Advisory Group over Large Geographic Areas
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Advisory Group over Large Geographic Areas






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  • How are people using existing resources, such as regional health offices and video conference resources to support advisory groups? Do advisory groups get together in person? How often? Opportunities and barriers to the use social media?
  • Need to get the basics right because we are already handicapped because of geography. Meeting recruitment, representation, meeting cycle and documentation are critical

Advisory Group over Large Geographic Areas Advisory Group over Large Geographic Areas Presentation Transcript

  • Overview• Getting Started (5 min.)• Part 1: Opportunities and Challenges (10 min.) – Questions / Answers / Discussions• Part 2: Approaches for Management (10 min.) – Questions / Answers / Discussions• Part 3: Technical Solutions (10 min.)• Lessons from the Field (25 min.)
  • Panel Introduction• Raquel Miles • Richard Delaney Primary Health Care Developer President and Principal Northern Health Authority Collaborative Decision-Making British Columbia Delaney & Associates Inc• Sharon Marmion • Marko Pajalic Consumer & Family Coordinator On-line Engagement Specialist Tertiary Mental Health & Addiction Delaney & Associates Inc Vancouver Coastal Health• LeannMeronek Director of Advisory Council Relations Alberta Health Services
  • Our Discussion Today• What are Advisory Groups?• Purpose of Advisory Groups• Why invest in Advisory Groups?• What kind of size of group should you create?• Frequency of meetings?• How to align expectations and manage relationships.• How would you bring that group together, given a large geographic area?• How to make group function well in large geographic areas?
  • Part 1Opportunities and Challenges
  • Advisory Groups Include:• Majority public, can include staff: – Community Advisory Groups – Ad hoc Committees – Working Groups – Steering Committee – Task Team – Community Panel – Study Circle
  • Purpose of Advisory Boards• Provide input into facility management, policies, programs, documents and special projects• Provide on-going feedback regarding implementation of a service plan• Provide two-way communication between community members and service providers – to give a voice to those we are meant to serve• Explore ways and support initiatives to improve the organization’s response to patient and family needs
  • Survey Findings• All respondents have advisory group experience• 82% of respondents currently use advisory groups• Advisory group required by law or policy 29%• Purpose: – On-going 71% – Specific decision 53% – Ad hoc 29%
  • Major Opportunities – Finding Solutions• Improve service delivery• Distribution of services• Improve community capacity• Improve engagement capacity• Strengthen relationships and partnerships between stakeholders• Enable a more inclusive engagement process• Enable a more diversified engagement process• Implement innovative engagement tools and techniques
  • Major Challenges• Maintaining critical mass – sustainment• Recruitment of new members• Representation of community interests• Accessibility: technology shortfalls / bringing people together• Fostering a sense of “connectedness” / “community” without in-person connection (across the community, city, region, province)
  • Barriers / Challenges• Operations • Membership • Perception of risk • Recruitments • Inadequate TORs • Participation Rates • No Champion • Demographics • Autonomy • Community • Lack of Budget/Resources Connectedness • Distances • Working / Networking • Timings Between Meetings • Remoteness • Urban / Rural Split • Time Commitment
  • Opportunities and Challenges Questions / Discussion Hands Up-Open Mic
  • Part 2Approaches for Management
  • Important Considerations• Governance • Operations • Getting the ToRs Right • Building Capacity • Build an Energy • Create a Predictable Management Plan Meeting Cycle • Clarifying Expectations • Dialogue & • Links to Organization Collaboration • Annual Report and Work Plan
  • Getting the ToRs Right• Links to Strategic Priorities / Organization• Inclusion in the Annual Report / Work Plan• Mission / Scope• Recruitment / Membership / Succession• Operations / Meeting Cycle• Roles and Responsibilities• Work Plan• Documentation
  • Build an Energy Management Plan TOTA Member Mary Fred Joe Jess Ralph Kim L Patient Safety 0 20 20 40 40 0 120 Visiting Hours 14 20 8 10 0 60 112 Out Patient 26 0 8 10 0 0 44 Volunteerism 8 20 8 8 0 0 48 Quiet Hours 12 0 16 8 20 0 56 TOTAL 60 60 60 78 60 60 378
  • Build Capacity Takes Time
  • Create a Predictable Meeting Cycle Annual Meeting Cycle Question Calls RSVPs Agenda and Info Kit Comments in Preliminary Agenda Preliminary Agenda Publish MinutesReturn Comments on Draft Minutes Draft Minutes are Circulated Group Work
  • Choosing the Right Tools
  • Approaches for Management Questions / Discussion Hands Up-Open Mic
  • Part 3Technical Solutions
  • Online EngagementOpportunities Challenges• Cost & time effective • Accessibility• Sustainable • Skills• Convenient • Infrastructure• Archived • Cost• Flexible • Not as personable • Potentially awkward and not as personable • Time difference
  • Suggestions• Survey to understand preferences• Start with face-to-face rapport - move into online over time• Experiment with a couple of tools• Make it personable• Partner with community organizations or libraries for skill building• Incorporate capacity building and education• Look to local partners for technical support• Offer different channels of participation and/or communication• Create a centralized hub to compile activity feeds and info
  • Factors to Consider• Different skills levels• Accessibility• Infrastructure• Security
  • Use the Right ToolObjective ToolsFind preferences Online surveySchedule meetings Doodle, Google Calendar, Sharepoint, ZohoHost a meeting • Audio video: GoToMeeting (<25), Group Skype (<10), Google Hangout (<9), Second Life • Text based (lower bandwith): Discussion forums (Google, Yahoo Groups etc.), Facebook Group, live chat (CampFire), Twitter chatManage/Track Basecamp, Zoho Project, SharePointProject and TasksStay Informed Blog, website, email newsletter, Scribd or SlideShare, SMSForm a community Ning, Facebook Group, Second Life (???)
  • Best practices• Create a graphic of where participants are located• Provide an agenda• Create a slide with participant’s picture, location and bio• Acknowledge distance and remoteness• Call on each participant by name to provide input• Create ground rules (no multi-tasking, speaker must start with their name)• Provide focus by tracking live points raised (whiteboard feature)• Create a central learning/knowledge hub for participants• Evaluate
  • Part 4 Lessons from the Field Member Roundtable-Open Mic• Let’s hear from some Committee members• Please express your experience / wisdom• Will go through a number of questions• Richard will ask the question• “Raise your hand” to respond• Marko will cue you
  • Open Mic Questions1. What engagement tools work best for you?2. What have you found to be the “best” size in terms of number of members?3. What is the best number of meetings per year?4. How do you recruit members?5. How have you been able to ensure appropriate representation?6. How have you selected / secured a senior champion with your organization?7. How does the advisory group influence decisions?