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Knowing me, knowing you…there
is something we can do
What is it?
National campaign to raise the profile
of library and knowledge team
involvement in mobilising evidence
and organisational knowledge
#Knowvember18
Introduction to campaign
Inspiration
Get Ideas
Sharing learning
Networking
Pledge support for #Knowvember18
What is today about?
Knowledge Management in Context
@NHS_HealthEdEng #HEELKS
Knowvember 2018
Leeds
13 September 2018
David Stewart
Director of Health Library and Knowledge
Services North
Health Education England
What do we mean by knowledge
management?
Knowledge – familiarity gained by
experience
Knowledge Mobilisation –
connecting and encouraging
people to share explicit and tacit
knowledge AND to use or
mobilise this knowledge to
inform their own decision making
@NHS_HealthEdEng #HEELKS
Quality & Productivity Challenge
The Dalton and Carter Reviews
Sustainable Transformation Partnerships
Integrated Care Systems (ICS)
Getting It Right First Time (GIRFT)
NHS RightCare
New Care Models Programme
@NHS_HealthEdEng #HEELKS
An ambitious vision:
NHS bodies, their staff,
learners, patients and the
public use the right
knowledge and evidence,
at the right time, in the
right place, enabling high
quality decision-making,
learning, research and
innovation to achieve
excellent healthcare and
health improvement.
Knowledge for Healthcare
https://www.hee.nhs.uk/our-work/library-knowledge-services
Library and Knowledge Services Policy
To ensure the use in the health service of evidence obtained
from research, Health Education England is committed to:
• Access: enabling all members of NHS workforce to freely
access library and knowledge services
• Workforce development: developing NHS librarians and
knowledge specialists to use their expertise to mobilise
evidence to underpin decision-making
• Service development: developing proactive NHS library
and knowledge services - coherent national service
focussed on needs and priorities
NIHR
https://www.hee.nhs.uk/our-work/library-knowledge-services
Business critical
Healthcare Library and Knowledge Specialists can play a pivotal
role in helping organisations to identify and seize opportunities to
achieve productivity, realise efficiency savings and improve the
quality of patient care. For example -
• Increase and improve the use of evidence into practice through
provision of synthesised, summarised evidence and horizon
scanning products
• Develop tools, processes and resources so that healthcare staff
can effectively share organisational knowledge and know-how
@NHS_HealthEdEng #HEELKS
Mobilising organisations
https://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/
Evidence and Knowledge Self-
Assessment Tool
Mobilising the knowledge of healthcare
professionals
Tools and techniques E-learning
https://www.e-lfh.org.uk/programmes/knowledge-mobilisation-framework/
Mobilising librarians
Increase the confidence and capability of
library and knowledge specialists to assess
organisational needs and introduce
knowledge management solutions
Learning Zone
Development Guide
Leadership Programmes
PKSB for Health
Summarising & Synthesising courses
Establishing a Community of Practice
The KM Toolkit
Links to tools &
techniques
Links to short case
studies of real-life
examples.
Includes contact
details of the service,
for more information
The Knowledge
Management
Toolkit
KM goal
https://kfh.libraryservices.nhs.uk/knowledge-management/
A National Community of Practice for KM in LKS
• An interest and common purpose for a CoP was identified at
the Mobilising Evidence training events in 2017…
• So, Emily and Katie (the KM team at HEE) are going to kick
things off!
• If you’ve not already, join the mailing list:
• We will look at other tools and platforms as a group
• Everyone is welcome! You don’t have to be an ‘expert’ – if
you’re a newbie, it’s a chance to learn from the experts!
• We can expand on the conversations from #Knowvember/
Padlet, report back on Pledges, ask questions and Share Our
Knowledge!
NIHR
https://www.hee.nhs.uk/our-work/library-knowledge-services
The Importance of Conversations
@NHS_HealthEdEng #HEELKS
Impact, Impact, Impact
NIHR
http://kfh.libraryservices.nhs.uk/value-and-impact-toolkit/kfh-impact-tools/impact-case-studies/
Make
and
share
your
pledge
https://kfh.libraryservices.nhs.uk/knowvember/
Questions and Contact Details
For further information speak to your regional library
lead or a member of the MEK work-stream group:
Louise Goswami [email protected]
Sue Lacey Bryant [email protected]
Alison Day [email protected]
Using the Evidence and Knowledge
Self-Assessment Tool
@NHS_HealthEdEng #HEELKS
Knowvember 2018
Leeds, 13th September 2018
Emily Hopkins
Knowledge Management Programme Manager
Health Education England
Overview
Introduce the Evidence and
Knowledge Self-Assessment Tool
Practise working through a short
section of the tool
Consider knowledge mobilisation
opportunities that you could
introduce in your organisations
The Evidence and Knowledge Self-
Assessment Tool
This self-assessment tool was
devised in 2017 to encourage
NHS organisations to make
better use of knowledge as an
asset
http://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/
Feedback from using the tool
This has given us the opportunity
to change the way we deliver
care and should enable better
patient outcomes.”
