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How to set up a Randomised Coffee Trial
(RCT) and get the NHS talking again!
Organise your RCT during the week commencing
...
TRIAL
RANDOMISED
Set up your own RCT across your
organisation or system
Organise a RCT at your conference or
meeting
Take ...
As part of Fab Change Day, 19 October
2016, people, teams and organisations
across the NHS and its partner
organisations a...
You ask people across your organisation
to sign up to take part in the RCT. You
then pair them up at random and give
them ...
5.	 Create an Excel spreadsheet to keep a log
of people signing up for your RCT. Here is
a template you can use.
6.	 Publi...
You can organise a RCT instead of a
normal coffee break at your meeting
or conference. Prior to the coffee break
in your c...
I’m a mental health nurse and I had a RCT with a police officer. We
talked about processes, constraints and the challenges...
The Horizons team will be hosting seven
countrywide virtual RCTs for people with
a shared passion or interest.
The seven R...
9
1.	 Send an email to all the participants
asking how they found the experience
and what were the benefits for them
and t...
Institutionalising serendipity via
productive coffee breaks at Nesta
http://www.nesta.org.uk/blog/
institutionalising-sere...
We are a small team of people within the
English NHS who support improvement
and change. We tune into and engage
with the ...
How to set up a Randomised Coffee Trial
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How to set up a Randomised Coffee Trial

As part of Fab Change Day, 19 October 2016, people, teams and organisations across the NHS and its partner organisations are taking part in the world’s largest Randomised Coffee Trial (RCT).

A Randomised Coffee Trial is a simple but powerful idea that was invented by Nesta, an independent charity. You pair people up at random across your organisation and give them the opportunity to have a cup of coffee and a chat together. RCTs break down silos and get people connecting and learning from each other.

This pack will provide you with all the information you need about RCTs, the benefits, how to get involved and/or how to run your own local event.

The RCT pack is brought to you by the Horizons Team. If you have any questions about RCTs or this pack, please email england.si-horizons@nhs.net.

