group of individuals from several
agencies, across multiple disciplines and various organizational levels,
working together to complete one or more tasks toward a shared goal
or objective.
key terms
(Greenhalgh, Robert, Macfarlane, Bate & Kyriahkidou, 2004; Kitson, Harvey, & McCormack, 1998)
champions/opinion leaders
Champions or opinion leaders are individuals within an agency
who have the ability to influence others’ attitudes and behaviors
towards the change objective due to their status or knowledge
within their agency.
key terms
external facilitator
The person who enables a group to work
more effectively in the process of
undergoing organizational or inter-
organizational change.
The external facilitator provides
structure, focus, and direction for the
group, while enabling group decision
making and maintaining focus on tasks
and the process of change.
(Loftus-Hills & Harvey, 1999; Kitson et al., 1998)
key terms
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change team leader
The Change Team Leader is
an optional leadership
position within the change
team who facilitates the
change team alongside the
external facilitator, and assists
and supports the external
facilitator with operations
and logistics.
key terms
part II: change team
formation
intra-agency change team
internal single-agency change teams
inter-agency change team
multi-agency change teams
types of teams
inter-dependency
of providers
consumers access
multiple providers
improved linkages
& relationships
improved access
to care
inter-agency team benefits
leadership support
“Without hospitable
leadership…core
implementation
components cannot
be installed and
maintained.”
–Fixsen et al. (2005)
executive
support
motivating others
resource
acquisition
staff management
troubleshooting assistance
goal articulation
empowering
others
sustainability assistance
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{partner
agency
considerations
trust
relationship
quality
referral stream
existing
contract
proximity
information
sharing
team member
characteristics
interest
voluntary
participation
tenure
subject matter experts
strong communication skills
organizational
influence
availability
strong relational skills
team size
≈ 7-10 members
organizational
needs assessment
evaluating organizational barriers and facilitators to change
Part 3
{coming up
needs
assessment
purpose
needs
assessment tools
group activity #1
part I: needs
assessment purpose
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needs assessment defined
a comprehensive evaluation of an agency or
organization’s current practices, policies, and
outcomes, relative to a specific goal or
endeavor, ideally informed by agency client
data and staff input, in preparation for
organizational change.
(Kuali’I & Ocampo, 2008)
needs assessment
needs assessment purpose
1) identity barriers & facilitators to change
2) inform the process improvement plan
data sources
SWOT analyses
brainstorming
interviews
walk-throughs
surveys
flowcharting
focus groups
needs assessment
part II: needs
assessment tools
flow charting defined
visible representations of the path a
consumer takes through multiple
agencies operating within the same
treatment system, denoting spots in
which key decisions are made (such
as a referral or termination) and the
subsequent parties involved in the
decision making process.
needs assessment
walk-through defined
purposeful, structured passage
through each layer of one’s
agency/organization from the
perspective of the consumer (this might
include waiting in a waiting room,
taking part in an intake, etc.), utilizing
observations to make suggestions for
improved practice.
(NiaTx, 2014)
needs assessment
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conducting a walk-through
1. identify change team members who will
participate (facilitator optional)
2. establish the date, time, and location
3. ensure that staff at the agencies are aware
of the walk-through
4. walk-through the agency as if you are a
client; collect a copy of any assessments or
measures that are used, etc.
5. document observations
6. share your observations with the rest of the
change team at the next scheduled
meeting
needs assessment
information to collect
1. how does the process feel (from the
perspective of the consumer)?
2. how much time is required for each
step (e.g. waiting in the lobby, intake
assessment, etc.)?
3. is there value in each step?
4. what was surprising?
5. what were strengths in the system?
6. what should be improved upon?
needs assessment
SWOT analysis defined
Strengths, Weaknesses, Opportunities, and Threats (SWOT) analyses
are commonly used in strategic planning processes to evaluate the
barriers and facilitators agencies might encounter when attempting to
implement a new change.
(NiaTx, 2014)
strengths weaknesses
opportunities threats
focus
intervention
around these
be prepared
for these
needs assessment
communicating needs
assessment findings
• synthesize the findings from all those
who participated
• present to executives/agency
leadership
• make recommendations based on
your findings, prioritizing key needs
• findings and recommendations should
inform the upcoming process
improvement plan
needs assessment
group activity #1
Strengths, Weakness, Opportunities, & Threats (SWOT) analysis
group activity #1
SWOT analysis
1. review the provided case study
2. individually identify the inter-agency team’s strengths,
weakness, opportunities and threats pertaining to their intended
goals (HINT: their goals or mission are in the last paragraph)**
-record on your worksheet
3.share your findings with your group
-have one group member record the responses from each
member
4.share your findings with the larger group
**Please use artistic liberties and feel free to provide additional detail
about the agencies or the environment (e.g. budgeting concerns,
political/legislative environment, staffing issues, etc.).
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How did the process of conducting a
SWOT feel? What was your experience
like?
What didn’t work well? What worked
well?
debrief: group discussion
discussion & questions
session #2
welcome back!
strategic planning
& goal setting
developing a successful plan
Part 4
{coming up
key terms
roles
process improvement
planning
writing goals &
objectives
group decision
making strategies
part I: key terms
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key terms
process improvement plan (PIP)
Defines tasks that will lead to outcomes
consistent with the goals and objectives
selected for process improvement.
Includes:
• identifying high priority process
improvement targets
• developing action plans
• establishing timelines
• designating individual and collective
responsibilities for the change process
key terms
consensus decision making
The process by which group members
come to agreement on acceptable
decisions/plans/goals which take
into account the social and political
issues at play among group members.
