The goal of the preparatory stage is to develop a specific plan for the Team Mapping session(s) with a community or practice. This includes scheduling a session or sessions, determining who needs to be in the room, and reviewing local data to support the selection and adaptation of relevant personas to ensure they align with the needs identified by the community or practice.
<aside> ❗ NOTE: If you are working with a team or community you already know well, extensively reviewing the background information may not be necessary. Adapt your approach depending on the scope of Team Mapping session(s) that you are planning.
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In this stage, consider using the following guide to support your prep as facilitator:
Community Prep Worksheet Template
Review existing documents (service plans, Local Health Authority (LHA) profiles and or Electronic Medical Record (EMR) data) to inform persona selection/adaptation and identify areas of focus for the Team Mapping session. You may use the Community Prep Worksheet Template or adapt/simplify it to focus on the areas that are applicable.
The ISU has developed a Key Stakeholder Interview Guide that can be used to guide a conversation with one or two key stakeholders (usually clinical leads or key providers) to identify more specific areas of focus in preparation for the Team Mapping session.
<aside> ❗ NOTE: Clinical leads and community stakeholders often have community-specific insights and are aware of issues that may not be highlighted in official documents. Encourage them to share these insights to inform the selection or development of community relevant personas.
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Completing a rapid Team Assessment to identify areas where there are shared understanding across the team and highlight areas that may benefit from further exploration, a Team Effectiveness Assessment can be integrated into the preparation stage of Team Mapping.
The ISU has created an adaptation of the Saskatchewan Team Effectiveness Tool that you can use to get a baseline assessment of team function. (Versions of this tool have also been integrated into the PMH-A used by the Doctors of BC - if you are a coach or are working with a coach feel free to recommend whichever team assessment tool works for you). If the clinic you are working with is interested in the continued use of team mapping over time, the team assessment tool can be used as a way of measuring change from baseline.
ISU Team Effectiveness Tool (the template is provided in a .doc form that can be easily uploaded into a survey tool e.g. google forms, qualtrics, survey monkey if you would like to integrate the results into Team Mapping) :
TEMPLATE - ISU Team Effectiveness Tool.docx
NEXT STEP: Persona Development/Adaptation