How to set up a Randomised Coffee Trial

  1. 1. How to set up a Randomised Coffee Trial (RCT) and get the NHS talking again! Organise your RCT during the week commencing Monday 17 October 2016 #FabRCT #FabChangeDay
  2. 2. TRIAL RANDOMISED Set up your own RCT across your organisation or system Organise a RCT at your conference or meeting Take part in the countrywide RCTs for people with a shared passion or interest MENU 1. 2. 3. After the event and further reading Introduction Decide what type of RCT you would like to run Often, as leaders, we are aware of what is going on in our organisations but we are not as involved or as connected as we could be. Randomised Coffee Trials are such a simple but powerful way of getting meaningful connections going which can lead to real change. Helen Bevan, Horizons team, NHS England ‘‘ ’’ #FabRCT
  3. 3. As part of Fab Change Day, 19 October 2016, people, teams and organisations across the NHS and its partner organisations are taking part in the world’s largest Randomised Coffee Trial (RCT). Why should you get involved? Because front line NHS staff keep telling us they are experiencing less and less real-life, meaningful face-to-face interactions with other staff. In an era of complex workloads and electronic systems, we have lost the art of conversation and the many benefits it brings. We want to get the NHS talking again. A Randomised Coffee Trial (RCT) is a simple but powerful idea that was invented by Nesta, an independent charity. You pair people up at random across your organisation and give them the opportunity to have a cup of coffee and a chat together. RCTs break down silos and get people connecting and learning from each other. Conversation is a seriously underestimated tool for learning and change. RCTs are an effective, evidence-based way to build networks, break down silos, encourage collaboration and create real connections. Hundreds of organisations across the public, private and voluntary sectors have introduced RCTs with great results. We don’t prescribe the topic of the conversation for a RCT. During your coffee, you can talk about absolutely anything. This pack will provide you with all the information you need about RCTs, the benefits, how to get involved and/or how to run your own local event. But if you need any more information after reading this pack, please pick up the phone and talk to us! What kind of Randomised Coffee Trial do you want to take part in? There are three types of RCT that you can set up and/or take part in, all based on the same principle of getting the NHS talking again. You need to decide which type of RCT you want. You can choose one type or all three types: 1. Set up your own RCT across your organisation or system 2. Organise a RCT at your conference or meeting 3. Take part in the countrywide RCTs for people with a shared passion or interest How much does it cost to run a RCT? There is no cost to the RCT other than the time to organise, the time for the conversations and the cost of the coffee! For the countrywide RCTs, we are expecting hundreds and hundreds of people, so we will be using an automated system by Spark Collaboration. For your local RCTs, an excel spreadsheet is likely to be sufficient. However, you might choose to invest in a system like Spark Collaboration if you are going to run RCTs on a regular basis. Introduction 3 #FabRCT
  4. 4. You ask people across your organisation to sign up to take part in the RCT. You then pair them up at random and give them the opportunity to have a cup of coffee and a chat with each other. Once you have sent people details of their ‘pair’, it is up to them to get in touch with each other and organise a chat over coffee. It need not be coffee - it can be any drink or refreshment, whatever works best for them. If people are on different sites, they can have a virtual RCT, say over Skype or the phone, still with a cup of coffee! You can organise your RCT within your department or organisation or you can extend the invitation to people in partner organisations such as community groups, commissioner partners, GP practices, hospital trusts, care homes etc. Here is our advice on how to set up your own local RCT to get great outcomes: 1. Tell the leaders of your organisation or department all about the world’s largest RCT along with the benefits for your team, organisation and patients. If you can get your leaders to support your RCT and it gets made ‘official’, more people are likely to take part. When you have these conversations with leaders, you could even ask your leadership team to provide the coffee or biscuits! 2. Decide the format of your RCT: is it just your department or the whole organisation? Is it the whole local health and care system? Does it include patient leaders, governors and volunteers? 3. Agree the dates for your RCT. Although most of the action for Fab Change Day is taking place on Wednesday 19 October, we suggest that you run the RCT during the week commencing 17 October. Your pairs can link up for their cup of coffee any time during that week. 4. Agree who will be the voluntary coordinators of your RCT. These people need to have good organising skills and love connecting with others. Then set up an email address for your local RCT. You could speak to your IT team or set up a free account like Hotmail, Yahoo or Gmail. Type 1: Set up your own RCT across your organisation or system My RCT was really insightful, we talked about the ‘#HelloMyNameIs’ campaign and how a different Trust has been able to successfully implement the campaign. I got lots of hints and tips to support the way we improve care in my organisation. Sarah Donald 4 #FabRCT
