Knowing me, knowing youthere is something we can do What is it? - - PowerPoint PPT Presentation

Knowing me, knowing you…there is something we can do

What is it?

National campaign to raise the profile

• f library and knowledge team

involvement in mobilising evidence and organisational knowledge #Knowvember18

Introduction to campaign Inspiration Get Ideas Sharing learning Networking Pledge support for #Knowvember18

What is today about?

Knowledge Management in Context

@NHS_HealthEdEng #HEELKS

Knowvember 2018 Leeds 13 September 2018 David Stewart Director of Health Library and Knowledge Services North Health Education England David.Stewart@hee.nhs.uk

What do we mean by knowledge management?

Knowledge – familiarity gained by experience Knowledge Mobilisation – connecting and encouraging people to share explicit and tacit knowledge AND to use or mobilise this knowledge to inform their own decision making

@NHS_HealthEdEng #HEELKS

Quality & Productivity Challenge

The Dalton and Carter Reviews Sustainable Transformation Partnerships Integrated Care Systems (ICS) Getting It Right First Time (GIRFT) NHS RightCare New Care Models Programme

@NHS_HealthEdEng #HEELKS

An ambitious vision: NHS bodies, their staff, learners, patients and the public use the right knowledge and evidence, at the right time, in the right place, enabling high quality decision-making, learning, research and innovation to achieve excellent healthcare and health improvement.

Knowledge for Healthcare

https://www.hee.nhs.uk/our-work/library-knowledge-services

Library and Knowledge Services Policy

To ensure the use in the health service of evidence obtained from research, Health Education England is committed to:

• Access: enabling all members of NHS workforce to freely

access library and knowledge services

• Workforce development: developing NHS librarians and

knowledge specialists to use their expertise to mobilise evidence to underpin decision-making

• Service development: developing proactive NHS library

and knowledge services - coherent national service focussed on needs and priorities

NIHR

https://www.hee.nhs.uk/our-work/library-knowledge-services

Business critical

Healthcare Library and Knowledge Specialists can play a pivotal role in helping organisations to identify and seize opportunities to achieve productivity, realise efficiency savings and improve the quality of patient care. For example -

• Increase and improve the use of evidence into practice through

provision of synthesised, summarised evidence and horizon scanning products

• Develop tools, processes and resources so that healthcare staff

can effectively share organisational knowledge and know-how

@NHS_HealthEdEng #HEELKS

Mobilising organisations

https://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/

Evidence and Knowledge Self- Assessment Tool

Mobilising the knowledge of healthcare professionals

Tools and techniques E-learning

https://www.e-lfh.org.uk/programmes/knowledge-mobilisation-framework/

Mobilising librarians

Increase the confidence and capability of library and knowledge specialists to assess

• rganisational needs and introduce

knowledge management solutions Learning Zone Development Guide Leadership Programmes PKSB for Health Summarising & Synthesising courses Establishing a Community of Practice The KM Toolkit

Links to tools & techniques Links to short case studies of real-life examples. Includes contact details of the service, for more information

The Knowledge Management Toolkit

KM goal https://kfh.libraryservices.nhs.uk/knowledge-management/

A National Community of Practice for KM in LKS

• An interest and common purpose for a CoP was identified at

the Mobilising Evidence training events in 2017…

• So, Emily and Katie (the KM team at HEE) are going to kick

things off!

• If you’ve not already, join the mailing list:

KM@libraryservices.nhs.uk

• We will look at other tools and platforms as a group
• Everyone is welcome! You don’t have to be an ‘expert’ – if

you’re a newbie, it’s a chance to learn from the experts!

• We can expand on the conversations from #Knowvember/

Padlet, report back on Pledges, ask questions and Share Our Knowledge!

NIHR

https://www.hee.nhs.uk/our-work/library-knowledge-services

The Importance of Conversations

@NHS_HealthEdEng #HEELKS

Impact, Impact, Impact

NIHR

http://kfh.libraryservices.nhs.uk/value-and-impact-toolkit/kfh-impact-tools/impact-case-studies/

Make and share your pledge

https://kfh.libraryservices.nhs.uk/knowvember/

Questions and Contact Details

For further information speak to your regional library lead or a member of the MEK work-stream group: Louise Goswami louise.goswami@hee.nhs.uk Sue Lacey Bryant sue.lacey-bryant@hee.nhs.uk Alison Day alison.day12@nhs.net

