Engagement Champions Supporting IUH Team Member Engagement Survey 5/5/17 1
Did you know? ENGAGED EMPLOYEES ARE Willing to go above and beyond, exerting additional effort Energetic and enthusiastic Loyal to the organization more likely to stay Proud of the organization and willing to recommend as a place to work and to receive care More satisfied employees overall 5/5/17 2
Did you know? HIGHER WORKFORCE ENGAGEMENT LEADS TO Better patient experience Improved productivity Increased cultural commitment Better quality and outcomes Stronger financial performance Positive image in the community + 62 percentile Top Decile Bottom Decile 5/5/17 3
Your Engagement is Important That s why Engagement Champions are important to the success of the Employee Engagement Survey. Here is a story about the power of engaged champions. 5/5/17 4
Cycle of Engagement Activity 1. Survey open May 8-30, 2017 6. Depending on the impact of implemented plans, teams may try something new, or plan for the next survey. 2. Results to leaders July Execs get results first 5. Depending on the scope of their action plans, changes may be implemented August-March 4. Based on how groups interpret results, they plan for action in August-November 3. Groups at all levels meet to discuss results in August 5/5/17 5
Engagement Champions Understand the Engagement Activity Cycle and Survey process Encourage teammates to take the survey Answer questions about the survey and what is done with the findings Track and recognize survey participation Remind the team that the survey is the FIRST step in the cycle of activity 5/5/17 6
BEFORE the Survey What were your results last year? What was done to improve? Let your team know the survey is open on May 8, 2017 Let them know you are the Engagement Champion for the area. Distribute flyers Talk up the survey to ensure a high response rate and include: Participation incentives and visuals Importance Survey confidentiality Understand the online survey process and be prepared to answer questions. Note: Team members starting after March 13, 2017 will not receive an invitation to take the Employee Engagement Survey. 5/5/17 7
DURING the Survey Give continued encouragement to ensure a high response rate Track unit participation Distribute any participation incentives Distribute updates or new information about the survey and be prepared to answer questions Explain the survey s importance and your role Reassure colleagues about survey confidentiality Assist colleagues with special needs like computer access Remind your colleagues that every voice is valuable and we want to hear from EVERYONE!! 5/5/17 8
AFTER the Survey Celebrate!!! Celebrate strong or increased participation scores If your unit met the participation goal, acknowledge and recognize your unit according to your manager s plans Remind Team about Next Steps Inform that results will be shared with leaders in July and August, and collaborative action planning will follow 5/5/17 9
Engagement Champions 5/5/17 10
More Persuasive Data Organization Compensation Growth and Development Organizational Alignment Organizational Values Quality and Service Teamwork Work-Life Balance Organization Domain Manager Leadership Employee Involvement Quality and Service Employee Energy and Focus My Work Organizational Alignment Quality and Service Teamwork Work-Life Balance Manager Domain Employee Domain Workforce Engagement High Performance Organization 5/5/17 11
Share Your Experience Exercise What has been your Engagement Activity experience? Why did YOU take the survey? What if any were your barriers to taking the survey? How were they overcome? What benefits did you see as a result of taking the survey? 5/5/17 12
In summary, prior to the survey. 5/5/17 13
Advertising the Survey Fliers Post in your area Survey is open from May 8-30, 2017 Participation Incentives 5/5/17 14
Survey Opens May 8, 2017 Link is distributed by e-mail. Survey link works on any computer or mobile device with Internet access. Mobile-friendly. Average completion time is 15 minutes. When team member submits online survey, it goes directly to Press Ganey. Survey Engagement Champions and leaders will have access to the site where Press Ganey tracks participation level by entity and unit. 5/5/17 15
Survey Confidentiality RULE OF THREE - No reports are produced for work units with fewer than three respondents. Results will instead populate with next reporting level up Online surveys collected on external Internet site and sent directly to Press Ganey. Demographic information, such as age and shift, is compiled and shared at the overall or facility level (not at the work unit level). If you feel uncomfortable, do not answer that particular demographic item. Tip: Be careful to not provide any identifiable information in the openended question. 5/5/17 16
