CRF/CPEST Regional Teleconference

CRF/CPESTRegional TeleconferenceWelcome and IntroductionsBarbara AndrewsActing Program ManagerCigarette Restitution Fund Programs UnitFebruary 18, 20091Update on CRFP Budget Issues for theTobacco-Use Prevention and CessationProgram and for MOTA2Questions?Arlee Gist, Deputy DirectorOffice of Minority Healthand Health Disparities341

Building EngagedCommunity Coalitions:Building Engaged Community Coalitions:Tools You Can Use for Energizing andEmpowering Your MembersTools You Can Use forEnergizing and EmpoweringYour MembersDenise Maple, MS, LCSW-CMaple Consulting LLC5www.maple‐consultingllc.comWelcome6GoalsBy the end of our hour together, we would havehad an opportunity to:– Learn methods for recruiting and diversifyingcoalition membership;– Consider leadership strategies for creationsynergy at coalition meetings;– Learn some group management techniques;– Develop an understanding of participatorydecision-making models and find the rightbalance for your coalition;– Consider ways to leverage your collectivestrengths at a state-wide nsultingllc.com82

Suggested Guidelinesfor ParticipationAgenda Beginning Items – Goals, Agenda, ParticipantGuidelines and Ice Breaker Laying the Groundwork – Concepts to Consider Strategies / Tools at the Individual (Member)Level Strategies / Tools at the Group (Coalition) Level Strategies / Tools at the State of Maryland Level Questions / Commentswww.maple‐consultingllc.com What one or two strategies can youimplement immediately to further buildand develop your coalition?– Stay fully present– Turn off phones / cell phone, shut doorand try to limit distractions– Have fun laugh much!910www.maple‐consultingllc.com5-Minute Check-inLaying the Groundwork –Systems FrameworkWhat is the one thing that ismost on your mind ructurewww.maple‐consultingllc.com123

Laying the Groundwork – ApplyingSystems ThinkingLaying the Groundwork – ApplyingSystems Thinking (Cont.) Applying this model to your Coalitions Applying this model to your Coalitions– Strategic Direction annual priorities– Leadership Health Dept person (mostcases)– Communication At Coalition meetingsand between meetings, alsocommunication to your community– Process How effective & efficient workgets done at meetings. How mini-grantsare distributed.www.maple‐consultingllc.com– Structure Alignment of annual prioritieswith financial resources– Culture Values, beliefs & shared historycombined– People Members of your coalition13Concepts to Consider:Three Levels of Change14Two-Minute Check-In Individual (Member) Level Group (Coalition) Level State of Maryland ultingllc.com Do these concepts make sense? Do you have any clarifying questions? Do you have an brief comments?15www.maple‐consultingllc.com164

Survey Results Pertaining to theMember Level– How proactive are coalition members intaking on outreach and education initiatives?(Qu 1) 2.74– “How do you get a diverse number ofindividuals in the community to becomeinterest and or active in a coalition thatinvolves cancer? Their participation requiresadditional work for them, and possibly timeoff from their jobs to attend a meeting?”I. Individual /Member nsultingllc.comYour Coalition MembersWhy Do People Join Coalitions? Motivation of individual members is not aone-size fits all. See your coalition members as individualsthat make-up a group. Coalition members have differentpersonalities and are at different stages oftheir career. Getting members to engage in initiativesmay require different strategies. Opportunity to make a real and lastingdifference A way to fulfill part of a member’smandate in their fulltime job Wonderful networking opportunity foryour own professional growth Receive great ongoing training andprofessional e‐consultingllc.com18205

Why Do People Join Coalitions?(Cont.)How To Energize &Empower Your Members A way to learn about other communityresources Terrific resume builder Get a good meal at meetings To receive money from minigrants– Give great trainings that they want– Create a way for people to talk &network– Give awards & recognize excellence– Provide letters of recognition &thanks– Good cateringwww.maple‐consultingllc.com21How To Energize &Empower Your Members (Cont.)22Recruitment of New Members Recommend opening this question up to yourCoalitions Brainstorm:– 1st – Identify the types of people andorganizations who would further the Coalition’smission.– 2nd Discuss the best process for recruitingthese types of people.– 3rd If any actual names come to mind, capturethem in the moment.– Brainstorm with individuals and/orsub-groups on how collaboration canmake everyone’s job easier– Define time commitment, i.e. “Weask you to volunteer for 20 hours ayear & attend 2 onsultingllc.com23www.maple‐consultingllc.com246

Recruitment of Elected OfficialsSurvey Results Question 7 on the survey: “Think aboutthe coalition members currently serving.Who is missing and needs to be recruitedto your coalition?”– Elected Official 68.4%– Medically Underserved 57.9 %– Doctors 52.6 %www.maple‐consultingllc.com25 To navigate significant changes, my officedecided to start an advisory board. We needed high level individuals to serve on theBoard (Deans, Vice Presidents, AssociateProvosts, etc.) How does an office of 3 employees attract thistype of individuals? We requested that the Provost appoint the Boardmembers on our behalf We promised to only hold two meetings a year,each lasting one hour.www.maple‐consultingllc.com26Recruitment of Elected Officials(Cont.)Recruitment of Elected Officials Hold a strategy meeting to identify 2-3possible elected officials you would want toapproach. Ideally someone who has aninterest in public health issues and could helpyour coalition achieve a strategic goal. (I.E.policy changes) Request a specific time commitment, i.e. onemeeting a year. Make sure to have a welldesigned agenda for that meeting. Layout a rationale as to why this electedofficial’s participation can help to bring aboutsome sort of positive change. Offer ways to promote successes, such as anarticle in a local newspaper. Consider who can make an invitation to theelected official on your coalition’s behalf.www.maple‐consultingllc.com Case Example from the University ofMaryland27www.maple‐consultingllc.com287