Using the Evidence and Knowledge Self-Assessment Tool

@NHS_HealthEdEng #HEELKS

Knowvember 2018 Leeds, 13th September 2018 Emily Hopkins Knowledge Management Programme Manager Health Education England emily.hopkins@hee.nhs.uk

Overview

Introduce the Evidence and Knowledge Self-Assessment Tool Practise working through a short section of the tool Consider knowledge mobilisation

• pportunities that you could

introduce in your organisations

The Evidence and Knowledge Self- Assessment Tool

This self-assessment tool was devised in 2017 to encourage NHS organisations to make better use of knowledge as an asset

http://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/

Feedback from using the tool

This has given us the opportunity to change the way we deliver care and should enable better patient outcomes.” Nicola Shopland, Medical Division Chief Nurse, Surrey and Sussex Healthcare NHS Trust at the Medical Division Board

“Completing the Board tool has completely changed the way we will make use of knowledge” “ “The library team should be our knowledge stewards in the same way as microbiology are the antibiotic stewards for the Trust.” “Really useful as an exemplar of best practice and as a way of setting up expectations and methods to support this”

Director HR/OD Poole Hospital Ben Mearns, Chief of Medicine, Medical Division, Surrey and Sussex Healthcare NHS Trust

See it in action

“Completing the Board tool has completely change the way we will work and our use of knowledge” “ “The library team should be our knowledge stewards in the same way as microbiology are the antibiotic stewards for the Trust.”

https://www.e-lfh.org.uk/programmes/knowledge-mobilisation-framework/

Have a go …

❖ Work through the criteria of section two – culture and capabilities with the person next to you ❖ Answer from the perspective of either your own team or your own organisation ❖ What are your strength areas? ❖ Have you identified areas for development?

Benefits?

What are the potential benefits of using the Tool for you individually, for your service and your

• rganisation?

http://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/

Priorities and Planning

Identify which priorities you would consider to be:

• ‘business as usual’ for you
• Extending your current role
• Identify those areas you want

to know more about

Find out more

• Complete the self-

assessment e-learning module

• Use the additional resources

associated with the e-learning to find out more about maturity models

• Use the KM Toolkit to find out

more about KM tools and techniques

https://kfh.libraryservices.nhs.uk/knowledge-management/

Over to you…

What 3 things will you do in the next 6 months to help mobilise knowledge in your

• rganisation?

Will using the Self Assessment Tool be your pledge for #Knowvember2018?

Questions and Contact Details

Feedback about using the Evidence and Knowledge Self Assessment Tool and particularly any additional training you feel would be useful to: Alison Day alison.day12@nhs.net @alisonday3 Emily Hopkins Knowledge Management Programme Manager Health Education England emily.hopkins@hee.nhs.uk

Hosting a randomised coffee trial to empower staff to make connections, network and collaborate

Victoria Treadway @librarianpocket

The concept

• 1. Meet for a coffee
• 2. Have a chat
• 3. See what happens!

Aim: to coordinate, promote and evaluate the impact of a Randomised Coffee Trial Materials produced

• Poster
• Email invitation
• Sign up sheet
• Excel file to randomise

50 people signed up (25 pairs randomised) “Pairing up” email sent Feedback requested 6 weeks later

The Wirral experience

sign ups feedback responses (44% response rate) people met up with their pairing (61% of respondents) people didn’t meet up – why? said it was a positive experience

What happened?

Randomised Coffee Trial: impact

I connected with someone I wouldn’t

• therwise have

met I widened my professional network I learned something new I’d do it again!

“I got on very well with the person I met and we have agreed to meet up again in our own time. I found the trial interesting and enjoyable. I have worked in this building for 20 years and there must be hundreds of people I have never met. This is a great way to meet people for professional networking or just a friendly chat.” “It was really nice to meet someone from a different

• department. We had a good

chat and have kept in touch since our meeting.”

Top tips

Use your connections to promote Adapt existing templates Include conversation pointers Be creative (!) with your pairings Gather feedback

Conclusions

Hosting a Randomised Coffee Trial is a simple but effective knowledge sharing activity It can help people to make connections, widen professional networks and learn It sparks interest and curiosity People want more!

Resources

NHS Horizons: How to set up a Randomised Coffee Trial David Gurteen: Randomised Coffee Trials Nesta: Institutionalising Serendipity via Productive Coffee Breaks FabChange70

Randomised Coffee Trial

How does it work?

• Everyone is randomly paired with

someone else in attendance (check the list to see who)

• Grab a drink* - find your pair -

have a chat for 15-20 mins

• It’s that simple!