Nicola Shopland, Medical
Division Chief Nurse, Surrey and
Sussex Healthcare NHS Trust at
the Medical Division Board
“Completing the
Board tool has
completely changed
the way we will make
use of knowledge”
“
“The library team
should be our
knowledge stewards
in the same way as
microbiology are the
antibiotic stewards
for the Trust.”
“Really useful as an
exemplar of best practice
and as a way of setting
up expectations and
methods to support this” Director HR/OD Poole Hospital Ben Mearns, Chief of Medicine, Medical Division,
Surrey and Sussex Healthcare NHS Trust
See it in action“Completing the Board
tool has completely
change the way we will
work and our use of
knowledge”
“
“The library team
should be our
knowledge stewards
in the same way as
microbiology are the
antibiotic stewards
for the Trust.”
https://www.e-lfh.org.uk/programmes/knowledge-mobilisation-framework/
Have a go …
❖Work through the criteria of section two – culture
and capabilities with the person next to you
❖ Answer from the perspective of either your own
team or your own organisation
❖What are your strength areas?
❖ Have you identified areas for development?
Benefits?
What are the potential
benefits of using the Tool for
you individually, for your
service and your
organisation?
http://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/
Priorities and Planning
Identify which priorities you
would consider to be:
• ‘business as usual’ for you
• Extending your current role
• Identify those areas you want
to know more about
Find out more
• Complete the self-
assessment e-learning
module
• Use the additional resources
associated with the e-learning
to find out more about
maturity models
• Use the KM Toolkit to find out
more about KM tools and
techniques
https://kfh.libraryservices.nhs.uk/knowledge-management/
Over to you…
What 3 things will you
do in the next 6 months
to help mobilise
knowledge in your
organisation?
Will using the Self
Assessment Tool be
your pledge for
#Knowvember2018?
Questions and Contact Details
Feedback about using the Evidence and
Knowledge Self Assessment Tool and
particularly any additional training you feel
would be useful to:
Alison Day
@alisonday3
Emily Hopkins
Knowledge Management Programme
Manager
Health Education England
Hosting a randomised coffee trial to empower
staff to make connections, network
and collaborate
Victoria Treadway
@librarianpocket
The concept
1. Meet for a coffee
2. Have a chat
3. See what happens!
Aim: to coordinate, promote and evaluate the impact of a
Randomised Coffee Trial
Materials produced
• Poster
• Email invitation
• Sign up sheet
• Excel file to randomise
50 people signed up (25 pairs randomised)
“Pairing up” email sent
Feedback requested 6 weeks later
The Wirral experience
sign ups
feedback responses (44% response rate)
people met up with their pairing (61% of respondents)
people didn’t meet up – why?
said it was a positive experience
What happened?
Randomised Coffee Trial: impact
I connected with
someone I
wouldn’t
otherwise have
met
I widened my
professional
network
I learned
something
new
I’d do it again!
“I got on very well with the person I met and we
have agreed to meet up again in our own time. I
found the trial interesting and enjoyable. I have
worked in this building for 20 years and there must
be hundreds of people I have never met. This is a
great way to meet people for professional
networking or just a friendly chat.”
“It was really nice to meet
someone from a different
department. We had a good
chat and have kept in touch
since our meeting.”
Top tips
Use your connections to promote
Adapt existing templates
Include conversation pointers
Be creative (!) with your pairings
Gather feedback
Conclusions
Hosting a Randomised Coffee Trial is a simple
but effective knowledge sharing activity
It can help people to make connections, widen
professional networks and learn
It sparks interest and curiosity
People want more!
Resources
NHS Horizons: How to set up a
Randomised Coffee Trial
David Gurteen: Randomised
Coffee Trials
Nesta: Institutionalising
Serendipity via Productive Coffee
Breaks
FabChange70
Randomised Coffee Trial
How does it work?
• Everyone is randomly paired with
someone else in attendance
(check the list to see who)
• Grab a drink* - find your pair -
have a chat for 15-20 mins
• It’s that simple!
