COLLABORATION 101 :
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Transcript of COLLABORATION 101 :
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COLLABORATIOCOLLABORATION 101N 101: :
AKA The Art of
Collaboration
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SESSION PURPOSESESSION PURPOSE
To provide participants with the basic information needed to successfully link services with other community child and family services
To provide participants with the skills needed to improve coordination and delivery of child and family services in communities.
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SESSION AGENDASESSION AGENDA
Overview of SessionWhat is Collaboration?Pre-Collaboration Assessment
The Collaborative ProcessPartnership Success Principles
Wrap Up
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ACTIVITYACTIVITY
MY HOME IS MY CASTLE
Why is your home your castle?Why is this important to you?Why would I want to come live with
you at your house?What would be the benefits to me?What would be the challenges if I
came to live with you?
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COLLABORATION IS …COLLABORATION IS …Collaboration is the most intense level of
working together. It is a structure & a process for creating CHANGE.
A collaborative effort is driven by partners who agree to share information, activities, resources, influence, power & decision-making authority to achieve common goals – goals that no single partner or program could achieve by acting alone.
From Community Partnerships Working Together, US DHHS
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BARRIERS/SANDTRAPSBARRIERS/SANDTRAPS
Turf-ismHistory of unresolved
conflict/Hidden agendas
Lack of communication
Lack of clear purposeLack of leadership Ineffective inter- OR
intra- agency structures
Resistance to changeLack of time/resourcesConflicting
requirementsParents/Staff not
involved in decisionsUnequal distribution of
work/recognitionNo clear ground rules
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BENEFITS TO BENEFITS TO COLLABORATIONCOLLABORATION
Increased access to additional services for children & families
Full day/yearContinuity of careExpanding
services in cost effective manner
Serving a wider range of children
Improving qualityReaching new
communitiesProviding more
flexibilityStrengthening
local community systems
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COLLABORATION SKILLS:COLLABORATION SKILLS:PRINCIPLES OF PRINCIPLES OF
COMMUNICATIONCOMMUNICATION1. Relationships created
by communication.2. Intrapersonal
communication is a major factor affecting interpersonal communication.
3. Relationships should be defined by both persons.
4. Each is 100% responsible for nature of the relationship.
5. Relationships change when communication changes.
6. To change a relationship requires persistence.
7. Most options = the best odds of getting what is wanted.
8. Communication is most effective when it reflects intentions for the relationship.
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COLLABORATION SKILLS: COLLABORATION SKILLS: COMMUNICATIONCOMMUNICATION … …
WHAT LANGUAGE ARE YOU SPEAKING?
A. Cross program/cross agency language barriers, i.e., use of acronyms
B. Articulation of agency mission, goals, and philosophy
C. Active listeningD. ResearchE. Written, verbal, and bodyF. Ongoing
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COLLABORATION SKILLS:COLLABORATION SKILLS:NEGOTIATIONNEGOTIATIONA WORD ABOUT POWER:
Negative & positive usesSame characteristics can be negative or positiveSunshine/Shadow
Charisma – winning/beguilingExpertise – apply & share/withholdPersuasion – convincing/bullyingPosition/”turf” – knowing boundaries or demanding control
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COLLABORATION SKILLS: COLLABORATION SKILLS: NEGOTIATINGNEGOTIATING COMMON COMMON GROUND GROUND
POSITIONS = regulations, beliefs, demands
INTERESTS = what you care about, concerns, what matters
MUST come to middle/common ground
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COLLABORATION SKILLS: COLLABORATION SKILLS: NEGOTIATINGNEGOTIATING COMMON COMMON GROUNDGROUND
Position
What’s your demand?
Is it regulatory or belief based?
Interest
What do you care about?
What worries you?
COMMONGROUND
Interest
What are your biggest concerns?
Why does it matter?
Position
What do you believe?
Why is it right?
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COLLABORATION SKILLS:COLLABORATION SKILLS:NEGOTIATIONNEGOTIATION
WHEN NEGOTIATING:Honor the relationshipBe realistic & fairKnow your bottom lineCome prepared to commit
resourcesExplain what you’re doingEngage in active listening
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COLLABORATION SKILLS: COLLABORATION SKILLS: NEGOTIATIONNEGOTIATION
Work toward a group outcomeWork toward the Mission, not self-
interestFacilitate – don’t manipulateTake a fresh look at practices &
standards – remember the difference between positions/interests
Take PLENTY of TIME to get it right!
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INTRA-AGENCY PRE-ASSESSMENTINTRA-AGENCY PRE-ASSESSMENT
LOOKING INWARD:
HOW ARE WE DOING ON OUR OWN?Look at own mission, integration, evaluation
DO WE NEED TO CHANGE?
What needs to change & how?What’s in it for you?
LOOKING OUTWARD:
HOW WELL ARE WE CONNECTED?How connected & where
HOW READY ARE WE TO COLLABORATE?
Common vision, how strong are connections?
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STAGE 1:STAGE 1: Getting Together Getting Together
MILESTONESDECIDING TO ACT
SELECTING PARTNERSSET GROUND RULES
EVALUATE/CELEBRATE
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DECIDING TO ACTDECIDING TO ACT
HAVE YOU COMPLETED YOUR PRE-ASSESSMENT WORK?