RCTs help us connect to colleagues, learn from and other about each

• ther and break down silos

*drinks other than coffee are acceptable

Talking points (only a suggestion)

• Have you thought about what you might do for

#Knowvember18?

• Have you delivered any KM in your organisation? How

did it go? Any learning you can share?

Bitesize Knowledge Management

#KNOWVEMBER18 Leeds, September 2018

presented by Caroline Storer, Knowledge Manager

Knowledge Management

Randomised Coffee Trials End of project retrospective reviews Hello… my name is Yammer and Blogs Champions for Change Communities of Practice Knowledge Transfer Knowledge Cafés

Randomised Coffee Trials

107 participants, 2 rounds Senior executive management team participation Reminders to meet Does work via phone/Skype although face to face is better Suggested questions to prompt discussion Engage the help of your Comms team Feedback Ask for feedback and ask again! Feedback indicated a desire to participate twice a year in RCTs

“I find that NHS Digital still works in silos and it is hard to appreciate what other teams do, the RCT is valuable in terms of breaking down those barriers and encouraging networking and building new relationships” “Great scheme. Really works” “I think it's an excellent initiative and encourages collaboration and sharing of knowledge” “Great initiative towards breaking down internal silos” “it is a great idea and has the potential to form good networks” “we need more similar kind of activity to connect with our colleagues. this is a great opportunity, thank you” Randomised Coffee Trials

End of Project Retrospective Reviews

Retrospective Reviews Time consuming – 3 to 4 hours Ideally need everybody in the room Pre meet, agreement form. Everybody knows what’s expected 100 Knowledge Champions trained to facilitate retrospective reviews Encourage the champions to ‘buddy up’ to facilitate for other teams Feedback that they’re cathartic, useful and enjoyable Write up – KM team or requester team? Case Study Need to share and embed recommendations Lessons Learned Logs Lessons learned logs for every project and programme part of our governance

Hello…my name is Chris Pointon came to talk to us at NHS Digital in the summer Desk name cards Comms produced templates for Desk Name Cards Encouraged to use on desks Open plan, hot desking, multiple offices The name cards help to find people Twitter introductions On Hello my name is day (July 23rd) we were encouraged to say who we are and what we do on Twitter or Yammer and why it’s important for patients Found out who people are and what they do within our organisation Some people posted photos Also showed external people some examples of what we do

Blogs Yammer A lot of activity on Yammer. Various groups some closed, some open Linked to our intranet news on Sharepoint 50% of our staff use Yammer (some more than others) Used for surveys to gain opinion and for announcements. Ask for help Need to remember other methods of communication for the other 50% # taxonomy to retain and retrieve knowledge Blogs Anyone can write and publish a blog on Sharepoint Topics include: smart working, change, statistics, mindfulness, GDPR, E-nurses Blogs remain accessible Good way of story telling, sharing knowledge and experiences, raising awareness and starting a conversation Remember it is somebody’s opinion Yammer

Knowledge Cafés

Some more active than others. Some Yammer only, some face to face Agile working, Innovations, Leeds Hub, Public Transport Alerts, Cycling Professional Groups Knowledge Cafés and Espresso Cafés Participants have been engaged. Positive feedback. Gather knowledge Knowledge Maturity sessions With CoPs and programme teams Self assessment and river diagrams based on Chris Collison’s work Pair groups/teams up with another – Peer Assist

Communities of Practice

Knowledge Harvests Time consuming – the actual harvest, planning and write up Plan in advance Reluctance by harvestees to participate Have a case study to show positives Other ideas for Knowledge Retention and Transfer Knowledge Retention and Transition Toolkit in KfH KM Toolkit Get a useful resources list from the leaver

Knowledge Retention and Transfer

Change Champions Employee voice Try and join any active groups like this in your organisation Allies, change agents, leaders, keen to collaborate Opportunities for knowledge management

Champions for Change

#Knowevember18

#FabChange70 17th -19th October Clinical Audit Week 19th -23rd November Knowledge Management Calendar Randomised Coffee Trial 3rd Round How to get the best from Athens ‘Look and Learn’ CPD session on KM for our Clinicians

Knowing me, knowing you…..

Contact us

Caroline Storer, Knowledge Manager

0113 397 3980 | 07917 505 060 caroline.storer@nhs.net

Questions?

Before you go…!

