Staff Retreats: From A to Z

Planning, Execution, Measurement

Ilkay Baylam, MBA

Associate Director, Engagement Strategies
Planetree International
Conflict of Interest

The speaker(s) or presenter(s) in this session has/have no

conflict of interest or disclosure in relation to this presentation.
Learning Objectives

At the end of this session, participants will be able to:

1. How to plan a staff retreat and implement pilots

2. How to overcome problems through conduct
3. Quantitative and qualitative measurement of a staff retreat
Patient Centered Care Trainings
• Not a project, but a field of work
• Hippocrates & Florence Nightinghale
• Definition
• Practices
• HCAHPS Questions
• Results 78

76

• The Why
Planetree
74 Designated
Hospital Average
(change: 3.75)
72 Planetree Non-
Designated
Affiliates (change:
70 2.99)

• Planetree
National Hospital
Average (change:
68
2.87)
$12,000
66

64 $10,000

• The Plan
04/01/08 - 07/01/08 - 10/01/08 - 01/01/09 - 04/01/09 - 07/01/09 - 10/01/09 - 01/01/10
03/31/09 06/30/09 09/30/09 12/31/09 03/31/10 06/30/10 09/30/10 - 12/31/10

$8,000

$6,000

$4,000

Planetree
$2,000
Control
$0
2002 2003 2004 2005 2006
“As a patient I rebelled against being
denied my humanity and that rebellion
led to the beginnings of Planetree. We
should all demand to be treated as
competent adults, and take an active
part in our healing. And we should
insist on hospitals meeting our human
need for respect, control, warm and
supportive care, a harmonious
environment and good, healthy food. A
truly healing environment.”

-Angelica Thieriot
 1,5 hours
Department based
Mostly nurses, techs
76% covered
 EDUCATIONAL
SESSIONS

PCC INFO STAFF

ORIENTATION RETREAT
SESSIONS
 Lesson 1:
Ask questions, in detail; your Planetree
advisor is there for you full with
practical information to guide you
 ‘Tables are in U shape with a capacity of 22 people. There is an open buffet
in the room for breakfast including healthy food’

• Multi disciplinary teams

• Planetree components
• What do we do for staff (reward and recoginition)
• Practices
• Measurement
• Videos
• Exercises:
• Kidney Transplant
• Blind Fold Walk
• Rocket Building
• Integrative Therapies: Reiki, Aromatherapy, Therapeutic Touch, Massage, Soft Touch

‘Why do we stay overnight? Because patients stayover!

 RETREAT PROGRAM DRAFT
10:30 AM PCC Practices
* Planetree’s Story
* Healing Environment Standards
* Planetree Components

12:00 PM LUNCH (feed your partner)

13:00 PM Feedback about the exercise

14:00 PM Yoga, Meditation, Respiration Exercises, Paint on Water

15:00 PM Blind Fold Walk

16:00 PM Patient Experience – Why&How Do We Measure?

17:00 PM Empathy Video and adjourn

 Lesson 2:
Always include opponents into your
Steering Committe to make sure that
you are challenged!
Lesson 3:

Do not replicate; be authentic

 NORTH DEVELOPMENT OGC TRAINING BEHAVIORAL SCIENCES BERRAK PSYCHOLOGY
ACADEMY CONSULTING INSTITUTE CORPORATE CONSULTING

Exercise Design 6630 2850 3500 2950

Retreat Design EMPATHY 12750 COMPASSION 0 1475

Train the Trainer 5100 2850 4500 1711

Moderation 2958 4500 3245

TOTAL 27438 5700 12500 9381

with extra discount 10000

Psychologist Asena Yurtsever Art, Psychodrama
From Paper to Action
• Arrival of exercise scenarios
• Trainers’ group test
• Linking it to patient experience
• Steering Committee test
• Management Team test
• PFAC test
 Lesson 4:
Be the guide to all stakeholders; at the
end of the day architechs are
architechs, IT professionals are IT
professionals; you are the subject
matter expert in PX!
 Lesson 5:

Test it at all levels with all

stakeholders; fail if you can, in a small
group with an unfinished product!
 GROUP
FACILITATORS STRUCTURE CONTENT

SEQUENCE
of DAY and VENUE
ACTIVITIES TIME
FACILITATORS

Announcement and Recruitment

* Oncology Nurse Manager
* Cardiac Staff Nurse
* Clinical Liaison Psychology Nurse
* Nurse Educators
* Psychologist
* PCC Team
 Lesson 6:

Include different discipline members

into your work to have diversity. There
is no one way to do things!
 GROUP
STRUCTURE

Department # % #
Admin 218 18% 6
Medical Staff 122 10% 3
Nurse 324 27% 8
Patient Rep 114 10% 3
Techs 114 10% 3
Ancillary Medical Staff 67 6% 2
Cleaning 130 11% 3
Catering 76 6% 2
Security 23 2% 1
1188 30
 Lesson 7:

Time without fun at work is wasted!