HAVE YOU DETERMINED A NEED & FOCUS FOR COLLABORATING?
THEN, YOU’RE READY TO MOVE ON …
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SELECTING SELECTING PARTNERSPARTNERS
CONSIDER:Who you
know/share a positive relationship
Who you needWho has the
expertise & skills you need
Diversity
Power – who has it/what do you need
Who can block itWho will be
affectedHow big should
the group be - numbers
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SETTING GROUND SETTING GROUND RULESRULES
DISCUSS/DECIDE:
Meetings: when, where, how often, who does agenda,
Rules to guide decision-making
Rules to protect confidentiality
Responsibilities
Length of timeHow to resolve
conflictHow to keep
records, gather data, share information
How to evaluate work
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STAGE 2:STAGE 2: Building Trust & Building Trust &
OwnershipOwnershipMILESTONES
Engage PartnersBuild Common Base of Knowledge
Develop Shared VisionRevisit & Revise Ground Rules
ID Planning ResourcesEvaluate/Celebrate
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ENGAGING ENGAGING PARTNERSPARTNERSBUILD TRUST/OWNERSHIP WITH PARTNERS BY:
Face to face individual meetingsVisit them on their “turf,” at their
“home”Share information & tentative
“dream”Clear the airDON’T apply pressure
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BUILD A BASE OF BUILD A BASE OF KNOWLEDGEKNOWLEDGEBUILD TRUST/OWNERSHIP WITH KNOWLEDGE BY:
Work to understand self-interest & personal similarities & differences
Apply no PRESSUREAccept divergent point of viewPresume the positiveAvoid “1 right answer” thinking
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BUILD BASE OF KNOWLEDGE BUILD BASE OF KNOWLEDGE (continued)(continued)Encourage risk takingFigure out what’s in it for them!Share information about your services,
program culture, etc. Find out about theirs.
Focus on their skillsClear the airThink and act “win-win”
TAKE YOUR TIME
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DEFINING A SHARED DEFINING A SHARED VISIONVISIONVISION = Clear picture of what you
hope to create.
SHARED VISION SHOULD:Get partners to “knit” own visions into
ONEFocus on possibilities for children &
familiesGenerate energy & motivationTell everyone where collaborative is
going
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ACTIVITYACTIVITY
DREAM HOUSEHow does the group dream house compare to your own dream house?
What was hard about the process?
What did you notice about behaviors during the activity that helped/hindered it?
What would have made it better?
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In Stage In Stage 22, don’t forget , don’t forget to:to:
Assess the group to ensure there is commitment to the collaboration & the Vision.
Revisit your Ground Rules – revise & renegotiate until all partners are satisfied.
ID planning resources before you move into the planning of Stage 3.
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STAGE 3:STAGE 3: Developing a Strategic Developing a Strategic
PlanPlan
MILESTONESDevelop a Mission
Environmental & Capacity Assessment
Establish Goals & StrategiesWrite Plan of Action
Evaluate & Celebrate
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DEVELOP THE DEVELOP THE MISSIONMISSION
MISSION = captures the SHARED VISION, UNIQUE PURPOSE & VALUES of the collaboration, and should:
State the direction, rationale & what will be achieved by the collaboration
Describe what (will be accomplished) & for whom
Suggest the scope of work – how big, how many/much
Convey the VisionBe easy to UNDERSTAND and REMEMBERNot include the “how-to’s” for achieving results
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ENVIRONMENTAL ENVIRONMENTAL ANALYSISANALYSIS
Consider:Economic/population
changesFunding trendsPolitical & social
forcesLaws/regulationsPolicies/proceduresExisting
collaborationsShare info about
these & impact on the collab
What other needs?
What is happening in the community that will affect your plan?
1.2.3.4.
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CAPACITY ASSESSMENTCAPACITY ASSESSMENTCentral
Question: Does the collaboration have the ability to accomplish its mission?
Review the Environmental Analysis & prioritize which factors will have the greatest impact on the collaboration
Discuss strengths each partner brings individually & collectively to the collaboration
Discuss/list what is lacking.
Consider benefits of collaborative action & what might happen if you take no action in the immediate future
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ESTABLISH WELL-ESTABLISH WELL-FORMED GOALSFORMED GOALS
GOAL = specific statement of what collaborative partners intend to do.
GOALS ARE …Indicators of what partners want to
achieveMeasures for evaluating a
collaboration’s progressMeasures for holding partners
accountable
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GOALS (continued)GOALS (continued)LONG TERM GOALS – results partners
hope to see in 2-3 or more yearsSHORT TERM GOALS – focus on more
specific, immediate results
In developing GOALS, use the following:
Does the goal focus on the positive?Is it realistic & achievable?Can it be measured?Is it clear & specific?
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GOALS (continued) & GOALS (continued) & AFTERAFTER
GOALS:1.
2.
3.
4.