  5. 5. 5. Create an Excel spreadsheet to keep a log of people signing up for your RCT. Here is a template you can use. 6. Publicise your RCT widely and invite people to register via your RCT email address (see step 4 above). Click here to download and personalise posters and flyers. Personalise this wording for an all staff email. Remember to include your RCT email address on all communications. Don’t just wait for people to respond to your posters or emails. People are ten times more likely to sign up to your RCT because of a personal contact or connection: • Find influential people who can publicise your RCT and help sign people up • Get your communications team to help • If you have a RVS coffee shop, ask the RVS team to join in • Tweet about your RCT using the hashtag #FabRCT • Make sure that all the senior leaders and clinicians sign up to set an example for everyone else. 7. As people sign up to take part, add their contact details to the RCT spreadsheet and encourage them to sign up more of their friends and colleagues. About three weeks before the event, start the RCT matching process. This can be as simple or complex as you wish and more information can be found via this link - Matching up RCT pairs. 8. Once you have matched the people on your list, email both parties to introduce them to each other. It is now up to them to organise their schedules to find a suitable time and venue. You can personalise this draft email. 9. Keep publicising and repeating steps 8 and 9 as new people become interested. Expect to get a last minute rush as more people find out about the RCT. 10. After the event, send an email to all the participants asking how they found the experience and what were the benefits for them and the organisation. 11. Please let us know how you got on (see section on ‘after the RCT’ below) and tweet about your experience using the hashtag #FabRCT I work in the pathology specimen reception and having a Randomised Coffee Trial with a patient really brought home the importance of my role. Anthony Jones 5 #FabRCT
  6. 6. You can organise a RCT instead of a normal coffee break at your meeting or conference. Prior to the coffee break in your conference or meeting, you give people a sticker with a (randomly assigned) number on it. Someone else in the room will have the same number. The pairs find each other and have coffee together and typically find many kinds of interesting and unexpected connections. Here is our advice on how to set up and deliver your RCT at a conference or meeting to get great outcomes: 1. Decide whether a RCT will work for your meeting. In small meetings it works best where most people don’t know each other well. For big meetings there will be more people who don’t know each other so a RCT is likely to work really well. 2. Build in a 30 minute slot in the meeting/ conference agenda for the RCT to take place. 3. Prepare RCT stickers for your event. The template for the stickers is here. If there are 60 people at your meeting, write the number ‘1’ on two of the stickers, the number ‘2’ on two of the stickers and so on, up to the number 30. Write the numbers with a big marker pen so people can see the numbers clearly when they are seeking out their RCT partner. 4. Prior to the coffee break, give everyone a sticker with a (randomly assigned) number on it and ask them to put it on their lapel or equivalent space. You can do this at registration or when the participants are doing group work prior to the coffee break. It is best to avoid giving people on the same table the same numbers so start numbering from different parts of the room. 5. At the start of the coffee break, the chair or facilitator of the conference should announce the process and help the pairs to find each other. If there are more than 50 people taking part, it can get quite difficult for people to find each other. Therefore we suggest putting a flipchart or large notice in each of the four corners of the room that says, e.g. ‘numbers 1-15 here’, ‘numbers 16-30 here’, ‘numbers 31-45 here’ and ‘numbers 46-60 here’ and directing people to their appropriate corners. Type 2: Organise a RCT at your conference or meeting 6 #FabRCT
  7. 7. I’m a mental health nurse and I had a RCT with a police officer. We talked about processes, constraints and the challenges we both have. We often see each other in A&E and we now have a really good relationship. We can empathise with each other and have been able to improve patient care. Rebecca Dale 6. There will always be people who cannot find their pair. The other person will have sneaked out to make a phone call or gone to the bathroom. Therefore the chair/facilitator should announce that anyone who cannot find their partner should come to the front. The chair/ facilitator should reallocate the people with no partners to each other on a random basis. 7. The chair or facilitator should make it clear exactly what time participants are expected back in the meeting or conference. People have such interesting and unexpected conversations during their RCTs that it is often VERY difficult to get them back! 8. After the RCT coffee break, the chair/ facilitator should debrief the experience: • Who had a RCT with someone where they found an amazing coincidence? • What did you find you had in common? • Is anyone planning any specific actions as a result of their RCT experience? Please let us know how you got on (see section on ‘after the RCT’ below) and tweet about the experience using the hashtag #FabRCT 7 #FabRCT
