Download - Virtual Mapping for Improvement
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Virtual Mapping for Improvement
October 20, 2021
April Price and Sarah Carriere
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Learning Objectives
• Discover planning steps that are key to
preparing for a virtual mapping session.
• Compare and contrast virtual mapping tools.
• Explore stakeholder engagement strategies for
a successful mapping session.
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Process Mapping
A tool to help visually display
a flow of work
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Benefits
Helps to…
• Understand the system
• Provide clarity of processes
• Identify who is involved
• Recognize opportunities for
improvement
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Challenges
Difficult to…
• Reflect all perspectives
• Balance time vs. details
• Resist jumping to solutions
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Planning a Session
Helps identify…
• Purpose
• Scope
• Subject matter experts
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Planning - Clarify Purpose
• What are you trying to accomplish?
• What will help you achieve it?
• Is the health care team prepared to be open and respectful to hearing patient/client perspectives?
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Case Study Overdose Prevention Site
What are you trying to accomplish?
• Plan for implementation of OPS for emergency shelter
oStaff training and support
oPeer involvement
oHow will room be equipped
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Case Study Overdose Prevention Site
What are you trying to accomplish?
• Existing and future roles
• Relationship building
• Risk assessment and safety measures
• Information sharing
• Decision making process
• Creating a culture of OPS
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Case Study Overdose Prevention Site
What will help you achieve it?
• Ensuring stakeholder involvement
• Create a safe space
• Best practice/shared learnings/process documents
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Case Study Overdose Prevention Site
Is the health care team prepared to be open and respectful to hearing patient/client perspectives?
• Peer perspective vs Organizational/non-profit perspective
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Planning - Mapping Scope
• What is the scope?
• How will you avoid scope creep?
• Is this a high-level map or a more detailed map?
• What type of map will you use e.g. swimlanemap?
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Persona
• Justin Rintin
• Service date: June 22 2020
• Age: 32
• Male
• 6’2
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Case Study Overdose Prevention Site
What is the scope?
• Starting point – Justin comes into shelter at 6pm (standard registration time)
• Ending point – Justin leaves the shelter
• Someone using substances and accesses the overdose prevention site and resources
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Case Study Overdose Prevention Site
How will you avoid scope creep?
• Stakeholders input
• Validation of community experience
• Communication
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Case Study Overdose Prevention Site
Is this a high-level map or a more detailed map?
• Detailed map
What type of map will you use
• Swimlane
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Planning - Identify Partners
• Who are the key partners that will need to be involved in mapping?
• Who “touches” the process? An entire department? One unit? Several departments?
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Case Study Overdose Prevention Site
Who are the key partners that will need to be involved in mapping?
• Emergency shelter/Non-profit org
• Health Authority (eOPS)
• BC Housing
• Community Addiction Services
• Local Indigenous organization
• Local non-profit outreach & support org
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Planning - Consider Logistics
• What are key considerations for planning the day?
• What virtual mapping tool will you use e.g. Excel, Miro, Mural, Visio?
• What virtual platform will you use to host the session e.g. Zoom, Microsoft Teams?
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Planning - Consider Logistics
• Do you have a mapping template created?
• How much time do you need?
• Who will facilitate?
• What timelines are you working with in terms of mapping timing urgency?
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Case Study Overdose Prevention Site
What are key considerations for planning the day?
• Timeframe: February 2021
• 1.5 hr sessions with each stakeholder group
• External facilitator
• Excel template and legend
• Zoom training
• Decision points and key resources
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Planning - Communication
• What information do participants need ahead of time?
• Do participants have training with the platform and tools being used?
• How will you manage expectations?
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Planning - Communication
• How will you track and communicate the progress?
• How will you close the loop in the short and long-term?
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Case Study Overdose Prevention Site
What information do participants need ahead of time? Manage expectations? Track progress?
• Email invite with pertinent information
• User guide for Zoom
• Q&A ahead of time
• Send updates of maps
• Validation process
• Sustainability plan
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Planning - Translate to Action
• Do you have formal leadership commitment to action what you learn?
• What will you do with information that reveals opportunities for improvement outside your areas of influence and control?
• How will you ensure that what is learned through mapping translates into action?
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Case Study Overdose Prevention Site
Do you have formal leadership commitment to action what you learn?
• Yes
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Case Study Overdose Prevention Site
What will you do with information that reveals opportunities for improvement outside your areas of influence and control?
• Work with Health Authority and Housing
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Case Study Overdose Prevention Site
How will you ensure that what is learned through mapping translates into action?
• Regular stakeholder meetings and sustainability plan
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Mapping Tools
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Symbols
Process StepProcess
Start / Stop
Decision
Input / OutputDocument
Direction
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Excel
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Microsoft Visio
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Miro
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Mural
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Mapping Tools
• Know the tool
• Training and support for users
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Stakeholder Engagement
• Facilitator and peer support
• Introductions/Welcome
• Orientation/Mapping session overview
• Questions
• Breaks
• Technical support
• Document, save and communicate!
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* Taught with appreciation and approval from Maggie Anderson, Grace Club and Decolonize First workshop (2020).
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Steps
Define the process
Pick a technique
Bring people together
Record current state – as it actually is!
Identify challenges
Prioritize opportunities
Test the improvements
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Facilitator Tips
Arrange steps in sequence
Identify players as they appear
Rearrange steps as details are added
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Facilitator Tips
Ask open ended questions
Embrace diverse perspectives
Identify areas of ambiguity
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You Map To Learn
You Don’t Learn To Map