Engaging Staff in Clinic-Wide Initiatives

The Challenge

‍

We were asked in the fall of 2024 to design a custom, tailored workshop for a group of 120 leaders of Family Health Teams in Ontario, the goal was to address key challenges in managing clinic-wide initiatives. These challenges included:

‍

• Inconsistent Communication: Delivering clear, timely updates to teams.
• Staff Overwhelm: Avoiding burnout by simplifying implementation.
• Lack of Physician Buy-In: Securing visible support to build momentum.
• Poor Follow-Through: Keeping initiatives on track with accountability measures.
• Resistance to Change: Rebuilding trust and confidence in new efforts.

‍

They really wanted a structured approach to successfully engage staff in clinic-wide initiatives. However, they faced time constraints and needed a method that was practical and easy to implement.

‍

‍

Results

‍

Now, these 120 medical clinic managers and leaders have a clear, easy-to-remember framework for engaging staff and implementing change successfully.

‍

Not only did they leave the workshop with actionable next steps, but they also gained insights from peers, increasing confidence in their ability to lead change effectively.

‍

‍

How Did We Get Them Here?

‍

We designed and delivered a highly interactive, tailored workshop that focused on:

‍

• Exploring and applying a structured framework to implement clinic-wide initiatives.
• Applying the framework to relevant scenarios to ensure practical application.
• Peer-sharing and learning through discussions and real-world insights.
• Creating an action plan that participants could implement immediately upon returning to their clinics.

‍

The Human Scaffold Method (HSM) Approach

‍

Given participants' limited time, we structured the workshop using the Human Scaffold Method (HSM):

‍

• Pre-Read Video: A 5-minute video provided in advance, allowing attendees to absorb key concepts before the workshop.
• Interactive Session: Pressure-testing concepts through case studies, gamification, and practical exercises.
• Real-Time Collaboration: An interactive app enabled each table to capture notes and share them with the entire group, ensuring knowledge retention.
• Follow-Up Workshop: A follow-up session three months later allowed participants to ask questions, share successes, and refine their application of the framework.

‍

Impact on Clinic Leaders, Staff, and Patients

‍

• Clinic Leaders: Equipped with a structured framework to drive engagement and lead change with confidence.
• Staff: Reduced overwhelm and increased clarity on expectations, leading to improved morale.
• Patients: Better organized clinics that can implement changes efficiently, resulting in higher-quality patient care.

‍

Through this process, clinic leaders have gained practical strategies to foster engagement, drive accountability, and ensure long-term success in clinic-wide initiatives.