2014.11.28_extra-tools

TOrCCh Template www.wacha.org.au

The TOrCCh Tools

Welcome to the TOrCCh tools. You may find this section of the learning materials as a useful alternative to writing the team’s

discussion of the steps on a piece of paper or butchers paper.

Why would I use this?

Sometimes, writing the team’s responses to the step process in the flipcharts can be cumbersome or awkward. Some people

would prefer to complete a template or “tool” as it might be quicker and easier. You don’t have to use these templates, but

they are here if you would like to try something different. An important idea behind any education is that it should be

adaptable. We encourage you to try new ways of adapting the TOrCCh process so that it fits what you need at any given

time.

How would I use this?

1. Before the start of your first meeting, print out these templates.

2. The blue steps should follow each of the points in the templates below. Ask the person who has been nominated

as the note taker to fill in the templates and write down the team’s decisions at each point in the template.

3. Remember, the note taker does not need to write down the whole discussion just the decisions that the team have

made.

4. When the template is completed and the discussions have ended, the note taker should then read the final

decisions back to the team to make sure everyone agrees with what has been written.


Contents

Meeting Minutes 3

Team member contacts 5

How to run a workteam 7

How to set ground rules 8

Choosing a change topic 10

Understanding the issues behind the change topic 12

Brainstorming 14

Plan your action 15

Plan the evaluation of the change 17

Getting others on board 19

Keeping it going 21

Acknowledge and celebrate success 23

Reflection.. 24


Meeting Minutes

Topic

Discussion

Action

By who and when


Topic

Discussion

Action

By who and when


Team member contacts

Member

E-mail address

Phone

Work days and times


Member

E-mail address

Phone

Work days and times


How to run a workteam

Item

Suggested questions

Your responses

Communication

• What’s the best way to keep in touch with each other?

Meetings

Where and when will we have our meetings? How often will we meet? Who will be the leader of our group? Who will

take minutes?

Conflict

• If we don’t agree, how will we solve our

conflict?


How to set ground rules

Issue

Questions to ask your group

YOUR RULES

Minimise Disruptions

Do we need to turn pagers off or silent?

What happens if someone is called away?

Respect Your Teammates

How will we make sure everyone has a chance to speak openly?


Issue

Questions to ask your group

YOUR RULES

Participate Fully

What happens when someone doesn’t contribute to the discussion?

Timing

Do we want to start and finish exactly on time, or allow extra time before we start for late comers?

Now, write your rules on a piece of butcher’s paper and put it where everyone can see it.


Choosing a change topic

Question

Comments

More information needed? From whom?

Discuss as a group, is there a topic you have already identified?

Do individuals have suggestions? Vote on the most popular.

Talk to your colleagues, do they have any suggestions?


Question

Comments


Use a suggestion box and tally the results.

Does your workteam leader have any suggestions?


Understanding the issues behind the change topic

Question

Comments


What is the main topic or question?

What are some of the ideas around your topic?

Ask the team: Where does the problem occur? Who does it affect?


Question

Comments


How does it affect your work? Why has this issue happened?

Draw lines to connect ideas on your brainstorming template


Brainstorming

A brainstorming activity will help you unpack what’s behind the topics and help you to see what aspects of the topic you really want to

focus on. It’s a good idea to brainstorm on a large piece of butcher’s paper, two A4 sheets joined together or a whiteboard. This is

just an example of how your brainstorming session may look.


Plan your action

Objective:

What are you trying to achieve?

Tasks:

How are you going to achieve this goal?

Who is

responsible for each

task?

Resources:

What is needed?

Communication:

Do you need to talk to your manager or others about this

plan?


Objective:

What are you trying to achieve?

Tasks:

How are you going to achieve this goal?

Who:

Who is responsible

for each task?

Resources:

What is needed?

Communication

Do you need to talk to your manager about

this plan?


Plan the evaluation of the change

Question

Explanation

Your answers

What information do you need to show that your project has worked?

This will affect how you present your information and what information you need.

Is there information you are already collecting that could be used?

Think about information you are already collecting as part of your usual work. Can you use that information? What else might you need?

Do you need to ask your manager or workteam leader before you collect this information?

Do you need to ask permission to get this information? Do you need to inform staff so that extra information is obtained?


Question

Explanation

Your answers

Who will collect this information and when?

How much time will you need to get this information? Do you have access to the information?

What are you going to do with the results? Who will you tell about your project?

How are you going to inform other staff about results? Who are you going to tell?

Now: Update your plan your action template to include your evaluation strategy


Getting others on board

Target:

Who?

Purpose:

Why?

Time:

When?

Type:

What?

Staff: Think about how you will tell staff about your change? What information will your manager need to know?

Residents: What’s the best way to tell them? For example, discussions during regular meetings, information at nurses stations, post in their letter box, discuss one on one or a poster?


Target:

Who?

Purpose:

Why?

Time:

When?

Type:

What?

Family: What information will families need to know about your project?

Other: Is there anyone else who would like to know about your project? What about head office? What about other facilities? What about other carers in your state?


Keeping it going

Each meeting the team will need to put the plans that you have developed into practice.

Item

Checklist

Comments

Each meeting look at the minutes from the previous meeting.

What needed to be achieved by this meeting?

Has it been achieved?

Record in your minutes for this meeting.

Each meeting review your action plan.

What has been planned? Who is going to do this? When?

Record in your minutes.


Item

Checklist

Comments

Each meeting review your evaluation plan.

What has been achieved this week?

What needs to be done next week? By whom?

Record in your minutes.

Each week, think about

communicating outside

of the workteam.

Add any actions to your action plan.

Record your achievements in your

minutes.

How is your team

working?

Are there any issues that need addressing?

Are you following the ground rules you

set out at the beginning?


Acknowledge and celebrate success

This is an important step in the whole process.

Question

Your answers

Other comments / actions

Go back and look at your brainstorming. Have you addressed your issue?

Why do you think this project should be kept going? How are you going to do that?

Who do you need to talk to about keeping your project sustainable?

Think about the tasks you have achieved. Talk about this as a group.


Reflection

It’s a really great idea at the end of a project to reflect on what has happened.

Question

Your answers

Other comments

What worked well? Why do you think it worked so well?

What didn’t work well? Why do you think it didn’t work?

Are there any changes you would like to make to how you carried out the project?


Question

Your answers

Other comments

How has this project affected the people in your workteam?

How has this project affected people outside of your workteam?

2014.11.28_extra-tools

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