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Randomised Coffee Trial Resource Pack

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Resource pack for Randomised Coffee Trials (RCTs) created for the #NursingNowEngland and #FutureMidwifery 30 Day Challenge March 2019

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Randomised Coffee Trial Resource Pack

  1. 1. How to set up a Randomised Coffee Trial (RCT) and share your pride in nursing and midwifery Organise your RCT during the month ofMarch 2019 for the Ambassadors’ 30 day challenge #NursingNowEngland #FutureMidwifery
  2. 2. TRIAL RANDOMISED MENU • Introduction • Decide what type(s) of RCT(s) youwould like to get involved with 1.Set up your ownRCT across your organisation or system 2.Organise a RCT at your conference ormeeting Take part in the countrywide RCT forpeople 3.with a shared passion orinterest • After the event and furtherreading 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, Chief Transformation Officer, NHS Horizons ‘‘ ’’ #NursingNowEngland #FutureMidwifery
  3. 3. Why should my team or organisation join a randomised coffee trial? Here are eight evidence based reasonsto join the 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 moreinnovative, linked up and ultimately moreproductive 3. People discover amazing connections with people that they are matchedto – 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 ofmotivation 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! As part of the Nursing Now England and Transforming Perceptions of Midwifery 30 Day Challenge, ambassadors’, teams and organisations across health and care are taking part in a Randomised Coffee Trial (RCT) in March. Nurse and midwives are busy people. Finding the time to have meaningful interactions in an era of complex workloads and electronic systemsis increasingly difficult. We want to get nurses and midwives sharing their pride in their profession and the diversity of their roles. Conversation is a seriously underestimated tool for learning and change. RCTsare an effective, evidence-based way to build networks, break down silos, encourage collaboration and create real connections. Hundreds of organisations acrossthe public, private and voluntary sectors have introduced RCTswith great results. Introduction 3 #NursingNowEngland #FutureMidwifery
  4. 4. 4 #NursingNowEngland #FutureMidwifery A Randomised Coffee Trial (RCT)is a simple but powerful idea that was invented by Nesta, an independent charity. People are paired up at random and given the opportunity to have a cup of coffee and a chat together either physically or virtually. Wedon’t prescribe the topic of the conversation for a RCT.During your coffee, you can talk about absolutely anything - your work, career, family life, aspirations and ambitions for building positive perceptions of your profession. Thispack 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 totake 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 health and care talking about our extraordinary careers. 1. Set up your own RCT across your organisation or system 2. Organise a RCT at your conferenceor meeting 3. Take part in the countrywide RCT for people with ashared passion or interest How much does it cost to run a RCT? There is no cost to the RCTother than the time to organise, the time for the conversations and the cost of the coffee!
  5. 5. The process is straightforward - ask people to sign up to take part in the RCT, pair them up at random and give them the opportunity to have a cup of coffee and a chat with eachother. RCTscan be organised within your department or organisation and you can extend the invitation to people in partner organisations such ascommunity groups, commissioner partners, GPpractices, hospital trusts, and care homes. Here is our advice on how to set up your ownlocal RCT to get great outcomes: 1. Tellthe leaders of your organisation or department all about the RCTalong with the benefits for your team, organisation and patients. If you can get your leaders to support your RCTand it gets made ‘official’, more people are likely to take part. When you have these conversations with leaders, you could even askyour leadership team to provide the coffee or biscuits! 2. Decide the format of your RCT: isit just your ward/department or the whole organisation? Isit the whole local health and care system? Doesit include patient leaders, governors and volunteers? 3. Agree the dates for your RCT.Most of the action for our campaign is taking place in March 2019. A suggestion would be to promote the RCT’sin the first two weeks, connect the pairs by the end of the second week sothat they can organise their RCTbefore the end of the month. 4. Agree who will be the voluntary coordinators of your RCT.Thesepeople need to have good organising skills and love connecting with others. You may want to askyour ITdepartment to get involved and help you with setting up a dedicated email address to usefor your local RCT. 5. Create an Excel spreadsheet to keep a log of people signing up for your RCT. Here is a template you can use. 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 5 #NursingNowEngland #FutureMidwifery