AFTER goals are decided:
Compare them to the environmental analysis & capacity assessment
If large gaps are found – revise the goals until gaps are minimized
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SELECT STRATEGIESSELECT STRATEGIES
Brainstorm strategies or routes to achieve goals
Look at potential impacts, benefits & costs of each
Select those that are feasible
Review Mission & see if strategies fit
GOAL 1:Strategy 1Strategy 2Strategy 3GOAL 2:Strategy 1Strategy 2Strategy 3
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DEVELOP A PLAN OF DEVELOP A PLAN OF ACTIONACTION
Map out actions to implement strategies
Decide who will take responsibility for each action
Set target dates for completing each action
Decide on accountability/evaluation measures or standards
Prepare a budget
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CASE STUDIESCASE STUDIES
There are 5 case studies.Case Studies 1 & 2: A Partnership at
Work2 different perspectives
Case Study 3: Discord in Harmony
Case Studies 4 & 5: Metro-City Head Start
Scenes 1 & 2
In groups of 5-7, take 30 minutes to review, discuss & answer the questions.
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STAGE 4STAGE 4 Taking ActionTaking Action
MILESTONESWritten Agreement
Implement Plan of ActionAdapt/Expand
Monitor & EvaluateCelebrate
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COMPONENTS OF A COMPONENTS OF A WRITTEN AGREEMENTWRITTEN AGREEMENT
Identity/legal status of signers.Period of agreement.Scope/Vision.Statement of performance/services/plan.Compliance with regulations.Financial agreement/payment
procedures.Prior approval requirements/authority.Management.Equipment/materials ownership.
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AGREEMENT COMPONENTS AGREEMENT COMPONENTS (CON’T.)(CON’T.)
Liability/Insurance.Record Keeping/Confidentiality.Monitoring/Evaluation.Public/Community Relations.Conflict of Interest/Prohibited Activities.Changes/Amendments.Dispute Resolution.Renewal/Termination.Contact Person.Signatures.
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WRITTEN WRITTEN AGREEMENTS:AGREEMENTS:
REMEMBER, it is always advised to
consult an attorney!
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WHY A WRITTEN WHY A WRITTEN AGREEMENT?AGREEMENT?
To write & agree to shared vision
To write & agree to goals, strategies – plan
To spell out resultsTo spell out
responsibilitiesTo spell out servicesTo define partnership
management
To commit to “what,” “when,” & “how”
To hold people accountable
For audit & legal purposes
To provide “escape” in case of failure
To commit resourcesFor monitoring &
evaluation
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OPERATIONAL TIPS – OPERATIONAL TIPS – ASK:ASK:Is the Written Agreement in place?Has the case management & record
keeping system been revised?Are there policies & procedures in
place?Is there a system for access to needed
records & information?Are confidentiality protocols in place &
understood?Does the database include the
collaboration?
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OPERATIONAL TIPS – OPERATIONAL TIPS – ASK:ASK:Does the collaboration team meet
regularly?Are communication systems used
effectively?Is conflict appropriately addressed?Have job descriptions been revised?Is there a collaboration manager with
appropriate support/authority?Are we doing cross training?
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OPERATIONAL TIPS, OPERATIONAL TIPS, ASK:ASK:Have the goals been communicated
effectively?Is the team regularly assessing
progress on the plan?Is data being collected & analyzed?Are team members following through?Is the community aware of the
collaboration?Are you evaluating for outcomes?
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EVALUATIONEVALUATIONEvaluation is an ongoing processTells how well the strategies are
workingGuides changes/modifications to
the planDOES NOT need to be complexFind out what’s working & what’s
notFix what’s not
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EVALUATING EVALUATING EFFORTEFFORT
ASK:Are our efforts achieving our
Mission?What environmental factors have
inhibited or helped?Do we need new partners?Is our Plan being implemented?
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EVALUATING EVALUATING EFFECTIVENESSEFFECTIVENESS
ASK:Are we reaching the right people?Are we making an impact?What are the child/family
outcomes?What’s different?What happened that we didn’t
expect?Is our Plan still appropriate?
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EVALUATING EVALUATING EFFICIENCYEFFICIENCY
ASK:Are our goals attainable? Are
they being attained?Are our resources sufficient?Are we making the best use of
our talents & strengths?What can we do to be more
efficient?
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PARTNERSHIP SUCCESS PARTNERSHIP SUCCESS PRINCIPLESPRINCIPLES
TAKE YOUR TIME – DEVELOP THE PARTNERSHIP
DRAW FROM STRENGTHS OF ALLOPENNESS, HONESTY, MUTUAL RESPECT
ATMOSPHERE OF POSITIVE THINKING
RECOGNIZE & SEEK EXCELLENCE
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PARTNERSHIP SUCCESS PARTNERSHIP SUCCESS PRINCIPLESPRINCIPLES
HOLD TO THE VISIONABIDE BY RULESHONOR AGREEMENTSSYSTEMS-FOCUSED APPROACH
ADAPT TO CHANGEHAVE A SENSE OF HUMOR!
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BE A STAR! BE A STAR! COLLABORATION COMMERCIALCOLLABORATION COMMERCIAL
With a team, take 5 minutes to develop a 60 second commercial promoting and selling collaboration.
Commercials should be ONLY a paragraph, catchy, and include concepts learned.