Day Three Core Training May 2015
Reflections from Day Two…?
Prepare Agree who will do it • „The Team‟ will be ward staff with a leader • it may include other staff Gather information • audits, complaints, opinions, guidelines, protocols & policies, take picture or video, interview people Communicate - all staff need to know
Milestone Checklists Each module has a series of specific CHECKLISTS.
There is one after each of the first 5 phases. Do not move to the next phase until the checklist is completed
Assess • Review the information gathered • Ask key questions - the modules detail these • Look at current incidents to understand errors and omissions • Understand what happens now - create a current state Process Map
Resist the urge to explore or plan changes at this point
Plan • Plot future state process map • List changes considered • Use: - cost-benefit matrix - Module Action Planner • Create a standard
Diagnose • Consider what „good‟ looks like
• Use the current state process map - what adds value? - what doesn’t?
Treat (implement) • Communicate plan to all staff • Set a date to start implementation • Create an audit to show if improvement is happening - audit process daily for the first week at least
• Set a date to evaluate
Evaluate • Review audit results formally • Talk to all staff - how did it feel? - where there any problems? • Did the solution solve the problem
• Did the planned „future state‟ map match the reality?
Continuous Improvement • Specific advice and tools for each module • Tried and tested • Follow the full cycle again - assess - diagnose - plan - treat (implement) - evaluate
Process Mapping
Why do them? • Key points • Practice • Prioritisation • Action Planning
Process mapping - Why do it? • To help the team agree how the process currently operates (current state map) • Enables us to expose waste in our processes, duplicate steps, unnecessary work, unclear roles & responsibilities • Bring your team together who are involved in the process • Help team design how they want the process to operate without the delays & waste (future state)
Process mapping - The steps Toolkit 10
1. 2. 3. 4. 5. 6. 7. 8.
collect data and understand the process create the current state map analyse the current state map look for areas of improvement create a future state map list change items and create a plan (prioritisation and plan) implement changes and confirm results future state = current state
Brown Paper
Use your video Example*
Video
Paper Map
• text
Nick Downham
Trolley arrives on ward 12:15
Trolley waits on ward 3minutes 30seconds
Staff start meal round 12:18:30
Staff fold down menus 2mins
Process Mapping Video
Process Mapping Team Activity using the Process Modules
On each post-it Name of person completing task + verb • who does what
• what you do in 80% of cases • focus on what happens now
Colours (One post-it = one step) • Yellow = Process
• Pink = Problems / Concerns
• Green = Ideas (if you must!)
Need to prioritise the issues • Need to identify those solutions that will have greatest impact for minimal effort • Resources will not allow us to implement all the solutions at once • Need to prioritise our efforts • Team can quickly see what is under their control.
Cost-benefit Analysis (Toolkit 11) T
NT
T
NT
High
T
Co
Low
T
NT High
Benefit
NT Low
Cost-benefit Analysis T
Low cost but low Benefit area NT
T
NT T High cost but low Benefit area
NT High
Benefit
High
High cost but high Benefit area
NT Low
Co
Low cost but high Benefit area
Low
T
Module Action Planner Sheet
• Copy of the sheet in your pack • Helps project management • Systematically list and prioritise solutions • Provides a timeline, progress & responsibilities
Module Action Planner Sheet • helps project management • systematically list and prioritise solutions • provides a timeline, progress & responsibilities Copy of the sheet in your pack
Four Short Videos from Modules Journey begins Realities of Implementation Progress from the learning The journey continues
Next Steps Checklist All roles confirmed Steering Committee established Meeting schedule defined and initial meetings set up Communications plan developed & implementation underway Protected time allocated for RT2C Supplies ordered and installed Vision formed Have accessed baseline data “Before” pictures of unit Planning completed for launch
What Lies Ahead – Provincial Support • • • •
Bi-weekly Team Calls for first 6 weeks; TBD thereafter Login information for all resources on www.CLWK.ca Arranging site visits for Lower Mainland teams Ongoing support as needed – stay in touch! See Faculty List for names & contact information. Have fun and get started! Over to you…
