Developing an Outreach Work Plan

© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org

Dayanne Leal, Deputy Director, Best Practices Institute | 06.13.2014

Developing an Outreach Work Plan

2 © 2014 Enroll America and Get Covered America

EnrollAmerica.org | GetCoveredAmerica.org

Agenda

I.  Plan for Success II.  Measure for Guidance III.  Write Your Work Plan IV.  Practice Exercise V.  Best Practices &

Resource

© 2014 Enroll America and Get Covered America EnrollAmerica.org | GetCoveredAmerica.org 3

I. PLAN FOR SUCCESS

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Why Should You Plan?

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Here are Some Reasons

Helps you avoid

mission creep

Provides the right and clear direction

Helps with decision making

Facilitates coordination

of efforts

Allows program

prioritization

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Key Steps Towards Your Planning

I. Identify and capitalize on your

strengths

III. Identify and understand your

population of focus

II. Build on the strengths of

others in your community

IV. Ensure you have the

necessary skills to conduct your

outreach

V. Write your outreach and/or in-

reach plan

VI. Monitor, evaluate, and refine when

needed

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II. MEASURE FOR GUIDANCE

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Why Should You Measure Your Efforts?

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Here are Some Reasons

Helps identify effective

strategies

Helps you know if

your plan is working

Help you improve

your partnerships

Ensure you are spending resources in the right way

Show where to refine when

needed

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Implement a System to Track Your Activities, Process and Outcomes

Questions to Consider When Choosing Indicators: ü  What kind of information do I need to collect to know if my strategy is working? ü  What baseline information should I obtain and/or use to be compared with current process

and outcome measure?

Helpful Strategies to Implement a Tracking System: ü  Keep log of tasks involved with each activity. For example, number of materials distributed,

number of events held and attendees. ü  Keep contact log of calls received or face-to-face visits with the following information:

ü  How individuals heard about your effort or organization? ü  Outcome of the call or the visit. ü  Link the calls or face-to-face visits to each individual activity.

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Important to use indicators that help you measure both process

and outcome!

Allows you to know if your activities are complete as well as monitor how much effort was put into your activities.

Process Measure

Allows you to measure the results of your activities so you can assess if the activity was successful or not.

Outcome Measure

The specific information you will collect to help measure and evaluate process and outcomes. Indicators


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III. WRITE YOUR WORK PLAN

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Important to Write Your Plan Outreach Work Plan Template

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Build an Outreach and/or In-Reach Work Plan

Define your plan of action:

• What is your goal(s)?

• What strategies will you use to achieve your goal(s)?

• What activities are need to accomplish success?

Accountability

• Who will be responsible for executing each activity?

• When will each activity be completed?

Desired Results

• What specific result(s) do you expect to see from each activity?

• How will you measure success? Important to track Process and Outcome measures.

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Filling Out Your Work Plan

Step 1: • Define Your Goal: What

do you want to achieve?

Step 2: • Choose Your Strategy:

How are you going to get there?

Step 3: • Activities: List the tasks

necessary to complete your strategy.

Step 4: • Who & When: List who

will implement each activity (or can be a resource) and by when.

Step 5: Define Your Outcome: What are the expected outcomes for your activities?

Step 6: Measure Of Effectiveness: Which indicators will inform you if you have achieved your expected outcomes?

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Apply the SMART Framework to Develop Your Goals

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Specific

Measurable

Attainable

Relevant

Time--Bound


Your Work Plan Should list Indicators to Measure Both Process and Outcomes

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Enrollment Events

•  Process: Number of events held

• Outcome: Number individuals who applied for health insurance

Material Distribution

•  Process: Number of postcards distributed

• Outcome: Number of calls received as result of the postcards distributed

Partnership Development

•  Process: Number of organizations contacted to form a partnership

• Outcome: Number of referrals received from each organization

Earned Media Efforts

•  Process: Number of times staff participated in a Radio program

• Outcome: Number of calls received as result of the radio program

For example…


Outreach Work Plan Example Step by Step

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1. SMART Goal Ø  By December 2014,enroll 100 uninsured individuals in health

insurance (including Medicaid).

2. Outreach Strategy Ø  Participate in 3 “live” radio interviews a month for a period of 2

months to promote how/where individuals can sign up for health insurance.

3. Activities 1.  Identify one radio program that: serves Latinos (Spanish

Speaking), Latinos (Portuguese Speaking), and African- Americans and contact them by July 2014.

2.  Schedule radio interviews (one a week) by August 2014. 3.  Participate in one radio interview per week by November 2014.



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4. Accountability Ø  Specify department, title or staff name if it is not you.

5. Expected Outcomes 1.  By August 2014 at least one radio program serving

Latinos (Spanish Speaking), Latinos (Portuguese Speaking), and African- Americans have agreed to host staff at their radio shows.

2.  At least 20 phone calls a month from each radio program. 3.  By November 2014 participated in 6 radio programs.



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6. Indicators Ø  Process:

§  Number of radio programs contacted §  Number of radio programs interviews

Ø  Outcome: §  Number of individuals who called into the radio

program §  Number of calls received as a result of each radio

program


IV. PRACTICE EXERCISES

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Activity 1: Reflect Back & Look Forward

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Do You Have Experience Developing an Outreach Work Plan? Specify.

Do You Track and Evaluate Your In-Reach & Outreach Efforts?

Do You Know What Your Most Effective Strategies are?

Write on a piece of

paper the answers

to your questions.

Large group

discussion.

Where Are You? Where Do You Want to Go?


Activity 2: Outreach Work Plan Framework Exercise

In pairs or small groups use one of the following categories to practice developing your outreach work plan:

Outreach Strategies

In-reach Strategies

Developing Partnerships

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Activity 2: Outreach Work Plan Framework Exercise

Step 1: •  Define One Goal

Step 2: •  Choose One

Strategy

Step 3: •  List One to Three

Activities with Specific Timelines

Step 4: •  Define Expected

Outcome

Step 5: •  Choose One to

Three Indicators

Step 6: •  Share and Receive

Feedback

Using the category that you selected or that was given to you follow the steps:

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Activity 2: Outreach Work Plan Framework/Template Exercise

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Goal

Strategy

Activity (ies)

Expected Outcome for the Activity (ies)

Indicators

In pairs or small groups fill out the handout below based on the category you have selected.


Receiving Feedback

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V. BEST PRACTICES & RESOURCE

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Key Elements to a Successful Outreach and/or In-Reach Work Plan

Ensure your outreach work plan is comprehensive and reflects your outreach work.

Define concrete goals, strategies, and activities based on your audience and apply the SMART framework.

Choose indicators you will be able to collect information to measure your success.

Keep track whether an activity is complete, incomplete, or in progress. Update your outreach work plan at any time to reflect your work and any modifications.

Ensure outreach staff participate in the development of the outreach work plan. It enhances buy-in and accountability.

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Resource to Assist You

link:

How to Create an

Outreach Work Plan

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Thank You For Listening to This Training!

Visit us at EnrollAmerica.org

Contact Dayanne Leal at [email protected]

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Healthcare

Developing an Outreach Work Plan