RCTs help us connect to colleagues,
learn from and other about each
other and break down silos
*drinks other than coffee are acceptable
Talking points (only a suggestion)
• Have you thought about what you might do for
#Knowvember18?
• Have you delivered any KM in your organisation? How
did it go? Any learning you can share?
Bitesize Knowledge Management#KNOWVEMBER18 Leeds, September 2018
presented by Caroline Storer,
Knowledge Manager
Knowledge Management
Randomised
Coffee Trials
End of project
retrospective
reviews
Hello…
my name isYammer and
Blogs
Champions for
Change
Communities of
Practice
Knowledge
Transfer
Knowledge
Cafés
Randomised Coffee Trials
107 participants, 2 rounds
Senior executive management team participation
Reminders to meet
Does work via phone/Skype although face to face is better
Suggested questions to prompt discussion
Engage the help of your Comms team
Feedback
Ask for feedback and ask again!
Feedback indicated a desire to participate twice a year in RCTs
“I find that NHS Digital still works in silos and it is hard
to appreciate what other teams do, the RCT is valuable in
terms of breaking down those barriers and encouraging
networking and building new relationships”
“Great scheme. Really works”“I think it's an excellent initiative and
encourages collaboration and sharing of
knowledge”
“Great initiative towards
breaking down internal silos”
“it is a great idea and has the
potential to form good networks”
“we need more similar kind of activity
to connect with our colleagues. this is a
great opportunity, thank you”
Randomised
Coffee Trials
End of Project Retrospective Reviews
Retrospective Reviews
Time consuming – 3 to 4 hours
Ideally need everybody in the room
Pre meet, agreement form. Everybody knows what’s expected
100 Knowledge Champions trained to facilitate retrospective reviews
Encourage the champions to ‘buddy up’ to facilitate for other teams
Feedback that they’re cathartic, useful and enjoyable
Write up – KM team or requester team?
Case Study
Need to share and embed recommendations
Lessons Learned Logs
Lessons learned logs for every project and programme part of our
governance
Hello…my name isChris Pointon came to talk to us at NHS Digital in the
summer
Desk name cards
Comms produced templates for Desk Name Cards
Encouraged to use on desks
Open plan, hot desking, multiple offices
The name cards help to find people
Twitter introductions
On Hello my name is day (July 23rd) we were encouraged to say who we are and
what we do on Twitter or Yammer and why it’s important for patients
Found out who people are and what they do within our organisation
Some people posted photos
Also showed external people some examples of what we do
Blogs
Yammer
A lot of activity on Yammer. Various groups some closed, some open
Linked to our intranet news on Sharepoint
50% of our staff use Yammer (some more than others)
Used for surveys to gain opinion and for announcements. Ask for help
Need to remember other methods of communication for the other 50%
# taxonomy to retain and retrieve knowledge
Blogs
Anyone can write and publish a blog on Sharepoint
Topics include: smart working, change, statistics, mindfulness, GDPR, E-nurses
Blogs remain accessible
Good way of story telling, sharing knowledge and experiences, raising awareness
and starting a conversation
Remember it is somebody’s opinion
Yammer
Knowledge Cafés
Some more active than others. Some Yammer only, some face to face
Agile working, Innovations, Leeds Hub, Public Transport Alerts, Cycling
Professional Groups
Knowledge Cafés and Espresso Cafés
Participants have been engaged. Positive feedback. Gather knowledge
Knowledge Maturity sessions
With CoPs and programme teams
Self assessment and river diagrams based on Chris Collison’s work
Pair groups/teams up with another – Peer Assist
Communities of Practice
Knowledge Harvests
Time consuming – the actual harvest, planning and write up
Plan in advance
Reluctance by harvestees to participate
Have a case study to show positives
Other ideas for Knowledge Retention and Transfer
Knowledge Retention and Transition Toolkit in KfH KM Toolkit
Get a useful resources list from the leaver
Knowledge Retention and Transfer
Change Champions
Employee voice
Try and join any active groups like this in your organisation
Allies, change agents, leaders, keen to collaborate
Opportunities for knowledge management
Champions for Change
#Knowevember18
#FabChange70 17th -19th October
Clinical Audit Week 19th -23rd November
Knowledge Management Calendar
Randomised Coffee Trial 3rd Round
How to get the best from Athens ‘Look and Learn’
CPD session on KM for our Clinicians
Knowing me, knowing you…..
Contact us
Caroline Storer, Knowledge Manager0113 397 3980 | 07917 505 060
Questions?