Ideally, group consensus will also
generate a feeling of togetherness
and commitment towards decisions.
key terms
nominal group technique
A group decision making process
that includes identifying problems,
generating solutions, and making
decisions part II: strategic planning
facilitator role
establishing trust
ensuring
fairness
team motivation
identifying good goals
resolving conflict
focus
balancing agendas
gentle reminders
accountability
change team
roles
identifying
organizational
needs
prioritizing
goals
generating goals to
address needs
identifying problems
communicating change
assigning tasks
action planning
creating timelines
implementing goals
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process improvement planning
identify goals
develop objectives
determine action steps
action steps:
who? what? when? where?
when? how?
measurement:
evidence of completion &
level of success
document level of
success in goal
attainment
PIP: purpose statement
PIP: writing good goals
components
• goals
• objectives
• action steps part III:
group decision making
nominal group technique
facilitated
brainstorming
• individual free
writing—as many
ideas as possible!
• group discussion
• idea ranking
• facilitator moderation
choosing good goals
considerations
• feasibility
• impact
• high priorities v. low hanging
fruit
• stretch goals
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group activity #2
identifying and writing good goals & objectives
1.use the SWOT analysis from the morning session to identify
the inter-agency goals/objectives
HINT: the broader mission of the change team (see last
paragraph of the case study) is what they would like to
accomplish. Your group will write how they will get there.
2. individually identify 1-3 goals for the process improvement
plan
3.go around the table and share your goals with your group
(one member needs to record each of these goals)
4.vote on the goals you view as the highest priority by placing
your initials next to the goal
5.write the group’s top priority goals in the process improvement
planning worksheet and identify which Strengths,
Weaknesses, Opportunities or Threats each goal pertains to
identifying goals & objectives
What were your top priority goals?
How did you prioritize these goals?
Why did you chose those areas to
focus on?
debrief: group discussion
implementing
changes &
managing high
performance teams
communication, conflict management & and overcoming obstacles
Part 5
{coming up
communication
strategies
conflict
management
implementation
obstacles
part I: communication
strategies
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communication
strategies
regular meetings
milestone
celebrations
face to face,
when possible
tele-
conferencing
agendas & minutes
policies & memos
training
webinars
communication tasks
facilitator & change
team leader
• email reminders
• sending agendas
• meeting meetings
• calling team members for status
updates
• engaging key stakeholders
(frontline, management, etc.)
• trainings
• permissions & buy-in from
executive sponsors
managing conflict
• addressing instead of avoiding
conflict
• identifying conflicting goals,
values, priorities
• finding common ground
• using facilitator to mediate part II: implementation
obstacles
implementation obstacles
common obstacles
• turnover
• team conflict
• team member absences/non-
participation
• leadership changes
• flagging motivation
• lag time/start-and-stop progress
• external forces (state/local budgets,
organizational-level changes)
planning for
sustainment
assessing progressing and sustaining momentum
Part 6
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{coming up
key terms
tasks of facilitator
& team members
assessing
progress
strategies for
sustainment
facilitator exit
part I: key terms
sustainment
The continued use of an
innovation in practice; when
innovations or changes have
become institutionalized.
(Aarons, Hurlburt, & McCue Horwitz, 2011)
key terms
implementation
summary
A document created by the
change team and facilitator
which summarizes the extent
to which process improvement
goals were implemented.
(Aarons, Hurlburt, & McCue Horwitz, 2011)
key terms
sustainability plan
A document created by the
change team and facilitator
which identifies those actions
needed to assure that changes
are sustained.
(Aarons, Hurlburt, & McCue Horwitz, 2011)
key terms
facilitator exit
The point at which a
facilitator will withdraw from
the project, and the team will
enter the sustainability phase
of the change process which
is marked by the development
of an Implementation
Summary to characterize
changes, and a Sustainability
Plan.
(Aarons, Hurlburt, & McCue Horwitz, 2011)
key terms
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part II: facilitator and
change team tasks
facilitator tasks
• attend final in-person meeting
• assist with implementation
summary
• provide material and information for
sustainability plan
team tasks
• develop implementation
summary
• develop sustainability plan
• plan for final in-person meeting
sustainment tasks
part III: assessing
progress and outcomes
how will you know the change you
are looking to see is taking place?
• need for a baseline measurement
• methods of measuring change
• piloting the change
• adjusting the change
seeing the change
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part IV: strategies for
sustainability
sustainability planning
• Should the existing team remain in place
or should a new team be formed to
address future issues?
• Should the changes developed and
implemented by the team be sustained
and institutionalized? If yes, what
procedures need to be in place to sustain
the changes?
sustainability
strategies for sustainability
1. building resources
• institutionalizing the change
• potential funding sources (e.g. grant funding, supplemental budget
requests arguing for cost-effectiveness, cost-offset, etc.)
2. generating buy-in from team members
affected by the change
3. spreading the change/practice through
the agency or system
4. regular communication about change
processes
5. share evidence of change benefits
part V: facilitator exit
facilitator exit practices
• member awareness and involvement
• addressing concerns
• expressing appreciation
• summarize outcomes
• assistance with final reports
Facilitator Exit
facilitator exit
What do you plan to use from this
presentation?
How would you use this in your
agency?
What are your next steps?
debrief: next steps
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contact info:
web-based training to be released fall 2014!
feedback? interest in consultation?