Recruitment of MedicallyUnderserved IndividualsRecruitment of Doctors Do any of you have medically underservedindividuals on your coalitions? If you can recruit someone, then great. If not,then the question is how to get the voice of theseindividuals represented at your coalitionmeetings.– Staff person who deals with SSI / MedicalAssistance?29www.maple‐consultingllc.com Do any of you have doctors serving onyour coalitions? Ask for one meeting a year Have the meeting at a convenient timeand location Possibly consider having the doctorpresent for part of the hts on Leadership Survey results for Question 4: What is your levelof energy and excitement when working withyour coalitions?– 3.25 Who leads your County’s Tobacco and CancerCoalition?– 73.7 % said Health Department Employee– 10.5% said Appointed Coalition Member– 10.5% said Other What is your level of energy – directly impactshow well you can energize and inspire yourcoalition How well can you see the big picture – directlyimpacts how well you can provide a vision anddirection to your group Evaluate your support system – who do you go tofor help generating ideas, lend a helping ��consultingllc.com328

Leadership StrategiesTwo-Minute check-in Does this make sense? Are there any clarifying questions? Do you have any brief comments? Coalition co-chair or assistant chair– For the right person this could be a resumebuilder and a way to network State-wide and/or regional meetings wherecoalition leadership can come together to discussbarriers and strategize on best ‐consultingllc.com34Survey Results Participate in planning (Question 2) 3.0 – a perfect bell curve Getting the work done (Question 3)II. Group Levelwww.maple‐consultingllc.com 2.9035www.maple‐consultingllc.com369

Planning an effective meetingGroup Theory I see the group as one entity A group is more than the sum of the parts(individuals) Stew metaphor Culture, Structure, Process and History allelements that contribute to a group’seffectiveness My responsibility as a consultant isultimately to the groupwww.maple‐consultingllc.com37Planning an Effective Meeting(Cont.) Who is coming to the meeting? Are the rightpeople at the “table” to have the neededdiscussions? What are the goals of the meeting? “By the endof this meeting, members would have had anopportunity to ” The agenda is built directly from the goals. I always do community guidelines and an icebreakerwww.maple‐consultingllc.com38Degrees of ConsensusFacilitator’s Guide to Participatory Decision-Making How decisions are going to be made:– How much decision-making power does thegroup have?– How much decision-making power does theleader have? Are you asking for feedback (instead of decisionmaking?)– Group brainstorm onsultingllc.com4010

Group DynamicsGroup Direction Work gets done in groups of 8 people or less Ask yourself what task needs to get done? Whatconfiguration will best serve the goal? (pairs,triads, 4, 6 or 8 person groups.) Whenever I divide a group (diverge), I alwaysbring the group back together (converge) Do subgroups need to be homogeneous orheterogeneous or is random selection acceptablewww.maple‐consultingllc.com41 Leadership run Outside facilitation nute Check-in Do these concepts make sense? Do you have an clarifying questions? Do you have any brief questions?www.maple‐consultingllc.comIII. State ofMaryland43www.maple‐consultingllc.com4411

Leveraging Collective StrengthsLeadership Network Consider having state-wide meetings to discusssuccesses & best practices Collaborate with individuals in your region(Southern Maryland, Eastern Shore, WesternMaryland, Baltimore, Greater DC region)– FreeConference.com– Rotating facilitationwww.maple‐consultingllc.com Consider having a co-chair model. Coalitionmember assist Health Department CoalitionCoordinator. Co-chairs can attend a state sponsoredleadership training that focuses on coalitionbuilding, meeting facilitation, etc.– Free training and a resume builder for 6Awards & Letters Awards for innovation initiatives Letters of thanks, signed from a high levelofficialwww.maple‐consultingllc.com47Final Thoughtswww.maple‐consultingllc.com4812

Electronic NewsletterConsulting Process I am beginning an electronic newsletter.If you want to be included on my mailinglist, please send me your email address. Sample Topics Include: HealthcareManagement, Succession Planning,Coalition Building, Board Development,Quality Improvement ngllc.com4950www.maple‐consultingllc.comContact InformationDenise MapleP.O. Box 501Port Republic, MD comQuestions &Comments51www.maple‐consultingllc.com5213

Lunch Break12:00-1:00 P.M.Second session starts at 1:00 p.m.Please come back on timewww.maple‐consultingllc.com5314

– For the right person this could be a resume builder and a way to network State-wide and/or regional meetings where coalition leadership can come together to discuss barriers and strategize on best practices. www.maple‐consultingllc.com 34 Two-Minute check-in Do