Before you go…!Harvesting and harnessing staff knowledge
Suzanne Wilson
Head of Library and Knowledge Services
Sowing the seeds…
• Staff are our greatest asset – too often leave organisation with years with of experiential and organisational knowledge
• Inefficient for successor at handover
• Exit interviews versus knowledge retention
Cross pollination…
• Used KfH resources – KRT toolkit for leavers
Crop management…
• Checked permissions for adapting
• Amended questions for facilitated discussion
• Created a prep sheet to send in advance
• Made all tools available on Sharepoint site
• Tested questions with leavers
Harvest…
Learning for next time…
• Focus on critical knowledge or senior roles
• Focus on action, rather than knowledge capture.
• Timing is important
• Feedback – gives a structure that hadn’t been considered
• Seize opportunities
Next steps
• Further testing with clinical roles
• Create a Handover toolkit/handbook that managers could use themselves to support leavers.
• Join Talent Management Group
www.england.nhs.uk
D e v e l o p i n g o u r K n o w l e d g e S e r v i c e
S u s t a i n a b l e I m p r o v e m e n t Te a m
September 2018
Andrew Lambe | Fiona Anthoney | Jo Shaw
K n o w l e d g e a n d I n t e l l i g e n c e
www.england.nhs.uk
Andrew Lambe
Knowledge and Intelligence
Manager
Fiona Anthoney
Knowledge and Intelligence
Facilitator
Jo Shaw
Knowledge and Intelligence
Coordinator
To inform, accelerate and support
teams deliver better, efficient and
sustainable improvement
programmes
A knowledge hub of improvement
content and intelligence
A bespoke knowledge service
knowledge and intelligence team
www.england.nhs.uk
Consultancy
Capability
Content Curate Collaborate
bespoke knowledge service
SIknowledge hub
5 Cs
www.england.nhs.uk
• Expertise, e.g. Royal Colleges,
professions
• External networks
• Conferences
• Front line experience
• Evidence and intelligence, news
• Primary or secondary research;
systematic reviews
• Case studies
• Policy, guidance and tools
• AARs & retrospects
• Expertise and experience; e.g.
staff of past / current projects
• Networks and CoPs
• Intellectual capital (past
deliverables, guidance, tools)
• Good or best practice
• Organisational process or
methods; corporate standards
• Case studies
external
internal
SO
UR
CE
KNOWLEDGE TYPEKnow-how (tacit) Content (explicit)
SI knowledge
hub coverage
content, curate, collaborate
www.england.nhs.uk
1. Discover and understand
2. Identify desired
outcome(s)
3. Plan intervention(s)
4. Take action
5. Monitor and evaluate
1. In depth conversation with programme lead:
• Programme context and status
• Requirements and capability
• Knowledge sharing goals
Tool: structured discussion guide
2. Engage programme team:
• Team complete diagnostic
• Team discussion to clarify and
agree knowledge priorities
• Identify knowledge champion
Tool: knowledge diagnostic
3. Develop knowledge productivity
plan:
• Build plan with champion
• Programme lead approval
Tool: knowledge productivity plan
4. Action plan:
• Provide relevant tools,
resources and guidance
• Provide support as required
• Train champion on dashboard
Tool: knowledge productivity plan
5. Monitor progress against plan:
• Monitor Sharepoint and CRM
• Monthly progress meetings with champion
• Quarterly updates to programme lead
Tool: knowledge productivity plan
consultancy, capability
www.england.nhs.uk
INTERNAL KNOWLEDGE HUB
Curate
News feeds &
Spotlights:
snapshot of current
news and research
Topics:
health, improvement,
leadership, learning
organisation
Coffee Breaks
Biweekly synopsis of
relevant news
Access on knowledge
hub or Yammer
Newsstands
Topic based
newsfeeds
Topics:
STPs/ACOs, 7DS,
primary care, learning
disabilities
Collaborate
Health improvement
organisations,
networks or platforms
Coverage:
England, UK,
worldwide
www.england.nhs.uk
KNOWLEDGE SERVICE
Consultancy
Project knowledge
champions
Define access,
manage and share
knowledge actions
Capability
Learn before,
during and after
Capture know-
how; enable
learning
organisation
Knowledge Management Toolkit
March 2018
www.england.nhs.uk
Any
questions?
The fishbowl
conversation:
A mechanism
for knowledge
sharing
Tracey Pratchett
@traceypratchett
Victoria Treadway
@librarianpocket
What is a fishbowl
conversation?
van Hove, 2016
http://www.marcelvanhove.com/visual-facilitation-fishbowl/
Why?
When?Alternative to traditional debate
Sharing ideas or learning
Unconferences / open spaces
Larger groups
Enables dynamic participation
Safe, protected space
Organic, free-flowing discussion
Reflections from participants
How can we capture
conversation - audio, video?
