What makes workgroups work Strategies for effective collaboration

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What makes workgroups work? Strategies for
effective collaboration

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Moderator and Speakers

• Moderator
• Andrea Norberg, MS, RN
• Director, AETC National Resource Center (NRC)
• Speakers
• Jeff Beal, MD
• Clinical Director, Florida/Caribbean AETC
• Jamie Steiger, BSW
• Program CoordinatorEducation, AETC NRC
• Megan Vanneman, MPH
• Program CoordinatorEvaluation, AETC NRC

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Learning Objectives

• By the end of this session participants will
• be able to
• 1. Describe how the workgroup model
  effectively addresses emerging needs.
• 2. Discuss the workgroup process for resource
  development.
• 3. Summarize workgroup best practices and
  lessons learned.

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Using the Workgroup model

• The NRC Workgroup model is a
• successful, sustainable, and cost-
• effective method for collaboration.

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Using the Workgroup model

• Recommended Settings
• Local
• Regional
• National
• Possible Outcomes
• Identification of clinical or training emerging
  needs.
• Facilitation of expert discussion.
• Development of resource inventory.
• Development of a clinical or training tool.
• Development of internal process improvements.

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AETC NRC Workgroups

• Managing Perinatally Infected Adolescents (2003)
• Rapid Testing (2003)
• Prevention with Positives (2003-04)
• Mental Health and HIV (2004-05)
• Primary Care Management for the HIV/AIDS Provider
  (2004-05)
• Technology in Training (2004-05)
• Adolescent HIV (2005-06)
• Cultural Competence Multicultural Care
  (2005-06)

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Topic Assignment

• AETC NRC Needs Assessment Activities
• Annual needs assessment
• Advisory Board input
• Regional and National Center Director survey
• Directors meeting
• Monthly HRSA AETC Directors calls
• Site visits
• Resource assessment of existing materials

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Leader Recruitment

• Who is the workgroup leader?
• Content area expert
• Member of AETC Network or National Professional
  Association
• How is the workgroup leader recruited?
• Regional Directors
• Professional Associations

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Member Recruitment

• Who can be a workgroup
• member?
• Member of AETC Network
• Other experts
• How are workgroup
• members recruited?
• Recommendations from Directors
• Listserv recruitment for all interested

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Workgroup Mission

• E.g., To support HIV providers in the primary
  care management of PLWH. The workgroup was
  charged with the tasks of facilitating
  collaboration among the AETCs in the
  identification, development, and dissemination of
  materials for HIV providers.

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Roles Responsibilities Workgroup Leader

• Maintain active involvement in workgroup
  activities.
• Ensure achievement of the workgroup mission.
• Provide feedback on the development of the
  workgroups focus.
• Routine responsibilities include
• Facilitate discussion on workgroup conference
  calls/meetings.
• Facilitate discussion on subgroup conference
  calls/meetings.
• Review minutes from each conference call/meeting.
• Respond to e-mails and/or telephone messages in a
  timely manner.
• Communicate regularly with NRC coordinator.

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Roles Responsibilities Workgroup Members

• Respond to emails and/or telephone messages in a
  timely manner.
• Maintain active involvement in workgroup
  activities.
• Participate in workgroup conference call/meeting.
• Participate in subgroup conference call/meeting.
• Review minutes from conference calls/meetings.

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Roles Responsibilities NRC Coordinator

• Coordinate a regular date/time for the conference
  call/meeting, subgroup calls/meetings, and other
  conference calls/meetings as needed.
• Draft an agenda for each conference call/meeting
  and verify it with the workgroup leader.
• Develop minutes for each conference call/meeting,
  send to workgroup leader for review/approval
  subsequently, post on NRC website and disseminate
  to workgroup/subgroup members.
• Collaborate with workgroup leader to finalize
  workgroup mission statement.

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Roles Responsibilities NRC Coordinator

• Ensure the workgroup has clear direction and
  remains on-task.
• Facilitate open and responsive communication
  among workgroup.
• Develop a proposed year-long calendar for
  workgroups review.
• Compose quarterly updates to the AETC regional
  Directors on the workgroups activities.

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Conference Calls/Meetings

• A typical Workgroup conference call/meeting
• Send reminder via email 2-5 days before the
  call/meeting.
• Begin the call/meeting with roll call, and
  continue with group discussion of agenda items.
• Send minutes via email to workgroup members as
  soon as possible
• Post minutes in password protected area on the
  AETC NRC Website, www.aidsetc.org

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Subgroups

• Subgroup Topic Development
• Workgroup surveys (internal and external)
• Resource inventories (internal and external)
• Workgroup conversation
• Subgroup Leader
• Workgroup leader
• Subgroup member

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Product Development

• Develop subgroup workplan.
• Implement subgroup workplan.
• Design product.
• Evaluate product (e.g., piloting, peer review,
  surveys).
• Maintain resources.

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Product Development

• Clinician Support Tools developed by the Primary
  Care Workgroup
• Chronic Pain Toolkit
• Depression Toolkit
• Dyslipidemia Toolkit
• Hepatitis Toolkit
• Substance Abuse Toolkit
• http//www.aidsetc.org

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Showcasing Workgroup Products

• Grand Rounds
• In-Service Trainings
• Webcasts
• Training Exchanges using
• conferencecall.com

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Training Exchanges

• National teleconference, for which participants
  download the materials beforehand, dial in to the
  operator-assisted call, and follow various
  presentations made over the telephone.

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Lessons Learned Best Practices

• Central coordination and broad involvement
• Manageable scope of work
• Reasonable number of participants
• Strong leader and subgroup leaders
• Disseminate and use products.
• Create a resource that does not already exist.

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Discussion Questions

• How can workgroups be utilized within your
  setting?
• What do you see as barriers to creating
  workgroups?

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• Thank you!