  6. 6. • Find influential people who can publicise your RCTand help sign people up • Ask your communications team to help to coordinate – it creates positive news stories for your organisation or local patch aswell asan opportunity to recruit more ambassadors! • If you have a RVScoffee shop, ask the RVSteam to join in • Tweet about your RCTusing the hashtag #NursingNowEngland #FutureMidwifery • Make sure that all the senior leaders and clinicians sign up to set an example for everyone else • Ask your IT and Communications to add the details as an organisational wide screen saver. 6. Publicise your RCTwidely and invite people to register via your RCTemail address (see step 4 above). Click here to download and personalise posters and flyers. Personalise 7. this wording for an all staff email. Remember to include your RCT email address on all communications. Don’t wait for people to respond to your posters or emails. People are ten times more likely to sign up to your RCTbecause of a personal contact or connection: As people sign up to take part, add their contact details to the RCTspreadsheet and encourage them to sign up more of their friends and colleagues. The RCTmatching process can be assimple or complex asyou 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 asuitable time and venue. You can personalise this draft email. 9. Keep publicising and repeating steps 8 and 9 asnew people become interested. Expect to get a last minute rush asmore 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. You may like to plan further cycles of RCTs. 11. Pleaselet us know how you got on (see section on page 10) and tweet about your experience using the hashtag #NursingNowEngland #FutureMidwifery 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 6 #NursingNowEngland #FutureMidwifery
  7. 7. 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, give people a numbered sticker or put a sticker onto delegates name badges with a (randomly assigned) number on it. There should be pairs of numbers and someone else in the room will have the samenumber. Thepairs 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 conferenceor meeting to get greatoutcomes: 1. Build in a 30 minute slot in the meeting/ conference agenda for the RCTto take place. Thiscan be during a natural coffee break. 2. PrepareRCTstickers for your event or have big dots available for the badges. Thetemplate for the stickers is here. If there are for example, 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 seethe numbers clearly when they are seeking out their RCT partner. 3. Whilst registering, give delegates a sticker with a (randomly assigned) number and askthem to put it on their top where it can be seen. It is best to avoid giving people on the sametable the same numbers so, if possible, start numbering from different parts of the room. 4. At the start of the coffee break, the chair or facilitator should announce the process with a slide capturing the key points, including exactly what time participants are expected back in the meeting or conference. People have such interesting and unexpected conversations during their RCTsthat it is often VERYdifficult to get them back! 5. If there are more than 50 people taking part, it can get quite difficult for people to find each other. We suggest creating a ‘meeting hub’ in the corners of the room with flipcharts or signs to indicate who needs to go to which part of the room to meet their RCTpartner e.g. ‘numbers 1-10 here’, ‘numbers 11-20 here’, ‘numbers 21-30 here’. Once they have met up they can find a quiet place to have their conversation. Type 2: Organise a RCT at your conference or meeting 7 #NursingNowEngland #FutureMidwifery
  8. 8. 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 may be one or two people who cannot find their pair; the other person may have gone to make a phone call or gone to the bathroom. Thechair/ facilitator could announce that anyone who cannot find their partner should come to the front and reallocate the people with no partners to each other on a random basis. 7. After the RCTcoffee break, there should be an opportunity to share experiences. Thiscan be with post-its or a feedback session. Fora large group you may want to do this via the event evaluation form using questions such as: • Who had a RCTwith someone where they found an amazing coincidence? • What did you find you had in common? • Isanyone planning any specific actions asa result of their RCT experience? Please let us know how you got on (see section on ‘after the RCT’ on page 10) and tweet about the experience using the hashtag #NursingNowEngland #FutureMidwifery 8 #NursingNowEngland #FutureMidwifery
