Drawing up an action plan

Once a change has been agreed, you should develop an action plan describing the tasks that need to be done to achieve the agreed objective.

One method successfully used in workshops with intermediate care stakeholders enables participants to organise the tasks into a logical sequence (see ‘What “whole systems” events can achieve’, pxx). The tasks are recorded on a chart designed for the purpose. First, it is important to be very clear about the objective to be achieved. This is the ‘bullseye’ – the target to aim for – and is recorded in the associated text box.

Participants are then asked to break down into four (or more) stages what has to be done to reach the target. Starting with Stage 1, the various tasks required to achieve that stage are listed in order. Before moving on to list the tasks in Stage 2, participants must agree on how it will be recognised that the first stage has been successfully completed. This ‘evidence’ statement is recorded in the circle at the foot of the Stage 1 column.

Once the tasks in the final column have been listed, the target should have been achieved.

As the exercise is about the tasks to be done, it is important that people should not be side- tracked into trying to solve any problems encountered along the way. Inevitably, some of these problems will be mentioned: you should acknowledge them but not dwell on them – they should be ‘parked’ so as not to disrupt the action planning.

When undertaking action planning using this format, it is a good idea to record stages and tasks using Post-it notes that can be moved around the chart, as there will inevitably be changes in the order of actions as the exercise progresses.

Figure 11 (above/below) is an example of an action plan to agree a vision and an implementation plan for reshaping a service system to meet intermediate care needs.

Key milestones are often the points at which the vision and subsequent development plans are signed up to by the stakeholder agencies. This often involves submitting papers to management boards or committees. If the timetable for these key decision points is known in advance, it will help you indicate the time needed to obtain high-level agreement to planned change.

By adding time scales and allocating responsibilities for managing the process and for

progressing each task, it is possible to generate a work plan for meeting the agreed objective – although, of course, implementation rarely proceeds as smoothly in the real world as it does on paper. Although some goals and tasks will inevitably change along the way, this kind of action planning can help stakeholders to agree a way forward.

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SAMPLE ACTION PLAN

Tasks in Stage 1: Jointly:

— appoint int.care co-ordinator — involve users/carers — agree needs

— identify where needs are currently met

— identify gaps/pressures/ opportunities

— agree principles/values for care delivery

— agree required future shape of int.care service system — share vision widely

Tasks in Stage 2: — gather and review the

evidence

— identify all available resources — people — buildings — £s — develop a service configuration plan to deliver int. care to meet local needs — consult widely — prioritise

developments (steps towards the vision)

Tasks in Stage 3: — Identify staffing

needs and skill mix — Match to current

staffing resources — Identify

requirements for new staff

— Identify training and development needs of existing staff — Put training and

recruitment plans into place

Tasks in Stage 4: — Agree the aims of all int.

care services — Specify new services/

service changes — Plan financial framework

to deliver changes — Develop agreements and

protocols

— e.g. single assessment process

— patient pathways — Change manage the reshaping of services — Evaluate against aims — Consult users — Monitor performance

e.g. against national targets

STAGE ONE STAGE TWO STAGE THREE STAGE FOUR

Understanding the local context

Modelling change Workforce planning Operational Planning

Workforce available for new ways of working Outline plans included in LAP/JIP/ ADA vision agreed locally Obstacles Stage Outcomes

WHAT YOU WANT TO ACHIEVE To agree a vision and an implementation plan to

Key points from this section

■ Begin by redesigning the local care system so that it can deliver intermediate care effectively. Try using the balance of care approach which compares care inputs with client needs.

■ Inform your service development by consulting information about what specific service models can contribute.

■ Set up partnership arrangements with appropriate agencies.

In document Developing Intermediate Care (Page 74-77)

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Further reading

Key points from this section