Awareness Raising for Managers – xxx 201x

1. Awareness Raising for Managers – xxx 201x

2. What we are going to cover What employee engagement is, and why it is important How understanding staff experience can help improve it What iMatter is, how it was developed and what it is for How iMatter will work and what you will need to do Answers to your questions, and how to find out more

3. Supporting the 2020 Workforce Vision Healthy Organisational Culture Priority NHS Scotland Values Scottish Government have developed a plan for the roll out of iMatterStaff Experience continuous improvement model Health Boards will roll out iMatter from 2015

6. Insert local Board Vision & Values Professional Behaviour progs e.g. CBAS Strategy Leadership Support Initiatives e.g. Schwartz care rounds

7. What does this mean to you? • What do you understand by the term employee engagement? • Why do you think it is important? • What will you see, hear, experience if colleagues are engaged?

8. Why employee engagement? An issue of national importance across the UK because research suggests: 70% of UK employee don’t trust their line manager UK has 6% lower workplace engagement levels than G7 average The UK is 20% less productive than other large economies Only 30% of employees report being actively engaged at work Tanith Dodge, HR Director – M&S Engage4Success - The Evidence - 2013

9. Why does employee engagement matter in the NHS? • Higher staff morale & motivation • Less absenteeism & stress • Greater efficiency, productivity & effectiveness • Stronger financial management

10. Better engagement means • Enhanced patient experience & outcomes • Fewer errors • Lower mortality rates • Lower infection rates

11. A model for continuous improvement

12. The benefits of iMatter For staff Giving you the chance to feed back on specifics and to influence change and improvement in your workplace. For managers Helping understand your team’s perspective on what it means to be in the team and your department. For patients, families and other users of NHS services Improved outcomes that can come from teams taking action in respect of their experience at work. Health Board CEOs, Chairs and leadership teams An idea of how the Board is doing and what themes may need addressing across an organisation.

13. Your involvement in iMatter Step 7 Develop team story boards Step 6 Discuss your team results and develop action plan Step 5 Team reports generated Step 4 Manager monitors response rate Step 3 Staff complete either online or paper Step 2 Manager confirms team names and if paper or electronic questionnaire via iMatter online system. Step 1 Upload team data to iMatter online system

14. Step 2 – Manager confirms teams From:noreply@webropol.com [mailto:noreply@webropol.com] Sent: 12 January 2015 15:01To: Manager’s nameSubject: iMatter questionnaire, please confirm team Dear Team ManagerYour team is invited to participate in the iMatter questionnaire. To ensure the questionnaire is distributed to correct team members please create your team account and confirm your team details following the steps below:1.Click on the link below and create a new password for your team. The link can be found at the bottom of this email. If you are unable to click the link please copy the link and paste this in your browser address bar.2.If you manage multiple teams you may receive more than 1 email. You only need to activate your team account once and can ignore any further emails.3.DONOT share you link with other team managers and colleagues, this link is unique to your team and contains your team details only.4.Enter a password. The password should be a minimum of 6 characters in length and must be alphanumeric with at least 1 special character such as @#?$%!5.Once you have entered the password if you log out this link will no longer be available. To return to your team account you will need to access this from http://nhsscotland-sep.webropol.com here you can enter your username (email) and password (created using the link below).6.Once you have done this please confirm your team details by clicking on the link on the home page or by clicking on the “Manage Team” team tab. 7.Ensure all team details are correct. If required edit any incorrect details.

15. Step 2 – Manager confirms teams contd. 8.Where an email address is provided an electronic questionnaire will be issued. Email addresses do not need to be work addresses a personal email can be used if preferred.9.If a team members email address is showing as incorrect, please remove the team member and re add them with the correct address.10.Remove any team members who are no longer part of your team, including those who will have left your team when the questionnaire is issued by clicking in the square box next to their name. You can select as many or as few names as are needed. Once a name has been selected the Remove button will show at the bottom of the screen.11.Exclude any team members who are not eligible to complete the questionnaire (e.g. those on long term sick leave) by clicking in the square box next to their name. You can select as many or as few names as are needed. Once a name has been selected the Exclude button will show at the bottom of the screen. Staff on maternity leave should have a one to one discussion with their manager regarding their participation in the questionnaire.12.Once you have and completed any edits/amendments click on the “Confirm team up to date” button to confirm your team. Once you have confirmed the team you will not be able to go back and edit any details.13.PLEASE NOTE: Once you have clicked on “Confirm team up to date” you will not be able to make any further changes to your team.Please note the deadline for confirming teams is Monday 1st June after which you will no longer have access to the link. Any unconfirmed teams will not be included in the iMatter questionnaire distribution. Team member’s feedback is very important in helping your team to monitor and improve levels of staff experience.Thank you for your time and co-operationiMatter Programme Team Since this is your first login please change the password by link: http://nhsscotland-sep.webropol.com/EN/Account/SetPassword?userId=6a98c70f-56e2-4811-b197-8fd0dc6ee43c

