Recruitment and Retention of Leaders and Participants REVA LITT, - - PowerPoint PPT Presentation

REVA LITT, MPH

R E G I O N A L P R O G R A M C O O R D I N A T O R A R I Z O N A L I V I N G W E L L I N S T I T U T E

VIRGINIA RODRIGUEZ

T - T R A I N E R , H E A L T H Y L I V I N G ( C D S M P ) Y A V A P A I C O U N T Y C O M M U N I T Y H E A L T H S E R V I C E S

Recruitment and Retention of Leaders and Participants

Call Etiquette

5/23/2013

Arizona Living Well Institute

 This webinar will be recorded and available on the

AZLWI Website under Partner Login after the call. Please remember proper conference call etiquette.

 Your line will be automatically placed on mute.  Please raise your hand if you have a

question/comment.

 Please utilize the chat function to share information.  Please ask questions by the question function ONLY

until the Q & A portion at the end of the call.

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Objectives

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Arizona Living Well Institute

After viewing this webinar, leader will:

 Have an expanded knowledge about the elements

that go into recruitment of participants for self- management workshops

 Be familiar with a broad range of tools to enhance

retention of participants

 Identify basic principles for recruiting new leaders  Know how to maximize retention of workshop

leaders

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Agenda

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Arizona Living Well Institute

I.

Why is this important

• II. Recruiting Workshop Participants
• III. Retaining Workshop Participants
• IV. Recruiting Facilitators

V.

Retaining Facilitators

• VI. Summary
• VII. Discussion

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R E C R U I T I N G / R E T A I N I N G P A R T I C I P A N T S R E C R U I T I N G / R E T A I N I N G F A C I L I T A T O R S 5

Why is this important?

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Arizona Living Well Institute

Recruiting/Retaining Participants

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Arizona Living Well Institute

 Group Dynamics  Fidelity  Workshop Cost

 6 participants = $583 per person  10 Participants = $350 per person  12 participants = $292 per person

 Morale

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Recruiting/Retaining Facilitators

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Arizona Living Well Institute

 Quality not quantity  Facilitators are the heart and soul of Healthy Living  Safety  Reputation  Strong, experienced leaders are invaluable

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• STRATEGIC PLANNING
• CONSIDER TIMING
• REACH OUT AND STAY IN TOUCH
• LOGISTICS
• MARKETING

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Recruiting Workshop Participants

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Arizona Living Well Institute

Strategic Planning

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Arizona Living Well Institute

 Think strategically

 Population targets, age, race/ethnicity, gender, special

conditions

 Program locations  Potential partners

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Think Strategically

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Arizona Living Well Institute

 Develop a plan that sets out measurable objectives

• ver a given period of time for recruitment and

marketing efforts

 Who do you want to recruit? Where are they? Where

do they congregate? Where do they get their information?

 Target your message: Feel better! Take control of

your life! These messages resonate.

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Recruitment - Time

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Arizona Living Well Institute

 Advanced planning – aim for at least 2 months  Time of person to systematically recruit

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Recruitment - Scheduling

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Arizona Living Well Institute

Before scheduling a workshop, make sure it is:

 Not at the same time as other valued programs  Scheduled for attractive time and day of week  Not going to run into major holidays  In partnership with an insider  Timed for sufficient recruitment of participants

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Recruitment - Location

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Arizona Living Well Institute

 Is a central location for those you want to reach  Has a critical mass of potential workshop

participants or can partner with a 2nd site

 Has an in-house advocate for workshop  Meets workshop accommodation needs

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Recruitment – Database Systems

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Arizona Living Well Institute

 Many potential

participants lost

 Set up simple data

base to:

 Keep track of those

who have indicated an interest

 Capture contact

information

 Identify ambassadors

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Recruiting – Get your message out!

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Arizona Living Well Institute

 Don’t wait. Start getting the word out 8 weeks in

advance.

 Start with face to face presentations  Direct referrals or letters signed by trusted

community leaders or health care providers

 Seek out program champions  Post announcements in newsletters, local calendars,

local papers, radio, TV, under doors

 Develop a list of key media outlets including social

media

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Recruiting – Special Invitations

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Arizona Living Well Institute

 Those with hearing limitations  People with mild cognitive problems  Partners and care givers  Those without phones

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Recruitment by Health Care Providers

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Arizona Living Well Institute

 Letters sent by health care providers have high

response rate

 A reminder in the electronic record can cue health

care providers to refer patients

 Health care providers could download or handout

pre-printed referral information to give to patients

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Recruiting by Workshop Participants

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Arizona Living Well Institute

 Past participants can be a great recruiting resource

 Get multi-media release for all participants  Document testimonials continuously  Written  Audio-Visual

 New recruits can be encouraged to invite their

friends, partners and/or caregivers

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“We had experienced, or learned different parts of this program before, but no part alone was life changing. But with this program structure, I am a different person than I was just 6 weeks ago!” MDC in Goodyear, AZ

Recruiting Rules of Thumb

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Arizona Living Well Institute

 The more personal your publicity & contact, the

more effective.

