Hammer & Oil: Accreditation Best Practices Part 2

Accreditation of Programs are like Hammer & Oil. To achieve accreditation organizations must consistently “hammer” themselves to add better frameworks into the organizational policies, procedures and consistently “oil” these organizational policies and processes to enhance them and make the organization and programs function more efficiently.

In Part 1, I wrote about how organizations can “hammer” themselves to get into shape for accreditation. Now let’s see how the organizations can “oil” themselves to stay in shape.

Part 2

Let’s talk about the “OIL”!

Project Management

Expect the best, plan for the worst, and prepare to be surprised.” ~ Denis Waitley

Project Management is the management of all the nuts and bolts of your project, while keeping the machine running. In other words, after the hammer, oil the machine and keep it running.

What are the components of managing a project?

l Use action plans

l Coordinate logistics

l Run effective meetings/workgroups

l Monitor and track activities

Action Plans

Action plans are usually a checklist of tasks you need to complete to achieve your goal. Make sure the action plans are specific and has a start and end date

What’s on an Action Plan?

· Action Plan Name

· Task Description

· Responsible Party

· Priority

· Target Start Date

· Target Finish Date

· Status

· Notes/Comments

All templates should be stored on the organization’s Intranet Site.

Why is an Action Plan useful?

• Helps activities run more smoothly
• Keeps responsible parties on track and
  in-the-know
• Identifies milestones in the action plan
• Monitor action plans through workgroups

Logistics

Logistics are the lifeline of your projects and critical for accreditation projects. A seamless flow of a project depends on good coordination of logistics that helps implement project objectives. Know all the logistic details of your project. For example, schedule and document rooms, times and phones for audit interviews, prepare opening and closing presentations etc.

Logistics Details

• Rooms

• Phones

• Computers

• Food

• Supplies

• Security/Parking

• Opening/Closing
Presentations

• Signage

Why is a logistics plan useful?

• Helps with audit preparation
• Keeps the team organized
• Delegates responsibilities
• Promotes teamwork
• Good use of checks and balances

Run effective meetings/workgroups

Schedule meetings only when you have specific objectives. Conduct organized meetings. Always have a detailed agenda, responsible parties and applicable documents. Agendas should be specific and concise to drive the meeting and achieve the purpose of the meeting. If you have a specific date for the accreditation, hold at least weekly status update meetings and ensure subject matter experts brings updates to the meeting. Send agenda and documents at least a few days ahead to set the expectation

What are some common meeting problems?

• Unprepared participants
• Finishing on time
• Inability to make decisions
• Dominant participants
• Key people don’t attend
• Lack of follow through on tasks

What makes an effective meeting?

• Develop an agenda
• Start on time, end on time
• Take down Action Items, add to action plan if necessary
• Keep everyone focused on the topic
• Re-negotiate timeframes if necessary
• Follow-up on action items
• Set time, date, and place for future meetings

Project management 101

· Get participants involved from the beginning

· Define your project parameters

· Break the project down into separate activities

· Set realistic dates for completing each activity

· Make sure everyone agrees on who is responsible for each activity

· Identify milestones

· Build in regular progress updates

· Predict where trouble may occur — prepare contingency plans

· Remind people of deadlines BEFORE the deadline — adjust deadlines when needed

· Don’t have a meeting if there is nothing to discuss

· Don’t have a meeting just to distribute materials

• Document all additional information submitted onsite
• Track document or information requests
• Be prepared and ready for anything
• Make sure appropriate staff is readily available
• Expect last minute problems

Communication is key!

Make it fun!