Group size could be
problematic
Room logistics
Accessibility challenges
Lack of chair/direction
Good for both people who
want to talk or just listen
Great for storytelling
Flexibility of conversation
Good for problem solving
Top fishbowl tips
What topic?
Group size
Group dynamic
Use a plant!
Room layout
Consider accessibility
Capture and share the learning
Reflect on the process
Consider a prop / toy
Thank you
Any questions?
Tracey Pratchett
Lancashire Teaching Hospitals NHS Foundation Trust
@traceypratchett
Victoria Treadway
NHS RightCare
@librarianpocket
Know it all? Knowledge
management at NHS RightCare
Knowvember, regional event Leeds
13 September 2018
dropdown list. Remember to delete this text from your final presentation.
2
Sharing experiences of supporting a large scale
change programme at NHS England
Today you’ll hear practical solutions and insights about:
• Bringing people together to share what they know
• Incorporating KM processes to improve decision making
• Using technology such as Office 365 to your advantage
• Positioning and explaining your KM offer
3
Our Delivery Partners
Health systems are supported by an NHS
RightCare Delivery Partner, this senior resource
should be used a framework for local
improvement discussions and to help implement
the NHS RightCare approach.
4
NHS RightCare KM team
5
Based in the central NHS RightCare intelligence team
Team of four: KM lead, KM facilitator, KM co-ordinator and project
manager
Our offer for NHS RightCare:
• learning sessions
• facilitate after action reviews and other KM processes
• Office 365 site for the team with collections of resources
• keeping up to date - weekly horizon scan to identify new evidence
• “Ask a question” – evidence summaries of “what works”
Bringing people together to share what
they knowThe KM team encourages learning through webex lunch and learns, learning session
for Delivery Partners and informal peer to peer exchange.
Earlier in the year we ran a session on frailty with the National Clinical Director.
6
Tweet about a new NHS RightCare frailty
pathway promoted at EXPO September
2018
Tweet about KM session on frailty in
January
Bringing people together to share what
they knowA learning session on gastroenterology allowed senior leaders to exchange insights
about an optimal pathway to inform their local decision making.
7
“learning about the faecal
calprotectin test to ensure
endoscopies are only undertaken
on patients who were going to be
accurately diagnosed by this test"
NHS RightCare delivery partnerExample slide from the
session Screenshot from our
SharePoint topic page –
hosts slides, links to
resources
Incorporating KM processes to support
decision making
The KM team has a role in raising awareness and use of KM processes.
.
8
Using webex to run an after action review
We ran an After Action Review after
publication of one of our products (COPD
pathway) with the project team and National
Clinical Director.
The pathways team then used the
recommendations to improve future
products.
Using technology to your advantage
The KM team set up, support and train colleagues in using Microsoft Teams
9
One of the RightCare programmes
using Teams to support knowledge
sharing
This helps to increase collaboration through
shared tasks, conversations and working on
files “real-time” whilst “on the move”.
The KM team adds value by offering training,
establishing relationship with corporate IT and
good practice with file naming, permissions etc.
Using technology to your advantage
The KM team obtained approval for an extranet, set it up, manage membership
requests and offer training to support delivery.
10Shared decision making
collaborative discussion board
The Shared Decision Making Collaborative use
the extranet to share files, details of events and
discussions.
It means that there is a place to go for people to
ask questions and share experiences with
members of the collaborative when implementing
SDM..
Positioning and explaining your KM offer
• Keep things simple!
• Build positive relationships with colleagues and key influencers
• Position KM to support delivery
• Do not assume prior understanding of KM
• Use existing resources from the KM toolkit
• Understand level of maturity as this will affect uptake of KM
• Be positive about KM – it does add value!
11
How it works…
Introduction
5 mins
One question to
discuss in tables
30 mins
Two rounds.
Everyone swaps
tables once
15 mins per
round
Feedback and
actionable insight
from one person
per table
10 mins
“What skills have you got that
can be applied to knowledge
management? How can we
build on these skills?”
Knowvember needs you…
Join the conversation
#Knowvember18
@kfh_knowvember
#ukmedlibs
16th October 2018
Join the Community of Practice
If you’re not already on it, join the KM mailing list:
– Go to
https://lists.libraryservices.nhs.uk/cgi-
bin/mailman/listinfo/km to subscribe
– Or email
and Emily or Katie will add you
https://kfh.libraryservices.nhs.uk/knowvember/
#Knowvember18 @kfh_knowvember