 Use multiple modes of publicity.  Once you have contact information, use it!

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BUILD GROUP COHESION REWARD ATTENDANCE KEY TO SUCCESS IS GREAT LEADERSHIP

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Retaining Workshop Participants

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Arizona Living Well Institute

Participant Retention

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Arizona Living Well Institute

 Start with Session 0  Stay in touch

 Call the day before the 1st session  Call if they do not show up  Call dropped out participants

 Place drop outs on wait list for future workshops  Help others stay in touch

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Participant Retention

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Arizona Living Well Institute

Building group cohesion

 Location should be private, comfortable, and

convenient

 Provide transportation if needed  Create a safe space

 Participants should feel free to share without fear

 Encourage partnering  Monitor discussion flow

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Reward Attendance

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Arizona Living Well Institute

 Keep content & process of workshop rich and

dynamic

 Good food always welcome  Lottery/ Raffle tickets a big hit for some  Other treats are well received

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Retention of Participants

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Arizona Living Well Institute

 Leader selection is key!  They must:

 be well prepared  convey warmth and enthusiasm  be able to present material in a clear engaged manner

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“LEADERS ARE SPECIAL”

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Recruitment of Facilitators

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Arizona Living Well Institute

Expected Skills for Leaders

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Arizona Living Well Institute

1.

Adheres to Curriculum

2.

Facilitates group contributions

3.

Handles difficult group dynamics and problem participants effectively

4.

Speaks Comfortably in front of a group

5.

Does not judge people and actions

6.

Models activities appropriately

7.

Sticks to time/agendas

8.

Is willing to complete required pre-requisites

9.

Listens and incorporates feedback from Master Trainers

• 10. Works cooperatively with co-leader

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Breaking it Down

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Arizona Living Well Institute

 Literate

 With Feeling  Do they get the point across

 Time to prepare  Works well with others  “It’s not about me”  Fits in with the community  Able to self-evaluate  Role-Model

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Where to Find Leaders

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Arizona Living Well Institute

 Meetings, church, friends  Support groups  Post on your agency website  Announce in newspaper, newsletters ...  Radio PSA, internet  Social media  Volunteer groups  Workshops

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Vetting

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Arizona Living Well Institute

 Schedule an interview  Provide written information  Contact information  Recommendations  Licensing  Follow your gut  This is a peer-led program

 We aren’t looking for perfection

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Red Flags

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Arizona Living Well Institute

 Too Busy  Too focused on their disease  Those with an agenda  Overachievers  Too sick to facilitate  Judgmental  Cannot remove “professional hat”

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Retention of Facilitators

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Arizona Living Well Institute

It Starts with Selection

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Arizona Living Well Institute

 Why be a facilitator?

 Different reasons

 Set expectations

 Number of workshops  Maintaining facilitator status

 Participating in a workshop prior to training

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Retaining Facilitators

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Arizona Living Well Institute

 Regular communication

 Emails, phone calls

 Show appreciation

 Thank you cards  Lunches  Stipends

 Annual meetings/celebrations  Opportunities to facilitate  Mentor

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Connecting with other Facilitators

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Arizona Living Well Institute

 Make sure facilitators have a connection with the

institute

 Begins after training  May require follow up by coordinators and mentors  Partner log-in, email blasts

 Webinars, updates, revisions, new research,

newsletters…

 Invite them to participate in local planning  What if a facilitator moves?

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In Summary

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Arizona Living Well Institute

 Think strategically  Have a plan  Consider time, scheduling, location, and systems  Chose facilitator candidates carefully  Nurture, encourage, and reward strong facilitators  Stay connected

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Resources

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Arizona Living Well Institute

 Arizona Living Well Institute Website has a wealth of

materials including PR documents that can be customized

 www.azlwi.org

 Stanford resources including manuals and toolkits

also available at the AZLWI website

 patienteducation.stanford.edu

 NCOA has wealth of CDSMP content

 www.ncoa.org/improve-health/center-for-healthy-aging  www.restartliving.org

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5/23/2013

Arizona Living Well Institute

Questions?

Contact the Institute

admin@azlivingwellinstitute.org (877) 982-3118 www.azlwi.org

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