 CONTENT & 5 mn Song ‘Sincere Regards to my Youth’
SEQUENCE of 5 mn The Box Exercise
ACTIVITIES 35 mn PCC Practices I
15 mn Respiration and Relaxation Exercise
35 mn PCC Practices II
15 mn BREAK
30 mn Drama Exercise
20 mn Patient Experience I
35 mn Clay Exercise
20 mn Patient Experience II
30 mn Compassion Exercise
20 mn Poster Preparation
5 mn Adjourn
 08:30 AM Monday
08:30 AM Wednesday
DAY and 13:00 PM Wednesday
TIME
# DATE TIME # PCC EXPERIENCE EXC ! EXC 2
1 22/07/2016 08:30 27İlkay İlkay Asena Asena
2 27/07/2016 08:30 23İlkay İlkay Özge Asuman
3 27/07/2016 13:00 22İlkay İlkay Asuman Özge
4 01/08/2016 08:30 22İlkay İlkay Özge Havvagül
5 03/08/2016 08:30 18İlkay İlkay Selin Büşra
6 03/08/2016 13:00 12İlkay Murat Özge Büşra
7 08/08/2016 08:30 17İlkay İlkay Havvagül Meryem
8 10/08/2016 08:30 11İlkay İlkay Özge Büşra
9 10/08/2016 13:00 17İrem Murat Özge Büşra
10 15/08/2016 08:30 23İlkay İlkay Selin Asuman
11 17/08/2016 08:30 29İlkay İlkay Havvagül Meryem
12 17/08/2016 13:00 24İrem İlkay Asuman Özlem
13 22/08/2016 08:30 18İrem İlkay Havvagül Özlem
14 24/08/2016 08:30 26İlkay İlkay Havvagül Büşra
15 24/08/2016 13:00 18İrem Murat Selin Büşra
16 29/08/2016 08:30 18İlkay İlkay Özge Özlem
17 31/08/2016 08:30 23İlkay İlkay Selin Özge
18 31/08/2016 13:00 15İlkay İlkay Özge Meryem
19 05/09/2016 08:30 14İlkay İlkay Meryem Asuman
20 07/09/2016 08:30 25İlkay İlkay Büşra ÖZlem
21 07/09/2016 13:00 19İlkay Murat Büşra Asuman
22 19/09/2016 08:30 9İlkay İlkay Havvagül Özlem
23 21/09/2016 08:30 17İlkay İlkay Büşra Havvagül
24 21/09/2016 13:00 12İlkay Murat Büşra Asuman
25 26/09/2016 08:30 15İlkay İlkay Selin Özge
26 28/09/2016 08:30 16İlkay İlkay Meryem Özge
27 28/09/2016 13:00 12İlkay Murat Meryem Özge
28 03/10/2016 08:30 15İlkay İlkay Asuman Özlem
VENUE
Outside vs. Inside
So, What Really Happened?

• Successful rate of attending

• NURSES, NURSES, NURSES!
• Day and time planning
• Venue planning
• Volatility in demand, need active promotion
• Numbers and individuals talk…
 Lesson 8:

A finished product is a product ready

for modification at all times.
Be flexible!
 17 months
76 sessions
342 hours
9 facilitators
1130 attendees
 Measure it - Quantitatively
ASM TRAINING ASSESSMENT FORM
PATIENT CENTERED CARE STAFF RETREAT
October 3, 2016
Facilitator: Ilkay Baylam

"5 : VERY GOOD, 4 : GOOD, 3 : MEDIOCRE, 2 : NEEDS TO BE IMPROVED, 1 : WEAK"

TRAINING SCORE

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

1. Assess your level of knowledge comparing before and after training 15.0 5 4 5 4 5 5 5 5 5 5 5 5 3 4 4

2. Assess the information you gathered in terms of its applicability in

15.0 4 5 5 4 3 5 5 5 5 5 5 5 5 4 3
your daily work life

3. Assess training in terms of its content 15.0 5 4 5 5 4 5 5 5 5 5 5 5 5 4 2

4. Assess duration of training 15.0 5 5 5 4 4 4 5 5 5 5 5 5 5 4 4

5. Asess trainig generally 15.0 5 4 5 5 4 5 5 5 5 5 5 5 5 4 4

Total Score: 24 22 25 22 20 24 25 25 25 25 25 25 23 20 17

28.8 26.4 30 26.4 24 28.8 30 30 30 30 30 30 27.6 24 20.4

28 416.4 27.76

Training – Training Materials – Trainer – Training Venue

Measure it – Quantitatively (n: 912)
Measure It - Qualitatively

We are Happy!
We felt comfort during yoga
and the retreat
 Measure It - Qualitatively

That was the most delightful training I attended.

I had fun when I was learning
Everything is beautiful as much as we see it that way.
Hope to see everything as beautiful
Measure It - Qualitatively

Nurse – Physician – PCT –

Waiter – Cleaning Staff
and All Others

Love Yourself
Love What You Do
Be Compassionate to
Yourself and to Your
Patients
Measure It - Qualitatively

Being the tounge for a mute;

Being the eyes of a blind;
Grace and compassion.
Feeling these emotions was great!
Measure It - Qualitatively

Trust, Compassion…

I am valuable
I love myself
I forgive myself

So glad I have you…

 Measure It - Qualitatively

As a member of IT Department, I was not able to understand what

nurses/patient reps were living as we do not have an encounter with
patients.
Thanks to this retreat, I am now aware of it.
Thank you for not forgetting our department for the retreat
 Measure It – Qualitatively

An approach with compassion and empathy is more influential than

even the most powerful drugs!
Measure It - Qualitatively

Smile;
I will do the rest…
Measure It - Qualitatively

Lasted like the life of a butterfly

Happy and short
 Lesson 9: the numbers for sure.
Measure
However, measure anything that you
are doing qualitatively.

It is the individual stories which count

at the end!
 The impact of a staff retreat lasts as
much as the participants feel the
warmth of facilitators’ hand on her/his
heart…