Step-by-Step Guide to Using ChangeChampion™ Tools
Scenario: A regional hospital is implementing a new electronic medical records (EMR) system to improve patient care and data accuracy. The project will span 18 months and involve training for 500 healthcare professionals across various departments.
1. Align & Design Phase
Kick-off Engagement
- Vision and Deliverables: Define the objectives for the new EMR system to enhance patient care and data accuracy. Utilize the Change Readiness Assessment to assess the current preparedness of the hospital staff and departments.
- Engage with Thought Partner to brainstorm potential challenges and opportunities in the project planning phase.
Example Prompt: “Establish the key goals for the EMR system implementation that will drive improvements in patient care and data accuracy. Identify essential steps to prepare staff for a successful adoption process, emphasizing integration with existing workflows. Noting that communication from leadership is not always sufficient during change processes.”
Establish Leader’s Intent
- Use the Power Mapping Tool to identify key influencers and decision-makers within the hospital who will champion the EMR system initiative.
Document/Model the Ecosystem
- Conduct a SWOT analysis using the SWOT Analysis Tool to identify strengths, weaknesses, and opportunities for the EMR system.
- Use the results with Thought Partner to create your Case for Change and Action Plan.
Example Prompt: “Leverage insights from the SWOT Analysis to develop an implementation strategy for the EMR system, ensuring it’s aligned with departmental needs and enhances overall hospital operations. Create an initial outline and then we will build out the steps from there.”
TIP: Engage Change Champions from each department to facilitate communication and gather feedback, ensuring the EMR system meets diverse clinical needs2. Build & Empower Phase
Communicate to Gain Buy-In
- Communication Strategy: Develop messages to effectively engage healthcare professionals about the new EMR system. Use Thought Partner to draft your messaging.
Example Prompt: “Craft clear and engaging communications that highlight the benefits and functionalities of the new EMR system, ensuring clinical staff are informed and motivated to adopt the changes. We will create separate drafts for Staff and Management. Start with the version for Staff.”
- Then use Critique My Content to review your drafts for insights that ensure materials effectively convey the system’s benefits.
Implement Initial Elements
- Training Sessions: Collaborate with Thought Partner to organize and conduct comprehensive training sessions using the Virtual Meeting Toolkit to educate staff on the new EMR system and integration procedures.
Example Prompt: “Develop interactive training materials that equip staff with the skills needed to effectively use the EMR system, focusing on practical application and problem-solving. Use the proficiency goals document I’ve uploaded as a framework.”
Realign Resources and Processes
- Team Charter: Develop a team charter using the Team Charter template to establish clear roles, responsibilities, and goals for the EMR system implementation.
TIP: Foster a collaborative learning environment by encouraging peer-to-peer support and sharing of best practices during the EMR training phase3. Acknowledge & Sustain Phase
Celebrate and Acknowledge Success
- Recognitions: With Thought Partner input, acknowledge the efforts of healthcare professionals and stakeholders in implementing the EMR system through public recognitions and thank-you notes.
Example Prompt: “Create a recognition initiative that celebrates the dedication and contributions of staff involved in the EMR system rollout, fostering a culture of appreciation and teamwork. Specifically mention key targets of the proficiency goals.”
Communicate Realized Value
- Use Thought Partner to create a survey aimed at gathering insights on the effectiveness of the EMR system and training sessions.
Example Prompt: “Design a feedback survey that captures staff experiences with the EMR system, helping to identify areas of success and opportunities for future enhancements.”
- Deploy the Survey Analyzer to process the survey results and gain actionable insights on the system’s impact and alignment.
Incorporate Lessons Learned
- Start-Stop-Continue: Conduct the Start-Stop-Continue exercise with the implementation team to gather insights and recommendations, ensuring continuous improvement in patient care practices.
Design and Launch Next Initiatives
- Risk Management: Develop a risk management plan with Thought Partner collaboration to address potential challenges and ensure the EMR system remains effective and reliable.
Example Prompt: “Formulate a risk management strategy that anticipates and mitigates potential challenges in the EMR system’s operation, ensuring its resilience and adaptability.”
TIP: Regularly update stakeholders on the EMR system's benefits and successes to maintain engagement and drive continuous improvement