Recruitment and Retention of Leaders and Participants · 2016-05-20 · Recruitment and Retention...
Transcript of 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
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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
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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
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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?
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Recruiting/Retaining Participants
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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
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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
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Strategic Planning
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Think strategically
Population targets, age, race/ethnicity, gender, special conditions
Program locations
Potential partners
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Think Strategically
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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
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Advanced planning – aim for at least 2 months
Time of person to systematically recruit
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Recruitment - Scheduling
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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
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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
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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!
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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
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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
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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
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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
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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
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Participant Retention
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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
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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
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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
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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
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Expected Skills for Leaders
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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
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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
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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
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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
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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
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It Starts with Selection
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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
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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
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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
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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
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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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Questions? Contact the Institute
(877) 982-3118
www.azlwi.org
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