CompassCare OT Executive Training Session 7a, 7b Performance Metrics & Continuous Improvement

Implementation Review How are you doing? How are you doing? How was your 1:1 meeting with your Executive Coach? How was your 1:1 meeting with your Executive Coach? Any Executive ICL issues? Any Executive ICL issues?

Book Material Review Good To Great and the Social Sectors by Jim Collins Good To Great and the Social Sectors by Jim Collins

Core Metrics Review Review Master Report, next slide Review Master Report, next slide

Leadership Development of Staff Creating Buy-in for Improving Metrics Creating Buy-in for Improving Metrics Communicate Current Situation Communicate Current Situation I.D. Goal I.D. Goal Communicate what success looks like Communicate what success looks like Set Time-frame for Improvement Set Time-frame for Improvement Empower staff with ability to address issue Empower staff with ability to address issue Exec to review and approve proposed solution Exec to review and approve proposed solution Watch results at regular/appropriate intervals Watch results at regular/appropriate intervals

Innovation Development Process STEPS 1.Assess 1.Assess 2.Plan 2.Plan 3.Do 3.Do 4.Reassess 4.Reassess

IDP Step 1 Part A: Assess Identify the challenge relative to the mission/core purpose of the organization Identify the challenge relative to the mission/core purpose of the organization Clarify the objective Clarify the objective Amass Team of content experts Amass Team of content experts Brainstorm solution possibilities (only effective if there are contrary opinions) Brainstorm solution possibilities (only effective if there are contrary opinions)

IDP Step 1 Part A : Assess Settle on most probable solutions to pursue relative to organization’s mission and core values Settle on most probable solutions to pursue relative to organization’s mission and core values Gather research if available using team and sub- committees including cost analysis Gather research if available using team and sub- committees including cost analysis Review findings as team Review findings as team Gain group consensus on solution in light of mission Gain group consensus on solution in light of mission Executive to make final decision on solution to pursue Executive to make final decision on solution to pursue

IDP Step 2 Part A: Plan Restate solution objective Restate solution objective Identify key measures of effectiveness with expected time-frames or target dates for reassessment in order to know that the solution is working Identify key measures of effectiveness with expected time-frames or target dates for reassessment in order to know that the solution is working See sample Master Report, next slide See sample Master Report, next slide Determine how the data will be collected and who is responsible for reviewing it Determine how the data will be collected and who is responsible for reviewing it

IDP Step 2 Part A: Plan Determine the 10 or less steps necessary to complete the objective in chronological order Determine the 10 or less steps necessary to complete the objective in chronological order (See sample process map, next slide) (See sample process map, next slide)

Sample Process Map

IDP Step 2 Part A: Plan Identify the comprehensive list of individual tasks required to complete each step Identify the comprehensive list of individual tasks required to complete each step Determine support needed for each task such as forms, scripts, etc Determine support needed for each task such as forms, scripts, etc Assign roles/jobs responsible for completing each step Assign roles/jobs responsible for completing each step Develop checklists for each role to fill out and submit to their supervisor documenting completion of critical functions Develop checklists for each role to fill out and submit to their supervisor documenting completion of critical functions See sample job function checklist, next slide See sample job function checklist, next slide

Sample Job Function Checklist “Role Name” Checklist YesNoN/AJob Function Step 1: Step 2 Task A Task B I embraced the three core values of the organization: * Fighting Spirit * Relevance * Accountability Comments/Questions Role Name SignatureDate

IDP Step 2 Part A: Plan Clarify organizational structure/chain of command Clarify organizational structure/chain of command Determine ideal qualities required for each role (sample job function list) Determine ideal qualities required for each role (sample job function list) Create training material for each role including written and hands-on (i.e role play) material Create training material for each role including written and hands-on (i.e role play) material Create training checklist for each role Create training checklist for each role See sample RN training checklist, next slide See sample RN training checklist, next slide

IDP Step 2 Part A: Plan Set solution “soft” (solution begins to be used internally) and “hard” (solution is now public) launch dates Set solution “soft” (solution begins to be used internally) and “hard” (solution is now public) launch dates Identify and amass solution team Identify and amass solution team Train team Train team Set regular solution team meetings for feedback on process steps Set regular solution team meetings for feedback on process steps If solution impacts a constituency group begin development of communication plan for ‘Hard” launch (communication plan to include message, frequency, outlets, execution timetable, costs, etc) If solution impacts a constituency group begin development of communication plan for ‘Hard” launch (communication plan to include message, frequency, outlets, execution timetable, costs, etc)

IDP Step 3:Do Part B “Soft” launch date solution team begins to work according to system “Soft” launch date solution team begins to work according to system Team begins to provide feedback on how process steps are working both on the Job Function checklists and at the regular team meetings Team begins to provide feedback on how process steps are working both on the Job Function checklists and at the regular team meetings Minor process step modifications (tweaking) are made from team feedback Minor process step modifications (tweaking) are made from team feedback Metric data is beginning to be collected Metric data is beginning to be collected Celebration scheduled for “Hard” launch Celebration scheduled for “Hard” launch Communication plan begins at “Hard” launch Communication plan begins at “Hard” launch

IDP Step 4:Reassess Part B Department leader is actively providing feedback to team through job function checklists Department leader is actively providing feedback to team through job function checklists Department leader begins analysis of metrics Department leader begins analysis of metrics Department leader is getting regular input regarding ways to improve performance from team members at team meetings based on metrics Department leader is getting regular input regarding ways to improve performance from team members at team meetings based on metrics Department leader begins providing metrics report to executive for review at predetermined and regular intervals Department leader begins providing metrics report to executive for review at predetermined and regular intervals

IDP Step 4:Reassess Part B Solution is reassessed by Executive and Department leaders at pre-determined time- frame Solution is reassessed by Executive and Department leaders at pre-determined time- frame Determination is made regarding the solution. If more time and data is required another reassessment date is set. If the data is determined to be sufficient to understand if solution is working then the solution either continues status quo, is scrapped, or is modified. Determination is made regarding the solution. If more time and data is required another reassessment date is set. If the data is determined to be sufficient to understand if solution is working then the solution either continues status quo, is scrapped, or is modified. If it is determined that solution should be modified then team reengages innovation process steps 2 and 3 where appropriate. If it is determined that solution should be modified then team reengages innovation process steps 2 and 3 where appropriate.