  9. 9. NHS Horizons will be facilitating two sets of RCTs for nurses and midwives. 1. NATIONAL If you are a Nursing or Midwifery Ambassador you can expressyour interest in this RCT through the link in the newsletter. If you’re a nurse or midwife who isn’t yet an Ambassador and would like to have a coffee with an Ambassador then sign up here and we will randomly match you with an Ambassador who hasalso submitted an interest in taking part. We’ll let you know by email who your partner is, with their contact details and invite you to get in touch with them. You can have your conversation face- to-face, phone, or by FaceTime/Skype/Zoom. Your RCTpartner might be anywhere in the country, so set it up in whatever way works best for you. If you can’t find the email matching you with your RCTpartner, please check your spam/ junk folder. (If you would like to become an Ambassador, you can sign up to be a Nursing Now England Ambassador or a Midwifery Ambassador). 2. CNO SUMMIT If you are attending the CNO Summit on 13 March in Birmingham, do visit the Nursing Now England stand and we will give you a sticker that saysyou’re participating in the RCT.Find someone else with the sticker, and have a chat over a coffee. Have asmany conversations asyou like! • We will email you afterwards to ask you how you got on. • Why not write a blog about your conversation, and what you learned? • If you are on Twitter, tweet about the experience using the hashtag #NursingNowEngland and #FutureMidwifery Type 3: Take part in the countrywide RCTs for people with a shared passion or interest I work in support servicesand was persuaded to get involved – I’m glad I had my arm twisted asI 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 Thesuggested time for an RCTis about 30 minutes, that’s just a guide - they can be longer or shorter to fit with schedules and depending on where the conversation takes you! 9 #NursingNowEngland #FutureMidwifery
  10. 10. 1. Grab a cup of coffee and reflect on your successfulhosting leadership skills. Running an RCTcan contribute to the participatory component of your continuing professional development for revalidation with the NMC or your Professional Portfolio. 2. Sendan email to all the participants asking how they found the experience and what were the benefits for them and the organisation 3. Email BevMatthews - bev.matthews@ nhs.net with the number of people who were involved in the RCTand the impact 4. 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 #NursingNowEngland and #FutureMidwifery After the RCT 10 #NursingNowEngland #FutureMidwifery 5. RCTsget the best results when they are ongoing, not just a one-off. We suggest that you run your RCTon at least two more occasions. Thismeans that everyone will get a chance to have three separate and different conversations. Start thinking about your next RCT– you could plan another next month.
  11. 11. Institutionalising serendipity via productive coffee breaks at Nesta http://www.nesta.org.uk/blog/ institutionalising-serendipity-productive- coffee-breaks Randomised Coffee Trials as explainedby 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/ 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. Thesewill now be a regular feature in our organisation. Esther Robson 11 #NursingNowEngland #FutureMidwifery Any more questions? We’re promoting conversations, so talk to us! You can email Bev Matthews on bev.matthews@nhs.net or call her on 07717 345798
  12. 12. NHS Horizons is a specialist innovation unit which specialises in: • Convening spaces(both face-to-face and virtual) where people with diverse views and experiences share learning and plan for large scale change in complex environments. • Building the capability of change agents acrossthe system. We focus on change agency (the power to make a positive difference) which is different to innovation and improvement but boosts both. • Promoting the spread and scale of specific innovations, new ways of thinking and working and new methods and frameworks for change. The team, led by Helen Bevan, has extensive knowledge and skills in human-centred design and accelerated change methods in the health and care sector, developed over nearly three decades. Everyone in the NHSHorizons team hasa track record in supporting and delivering large scale change. Collectively the team brings deep expertise in improvement and flow science, social movement thinking, community organising, organisational/ systems development, energy for change, hackathons and maker days, digital activism and other methods for large scale change. This pack is brought to you by NHS Horizons #NursingNowEngland #FutureMidwifery It means that the team can call on a lot of different methods and customise the approach to the challenges that need to be addressed, rather than offering a standardised ‘one size fits all’ approach. More information about NHS Horizons and our work can be found on our website http://horizonsnhs.com

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