Harvesting and harnessing staff knowledge Suzanne Wilson Head of Library and Knowledge Services

Sowing the seeds…

• Staff are our greatest asset – too often leave
• rganisation with years with of experiential

and organisational knowledge

• Inefficient for successor at handover
• Exit interviews versus knowledge retention

Cross pollination…

• Used KfH resources – KRT toolkit for leavers

Crop management…

• Checked permissions for adapting
• Amended questions for facilitated discussion
• Created a prep sheet to send in advance
• Made all tools available on Sharepoint site
• Tested questions with leavers

Harvest…

Learning for next time…

• Focus on critical knowledge or senior roles
• Focus on action, rather than knowledge

capture.

• Timing is important
• Feedback – gives a structure that hadn’t been

considered

• Seize opportunities

Next steps

• Further testing with clinical roles
• Create a Handover toolkit/handbook that

managers could use themselves to support leavers.

• Join Talent Management Group

Any questions?

suzanne.wilson@ntw.nhs.uk @suzwilson

www.england.nhs.uk

D e v e l o p i n g

• u r

Kn o w l e d g e S e r v i c e

S u stain ab le Imp rovement Team

September 2018 Andrew Lambe | Fiona Anthoney | Jo Shaw

K n o w l e d g e a n d I n t e l l i g e n c e

www.england.nhs.uk

Andrew Lambe Knowledge and Intelligence Manager Fiona Anthoney Knowledge and Intelligence Facilitator Jo Shaw Knowledge and Intelligence Coordinator To inform, accelerate and support teams deliver better, efficient and sustainable improvement programmes A knowledge hub of improvement content and intelligence A bespoke knowledge service

knowledge and intelligence team

www.england.nhs.uk

Consultancy Capability Content Curate Collaborate

bespoke knowledge service SI knowledge hub

5 Cs

www.england.nhs.uk

• Expertise, e.g. Royal Colleges,

professions

• External networks
• Conferences
• Front line experience
• Evidence and intelligence, news
• Primary or secondary research;

systematic reviews

• Case studies
• Policy, guidance and tools
• AARs & retrospects
• Expertise and experience; e.g.

staff of past / current projects

• Networks and CoPs
• Intellectual capital (past

deliverables, guidance, tools)

• Good or best practice
• Organisational process or

methods; corporate standards

• Case studies

external internal

SOURCE KNOWLEDGE TYPE

Know-how (tacit) Content (explicit)

SI knowledge hub coverage

content, curate, collaborate

www.england.nhs.uk

• 1. Discover and

understand

• 2. Identify

desired

• utcome(s)
• 3. Plan

intervention(s)

• 4. Take action
• 5. Monitor and

evaluate

• 1. In depth conversation with programme lead:
• Programme context and status
• Requirements and capability
• Knowledge sharing goals

Tool: structured discussion guide

• 2. Engage programme team:
• Team complete diagnostic
• Team discussion to clarify and

agree knowledge priorities

• Identify knowledge champion

Tool: knowledge diagnostic

• 3. Develop knowledge productivity

plan:

• Build plan with champion
• Programme lead approval

Tool: knowledge productivity plan

• 4. Action plan:
• Provide relevant tools,

resources and guidance

• Provide support as required
• Train champion on dashboard

Tool: knowledge productivity plan

• 5. Monitor progress against plan:
• Monitor Sharepoint and CRM
• Monthly progress meetings with champion
• Quarterly updates to programme lead

Tool: knowledge productivity plan

consultancy, capability

www.england.nhs.uk

INTERNAL KNOWLEDGE HUB

Curate

News feeds & Spotlights: snapshot of current news and research Topics: health, improvement, leadership, learning

• rganisation

Coffee Breaks

Biweekly synopsis of relevant news Access on knowledge hub or Yammer

Newsstands

Topic based newsfeeds Topics: STPs/ACOs, 7DS, primary care, learning disabilities

Collaborate

Health improvement

• rganisations,

networks or platforms Coverage: England, UK, worldwide

www.england.nhs.uk

KNOWLEDGE SERVICE

Consultancy

Project knowledge champions Define access, manage and share knowledge actions

Capability

Learn before, during and after Capture know- how; enable learning

• rganisation

Knowledge Management Toolkit March 2018

www.england.nhs.uk

Any questions?

The fishbowl conversation: A mechanism for knowledge sharing

Tracey Pratchett @traceypratchett Victoria Treadway @librarianpocket

What is a fishbowl conversation?

van Hove, 2016 http://www.marcelvanhove.com/visual-facilitation-fishbowl/

Why? When?