16. How the model works – Step 3 About me My organisation My team / line manager www.staffgovernance.scot.nhs.uk

17. Example email issued to staff: From:messages-noreply@webropolsurveys.com [mailto:messages-noreply@webropolsurveys.com] Sent: 02 February 2015 11:49To: Named individual Subject: iMatter questionnaire, please respond Dear ‘Respondent’,You are invited to participate in the iMatter questionnaire and your team manager (for example Birgit Clark’s iMatter Project Team) has confirmed that you will be included in this process. Please click on the link below to access the questionnaire which should take no longer than 10 minutes to complete. Please note you are required to answer every question in order to submit your response. The questionnaire requires to be completed in one visit.http://www.webropolsurveys.com/R/B3D87D55C0CD7C4B.par?q1=Birgit+ClarkThis is an anonymous questionnaire; all answers collected will be treated with the utmost confidentiality and cannot be linked to any respondent.Your feedback is very important in helping your team to monitor and improve levels of staff experience.You will receive your team result and will be invited to develop your team iMatter action plan to support on-going staff experience continuous improvement as well as having the opportunity to share your successes as a team.Please note the deadline for responding is Friday xx xxxx after which you will no longer have access to the link. Your feedback is very important in helping your team to monitor and improve levels of staff experience.Thank you for your time and co-operationBest WishesiMatter Programme Team

18. Understanding your results – Step 5 Team Name SAMPLE SAMPLE

19. Results contd. SAMPLE

20. Results contd. SAMPLE

21. Results contd. SAMPLE

22. Results contd. SAMPLE

23. Learning from Pilot Testing Pilot 3 - 162 teams tested across 3 pilot Boards Teams within the Greenthreshold = 105 teams (64.8%) Teams within the Yellowthreshold = 50 teams (30.7%) Teams within the Amberthreshold = 3 teams (1.8%) Teams within the Redthreshold – None 4 teams with less than 5 people did not attain 100% return to produce an EEI score

24. - Step 6

25. Storyboard – Step 7 Team name SAMPLE

26. Staff Experience 2015 SE Story 2017 SE Story 2016 SE Story 2015 Team name Patient Experience SE Story 2018 SE Story 2019 SE Story 2020 Co-Production Positive Staff Experience Enhances Patient Experience Supporting the Delivery of the 2020 Workforce Vision

27. NHSScotland BOARD (Chair) CEO DIRECTORS TEAMS: • iMatter Team Report including EEI score • Access their Directorate aggregated iMatter EEI score NOTE – iMatter Team Report, Team Action Plan and storyboard are NOT shared without permission of the team iMatter Operational Leads will have access to all iMatter and EEI reports to provide support and mentorship when required

28. ‘iMatter’ Empowerment Scrutiny Employee Focus Groups Staff Governance Monitoring Tool Reassurance Staff Experience Evidence of Continuous Improvement

29. Local Roll-out Plan

32. Summary: The Role of Team Managers in the implementation of iMatter… • Ensure your staff are fully briefed about iMatter by attending an iMatter Awareness Session. • Proactively encourage participation from your whole team in iMatter, including completing the iMatter Questionnaire. • Confidently and competently share the Team Report at a feedback session with your whole team. • Create local shared ownership of your specific Team Action Plan and input your Team Action Plan (and Storyboard) on the iMatter Portal. • Commit to progressing your Team Action Plan in terms of time, focus and resources, scheduling monitoring/review discussion at least quarterly. • Discuss your EEI Score with your line manager at your PDR, also talking about your Team Action Plan (strengths/ improvement areas) if possible. • Commit to share learning/ good practice at National Learning Sets.

33. Any questions?

34. And finally... https://www.youtube.com/watch?v=xqO3sfRZDAE