  8. 8. The Horizons team will be hosting seven countrywide virtual RCTs for people with a shared passion or interest. The seven RCTs are: 1. Mental health 2. Dementia 3. HomeFirst 4. Patient safety 5. Staff wellbeing 6. NHS England colleagues 7. Learning and leading together: patients included People can select which RCT they wish to take part in via this link. They will then be randomly paired up with someone else, somewhere in the country, who shares the same passion or interest. It is then up to the pair to get in touch with each other and organise a chat over coffee either though Skype, facetime or phone. The suggested time for an RCT is approximately 30 minutes, but they can be longer or shorter to fit with schedules and depending on where the conversation takes you! You can get further details of the seven countrywide RCTs on the Spark Collaboration website. It is really easy to sign up: • Click on one of the RCT groups listed on the left hand side of this page or access the online collaboration tool via this link. • We will randomly match you with a person somewhere else in the country with the same passion or interest. We will send you their contact details and it is up to the pair of you to arrange a virtual cup of coffee during the week commencing 17 October, by Skype, facetime or phone. If you do not receive an email, please check your junk email, just in case it has been delivered there instead of your inbox. Type 3: Take part in the countrywide RCTs for people with a shared passion or interest I work in support services and was persuaded to get involved – I’m glad I had my arm twisted as I now understand more about the wards I support. I have changed my ways of working since the RCT. At my request, I’m now having RCT’s each month with different people in my organisation. James Lock 8 #FabRCT • Jo in the Horizons team will email you afterwards to ask you how you got on. • If you are on Twitter, tweet about the experience using the hashtag #FabRCT
  9. 9. 9 1. Send an email to all the participants asking how they found the experience and what were the benefits for them and the organisation 2. Email Jo in the Horizons team with the number of people who were involved in the RCT, so that we can smash the world record and show that this was ‘the world’s largest Randomised Coffee Trial’. 3. Report back to your leadership team about the event and celebrate what you achieved in your local newsletter – how many people took part, what were the benefits and if you plan to do it again! Tweet about the results using the hashtag #FabRCT 4. RCTs get the best results when they are ongoing, not just a one-off for Fab Change Day. We suggest that you run your RCT on at least two more occasions. This means that everyone will get a chance to have three separate and different conversations. Start thinking about your next RCT – you could plan another RCT next month. After the event Why should my team or organisation join the world’s largest randomised coffee trial? Here are eight evidence based reasons to join the world’s largest randomised coffee trial, based on the hundreds of organisations that have run RCTs so far: 1. RCTs are a really good way of creating links within the organisation and encouraging us to collaborate 2. People can create real connections that can help them be more innovative, linked up and ultimately more productive 3. People discover amazing connections with people that they are matched to – we call this the transformational power of serendipity! 4. RCTs give permission and opportunity to meet colleagues who are not necessarily involved in our day to day work 5. They strengthen networks and lead to longer and improved engagement 6. People enjoy the experience and it contributes to feelings of motivation and being inspired 7. They support wellbeing: providing an opportunity to step outside of our work, take a break and pause while we learn more about our colleagues 8. RCTs offer the chance to make time to talk to the people we should be talking to anyway and to meet people who we won’t be directly working with but it’s nice to know who they are! #FabRCT
  10. 10. Institutionalising serendipity via productive coffee breaks at Nesta http://www.nesta.org.uk/blog/ institutionalising-serendipity-productive- coffee-breaks How the International Red Cross and Red Crescent movement used Randomised Coffee Trials to build global unity http://www.hrzone.com/engage/ employees/forging-global-unity-with- randomised-coffee-trials-rct-at-the-red- cross Randomised Coffee Trials as explained by David Gurteen http://www.slideshare.net/NHSIQ/ randomised-coffee-trials-as-explained-by- david-gurteen Implementing Randomised Coffee Trials: The Communication Plan http://www.sparkcollaboration.com/ implementing-randomised-coffee-trials- communication-plan/ Any more questions? We’re promoting conversations, so talk to us! You can email Jo in the Horizons team or call her on 07788 161017 Further reading I don’t know why we hadn’t done this before! It was so simple and the benefits were immense. From these simple conversations we have improved staff morale and improved patient care. These will now be a regular feature in our organisation. Esther Robson 10
  11. 11. We are a small team of people within the English NHS who support improvement and change. We tune into and engage with the best change thinking and practice in healthcare and other industries around the world and seek to translate this learning into practical approaches to change. The team has emerged through years of supporting change in the NHS and wider health and care system. Find out more about us and how we can work together to improve health and care via: http://theedge.nhsiq.nhs.uk This pack is brought to you by the Horizons team

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As part of Fab Change Day, 19 October 2016, people, teams and organisations across the NHS and its partner organisations are taking part in the world’s largest Randomised Coffee Trial (RCT). A Randomised Coffee Trial is a simple but powerful idea that was invented by Nesta, an independent charity. You pair people up at random across your organisation and give them the opportunity to have a cup of coffee and a chat together. RCTs break down silos and get people connecting and learning from each other. This pack will provide you with all the information you need about RCTs, the benefits, how to get involved and/or how to run your own local event. The RCT pack is brought to you by the Horizons Team. If you have any questions about RCTs or this pack, please email england.si-horizons@nhs.net.

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