workshop 1 as is workshop 1 by alendar

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									Workshop 1: As Is Workshop 1
The objectives are to:                           Essential preparations include:
       Brief participants on the projects              Ensure all key stakeholders are
        scope and objectives                             invited and the venue is suitable
       Build trust between participants                Check who is going to attend the
                                                         workshop and anticipate/prepare
       Identify relevant work/data that                 answers to their likely questions
        should be taken into account/ built on
                                                        Find out what relevant work has been
       Develop a shared understanding of                done in the past and know about it
        current care and support pathway
                                                        Research high-level data about costs
       Begin to form a vision for the future            /volumes that relate to the pathway
       Plan how to fill information gaps
The Agenda:
10.00 - 10.30 Introductions and objectives
10.30 - 11.05 Getting to know each other
11.05 - 11.15 Coffee/Tea Break
11.15 - 11.45 Group Work 1 - Sharing what has already been done
11.45 - 12.15 Group Work 2 - Sharing what we already know
12.15 - 12.45 Lunch
12.45 - 14.45 Group Work 3 - Mapping what happens now
14.45 - 15.00 Coffee/Tea Break
15.00 - 15.45 Plenary - The future pathway – Initial thoughts
15.45 - 16.00 Conclusions and next steps
Facilitation Notes:
The group needs to work together intensively during the five workshops therefore:
       Establishing a common agreed view about the scope and purpose of the groups work
        is important. The “Introduction” session should seek to do this.
       Mutual understanding and trust is crucial. The “Getting to know each other” session
        should allow enough time for all group members to explain their role, their interests in
        the pathway and what they hope to contribute.
       Existing work that is relevant should be built on not ignored nor duplicated as group
        members can be alienated if their previous contributions are not valued or if they feel
        the process is inefficient. Therefore, Group Work 1 (Sharing what has already been
        done) and the Group Work 2 (Sharing what we already know) need to (a) be well
        researched, and (b) ensure gaps in knowledge are identified. Because the process
        aims to be user focused existing work on user needs and views is very important.
       All group members need to understand the “whole” pathway rather than just the part
        they are most familiar with. Having a visual presentation of the main steps in a
        process helps achieve this so Group Work 3 (Mapping what happens now) should
        build a picture of the pathway using post it notes on a brown paper visible to all.
       Any fears that changing how things are done might make things worse rather than
        better need to be recognised and allayed. The “Introduction” session should therefore
        surface any fears and the “Where we would like to go it the future” session should
        aim to retain strengths, whilst, addressing and overcoming identified weaknesses.
       To provide a compelling case for change the process must quantify future expected
        costs and volumes and compare to the baseline position. Therefore, the quantification
        of how things are now should be a theme of Group Works 1, 2 and 3 in the workshop.




Care Services Efficiency Delivery: supporting sustainable transformation
                             Workshop 1: As Is Workshop 1
Session              1.1 Introductions and objectives
Objectives           Facilitator(s) to introduce themselves and brief group members on:
                             Purpose of the project
                             Scope of the project
                             Main steps in the project
                             Role of facilitators
                             Role of group members
Facilitators Role    Brief participants and answer their questions
Participants Role    Listen and ask questions
Training Materials   Example introduction slides (Ref 1.1.1)




Session              1.2 Getting to know each other
Objectives                   Group members to get to know each other
                             Start the trust building process
Facilitators Role    Facilitate group members getting to know each other, record the
                     groups views and lead by example
Participants Role    Actively participate and be open about motivations, fears etc.
Training Materials           Guide to “Getting to know each other” exercise (Ref 1.2.1)
                             Getting to know each other interview pro forma (Ref 1.2.2)


Session              1.3 Group Work 1: Sharing What has already been done
Objectives           Identify relevant work that the project should:
                             Take into account
                             Build upon
Facilitators Role    Present results of pre workshop research about existing work
                     Ask group members to identify existing work not identified so far
Participants Role    Listen to the presentation and ask questions
                     Identify relevant work not picked up by the pre workshop research
Training Materials   Guide to “Sharing what has already been done” exercise (Ref 1.3.1)




Care Services Efficiency Delivery: supporting sustainable transformation
Session              1.4 Group Work 2: Sharing What we already know
Objectives           Identify the best sources for the data needed for the project
Facilitators Role    Present results of pre workshop research into what is already known
                     Ask group members to identify relevant data not identified so far
Participants Role    Listen to the presentation and ask questions
                     Identify relevant data not picked up by the pre workshop research
Training Materials          Guide to “Sharing what we already know” exercise (Ref 1.4.1)
                            Initial data collection pro forma (Ref 1.4.2)


Session              1.5 Group Work 3: Mapping what happens now
Objectives                  Develop a shared understanding, between group members of
                             the “whole” care and support pathway
                            Provide a “visual” representation of the pathway to aid an
                             analysis of its strengths and weaknesses
Facilitators Role    Facilitate the mapping process:
                            Explain how the mapping process works
                            Help the group(s) work on a “brown paper”
                            Write up the pathway after the workshop
Participants Role    Actively participate and be open about what actually happens in the
                     pathway now rather than what “should” happen
Training Materials          Guide to the “Pathway Mapping” exercise (Ref 1.5.1)
                            Example maps - From the Wirral dementia pathway (Ref
                             1.5.2)


Session              1.6 Plenary –The future pathway (Initial thoughts)
Objectives                  Begin to establish the strengths of the current pathway that
                             group members want to retain in the future arrangements
                            Initiate the process of thinking about how the care and
                             support pathway could be better in the future
Facilitators Role    Facilitate group members to identify:
                            Strengths of the current pathway to retain and/ or build on
                            How the pathway could be made even better
Participants Role    Actively participate and be open about views on:
                            Strengths and weaknesses
                            On opportunities to improve
Training Materials          Guide to the “Future Pathway” plenary session (Ref 1.6.1)
                            SWOT Analysis - pro forma (Ref 1.6.2)




Care Services Efficiency Delivery: supporting sustainable transformation
Session              1.7 Conclusions and next steps
Objectives           Agree what has been learned/agreed at the workshop
                     Plan and allocate responsibility to undertake work necessary before
                     workshop 2
Facilitators Role    Summarise:
                            Learning at the workshop and check group members agree
                            Actions that need to be undertaken before the next workshop,
                             seek volunteers (or volunteer themselves where appropriate)
                             and record who has agreed to take each action
Participants Role    Listen and offer suggestions that shape the conclusions and the
                     action plan for work between workshops.
                     Note any tasks allocated to them and ensure they are done to the
                     agreed schedule before workshop 2
Training Materials          Suggested actions between workshops (Ref 1.7.1)
                            Action planning template (Ref 1.7.2)




Care Services Efficiency Delivery: supporting sustainable transformation

								
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