Alternative to traditional debate Sharing ideas or learning Unconferences / open spaces Larger groups Enables dynamic participation Safe, protected space Organic, free-flowing discussion

Reflections from participants

How can we capture conversation - audio, video? Group size could be problematic Room logistics Accessibility challenges Lack of chair/direction Good for both people who want to talk or just listen Great for storytelling Flexibility of conversation Good for problem solving

Top fishbowl tips

What topic? Group size Group dynamic Use a plant! Room layout Consider accessibility Capture and share the learning Reflect on the process Consider a prop / toy

Thank you

Any questions?

Tracey Pratchett Lancashire Teaching Hospitals NHS Foundation Trust @traceypratchett tracey.pratchett@lthr.nhs.uk Victoria Treadway NHS RightCare @librarianpocket victoria.treadway@nhs.net

Know it all? Knowledge management at NHS RightCare

Knowvember, regional event Leeds

13 September 2018

2

Sharing experiences of supporting a large scale change programme at NHS England

Today you’ll hear practical solutions and insights about:

• Bringing people together to share what they know
• Incorporating KM processes to improve decision making
• Using technology such as Office 365 to your advantage
• Positioning and explaining your KM offer

3

Our Delivery Partners Health systems are supported by an NHS RightCare Delivery Partner, this senior resource should be used a framework for local improvement discussions and to help implement the NHS RightCare approach.

4

NHS RightCare KM team

5

Based in the central NHS RightCare intelligence team Team of four: KM lead, KM facilitator, KM co-ordinator and project manager Our offer for NHS RightCare:

• learning sessions
• facilitate after action reviews and other KM processes
• Office 365 site for the team with collections of resources
• keeping up to date - weekly horizon scan to identify new evidence
• “Ask a question” – evidence summaries of “what works”

Bringing people together to share what they know

The KM team encourages learning through webex lunch and learns, learning session for Delivery Partners and informal peer to peer exchange. Earlier in the year we ran a session on frailty with the National Clinical Director.

6

Tweet about a new NHS RightCare frailty pathway promoted at EXPO September 2018 Tweet about KM session on frailty in January

Bringing people together to share what they know

A learning session on gastroenterology allowed senior leaders to exchange insights about an optimal pathway to inform their local decision making.

7

“learning about the faecal calprotectin test to ensure endoscopies are only undertaken

• n patients who were going to be

accurately diagnosed by this test" NHS RightCare delivery partner

Example slide from the session Screenshot from our SharePoint topic page – hosts slides, links to resources

Incorporating KM processes to support decision making

The KM team has a role in raising awareness and use of KM processes. .

8 Using webex to run an after action review

We ran an After Action Review after publication of one of our products (COPD pathway) with the project team and National Clinical Director. The pathways team then used the recommendations to improve future products.

Using technology to your advantage

The KM team set up, support and train colleagues in using Microsoft Teams

9 One of the RightCare programmes using Teams to support knowledge sharing

This helps to increase collaboration through shared tasks, conversations and working on files “real-time” whilst “on the move”. The KM team adds value by offering training, establishing relationship with corporate IT and good practice with file naming, permissions etc.

Using technology to your advantage

The KM team obtained approval for an extranet, set it up, manage membership requests and offer training to support delivery.

10 Shared decision making collaborative discussion board

The Shared Decision Making Collaborative use the extranet to share files, details of events and discussions. It means that there is a place to go for people to ask questions and share experiences with members of the collaborative when implementing SDM..

Positioning and explaining your KM offer

• Keep things simple!
• Build positive relationships with colleagues and key influencers
• Position KM to support delivery
• Do not assume prior understanding of KM
• Use existing resources from the KM toolkit
• Understand level of maturity as this will affect uptake of KM
• Be positive about KM – it does add value!

11

How it works…

Introduction 5 mins One question to discuss in tables 30 mins Two rounds. Everyone swaps tables once 15 mins per round Feedback and actionable insight from one person per table 10 mins

“What skills have you got that can be applied to knowledge management? How can we build on these skills?”

Knowvember needs you…

Pledges

Make your pledge https://padlet.com/knowvember/2018

Join the conversation

#Knowvember18 @kfh_knowvember #ukmedlibs 16th October 2018

Join the Community of Practice

If you’re not already on it, join the KM mailing list: KM@libraryservices.nhs.uk – Go to https://lists.libraryservices.nhs.uk/cgi- bin/mailman/listinfo/km to subscribe – Or email KnowledgeManagement@hee.nhs.uk and Emily or Katie will add you

https://kfh.libraryservices.nhs.uk/knowvember/ knowvember@libraryservices.nhs.uk #Knowvember18 @kfh_knowvember