Survey Key Terms Customer: Consider patients, families, visitors, physicians, vendors, residents, community, volunteers, and internal customers like fellow team members. Team members: Consider the people who work for the entity where you primarily work. Organization: Consider the individual entity/business unit where you are employed, which may be different than the location where you work. (i.e., Is your employer Arnett, Ball, Bedford, Blackford, Bloomington, IU Health Physicians, Methodist, North, Paoli, West, System Clinical Services etc.). Senior leaders: Consider the CEO, president and vice presidents of the entity/business unit your department falls under (for example, if your department/cost center rolls under IUH Arnett, Bloomington, or System Clinical Services, you would answer the "Sr. Leader" questions about the executive or senior team of that entity). The person I report to: Consider the person you report to directly; the person who conducts your performance evaluation. Work Unit/Department: Consider the group of team members you work with on a regular basis in your department/cost center, usually reporting to one manager. 5/5/17 17
Question Type: Multiple Choice For Illustration Purposes 5/5/17 18
Question Type: Open-Ended Our open-ended question is: What is the most important improvement that could be made in the next year that would increase your commitment to this organization? For Illustration Purposes 5/5/17 19
Review Prior to Completing For Illustration Purposes 5/5/17 20
Tracking Response Rates 1. Log on to Press Ganey 2. Click Response Rates 3. Overall and Direct Hierarchy: The first column lists each report group as well as Overall, which includes all parties to whom the survey was sent. To view more specific report groups within a report group, click the triangle to expand that area. 5/5/17 21
Tracking Response Rates Invited and Respondents: These are the individuals to whom the survey was sent, and by whom a survey was completed. 5/5/17 22
Tracking Response Rates Response Rate: This is the percentage of employees who responded out of the total number who were invited. 5/5/17 23
Tracking Response Rates Export Current View: This function in the upper-right exports the current report to a CSV file format. Please note that if certain departments are collapsed, that is exactly how they will display in the excel document. 5/5/17 24
Tips Communication Get the word out on how, when, and why to take the survey Customization Make your approach work for your work group Anticipate any barriers that would prevent your work group from participating Provide employees access & opportunity to take the online survey Implement strategies to address low responding work groups Confidentiality The foundation is trust Understand how confidentiality is protected Help your team gain comfort with the process Culture Listening to team members and responding to what they say is part of the practice and routine 5/5/17 25
Survey FAQs 5/5/17 26
There s only 1 person in my work area, and that s me! How is this going to be kept confidential? Press Ganey posts results only when at least three team members within a work unit have responded. For fewer than three responses, results will populate with next reporting level up. Demographic information, is compiled and shared at the overall or facility level (not at the work unit level). If you still feel uncertain, simply choose not to answer that particular demographic item. When answering the open ended question, be strategic about the words you choose to ensure that you are not identified. Managers will be instructed to not try to guess who said what. 5/5/17 27
When you say Sr. Leader who do you mean? Sr. Leader refers to the Executive Leadership team at your organization, so it depends on which organization you are in. For example: If your organization is System Business Services, your Sr. Leaders are the Executive Vice President (Ryan Kitchell EVP and Chief Admin Officer), and the Sr. VP of HR (Liz Dunlap). If your organization is an individual facility, your Sr. Leaders are the President, the Chief Operating Officer, the Chief Nursing Officer, the Chief Financial Officer, the Chief Medical Officer, the VP of HR, etc. 5/5/17 28
What happens to the survey results? Press Ganey will report the results by combining the responses of the entire organization and of each individual work unit. Once results are shared with managers, they will take action to address issues. Our leaders take your input seriously! They ll share the results with you. They ll work with you to define projects with the intention of making positive changes in your area. 5/5/17 29
Why should I believe the results? Press Ganey analyzes the surveys and creates the reports prior to giving anyone in the organization any information. No one from the organization EVER has the opportunity to add/delete/ change the survey data. Press Ganey has a very robust healthcare database and will benchmark IUH results against our industry s comparative data. 5/5/17 30
Thank you As an Engagement Champion you are an example of engagement. Your enthusiasm and encouragement is greatly valued and does matter to the success of the IUH Engagement Survey. 5/5/17 31
Help! Contact the IU Health Helpdesk. helpdesk@iuhealth.org 317-962-2828 Be sure to include Engagement in the subject of your email 5/5/17 32