PHASE 3 – DECIDE
Stage 10: Co-Decide
Decisions which foster long-term and widespread commitment are key to creating change. This phase will enable you to ensure decisions are made based on evidence, input and impact. The transparency and inclusiveness of the approach you use will underpin the engagement of stakeholders. Their advocacy for the solutions agreed is often critical for progress.
The best decision making can be measured by how rapidly stakeholders enact the plan through sharing resources and managing barriers to implementation. In Western cultures we have seen so many unilateral decisions made that we associate strength with being singularly decisive. To solve the complex problems associated with co-design we need to embrace communal identities and collective outcomes. Through forging alliances we become capable of overcoming the increasingly challenging problems we face.
Go to Stage 10 Content
Co.Design4All
2 Stages of Decide
The DECIDE Phase has 2 stages and 21 tools
Stage 9
Analysis
Analysis of the outcomes from the co-design process needs to take place by considering the priorities of the participants. Ideally this process will involve participants to ensure their voice is reflected in the results. Managing competing perspectives and interests is critical when generating the best ideas to take into decision making.
8
Tools
Stage 10
Co-Decide
Following analysis of the co-design phase, participants then need to be re-engaged in the prioritization process. This is how you will commence co-deciding the best course of action. Ultimately, the group needs to consider the final options in light of any project constraints and emergent opportunities. Once this detail is understood, a collective decision can be made about what will be taken forward into detailed planning. The processes for that will be outlined in more detail in the next phase.
13
Tools
Gate 3 – REFLECT & PLAN
Before moving into the final phase of the framework a reflect and plan stage gate should be completed. Once again you will be asked to review what has been achieved. Based on this review process you can plan for the next stage of implementing the toolkit. The toolkit provides a set of outcomes which should have been delivered in this phase. Questions are provided to assist you consider if you are ready to move into the Debrief Phase. If you are not yet in possession of a consensus about the critical decisions, spend more time agreeing on how you will make the direction and key actions work.
Reflect & Plan
DECIDE
Stage 10 – Co-Decide
Overview
Much has been written about situations and people who make the right call at the right time. History and the media rarely provide the backdrop around how this occurs. It is rarely a singular masterstroke. The co-decide stage prepares you to use the many insights from your co-design process with the intelligence in the room to arrive at the best conclusion. Remember, the right decision is often not easy. It is rarely perfect. It should be better than the situation you find yourself in now.
Following analysis of the co-design workshop, participants will be involved in the prioritization of options process involved in Stage 9. In this stage, you aim to co-decide the best course of action within any constraints highlighted in previous stages.
Key Activities
You are now ready for making decisions.
- Who needs to be at the table to do that? People who have power, hold resources, control services and are most influential need to be there. Their ownership of the decision is critical to generating the resources needed for implementation.
- Which ideas can be decided upon quickly and built out with more detailed concepts? This might create momentum whilst other elements are still being determined. That can win approval with key stakeholders. It can also push the idea of resource sharing necessary to deliver on required change.
- Do your decisions address your design challenge? Keep pressing in to find gaps in your solution. Augment the core idea with others so that a great solution is crafted. Assess the risks which emerge and mitigants to strengthen your chances of implementation success.
- Arrive at an agreed outcome. It might not be by consensus but by majority. This is fine if everyone has agreed to the process and participated. What is vital is that they stand behind the decision.
- Agreement on how that decision will be communicated must be negotiated. There might be waves of communication with different depictions of the solution for different audiences. Various stakeholders might need to be involved in more public communication activities. That will require planning and further work.
STAGE 10 – Co-Decide
Storyboard
Storyboard
Tool Reference # 3D1001
Storyboarding is a powerful way of depicting the various stages which unfold in a new service delivery model or solution. It can help those involved appreciate the depth and breadth of activity and add ideas for refinement. This can make it eaiser to embrace a new solution.
WHAT
This is an activity used to expand on the ideas generated during the co-design workshop and outline what will happen throughout the client or patient journey.
WHO
Project team and other stakeholders involved in deciding the options to take forward
HOW LONG
1-2 hours (depending upon the extent of the journey/idea)
Stage 10 – Storyboard
This is a process of mapping out the potential project flow.
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STAGE 10 – Co-Decide
Resource Assessment
Resource Assessment
Tool Reference # 3D1002
Sometimes you will be faced with choosing between two great ideas for change. This tool helps you to list the totality of inclusions required to bring an idea to life. The list prompts you to consider space, team, services, post-service supports, data generated and even inventory. In the process, real challenges might be unearthed or the simplicity of adoption of another idea might become clearer.
WHAT
This is an activity used to expand on the ideas and outline what will be required to bring them to reality.
WHO
Project team and other stakeholders involved in deciding the options to take forward
HOW LONG
1 hour
Stage 10 – Resource Assessment
This tool aids in the evaluation of available and needed resources.
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STAGE 10 – Co-Decide
Delphi Process
Delphi Process
Tool Reference # 3D1003
The Delphi method is a process used to arrive at a group opinion or decision by surveying a panel of experts. Experts respond to several rounds of questionnaires, and the responses are aggregated and shared with the group after each round. With online survey tools this can be done in live time with the group watching how responses stack up. It is a much more comprehensive way of allocating votes to an idea as it gets into the component parts and evidence for change. Through showing the statistics on how opinions were reached, it can be easier to adopt the group decision.
WHAT
This tool can be used to inform the decision-making process.
WHO
Stakeholders involved in the decision-making process
HOW LONG
A few days or weeks or within minutes if using live data collection.
Stage 10 – Delphi Process
The Delphi method gathers expert opinions through multiple survey rounds, using aggregated feedback to build consensus and support evidence-based group decisions.
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STAGE 10 – Co-Decide
Prototype Development
Prototype Development
Tool Reference # 3D1004
Many great ideas fail due to implementation challenges. Prototyping, even the virtual kind, enables the group to work through the detail of what is involved in each stage of a service or product delivery. The idea can then be enhanced. More detailed costing and implementation planning can also be undertaken so that the right resources are available for delivery. Many projects fail because insufficient resources are requested when projects are approved. This tool helps prevent that.
WHAT
This is an activity used to unpack ideas and develop up a minimum viable product to be tested. Most suited to information exchanges, portals, data warehouses or physical assets needed for services to commence.
WHO
Project team and other stakeholders involved in deciding the options to take forward
HOW LONG
1 -2 hours (may go over a few days to get the right inputs depending upon the solution)
Stage 10 – Prototype Development
This tools enables the team to map out what each step of the project would entail to have an understanding of potential challenges.
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STAGE 10 – Co-Decide
Testing and Implementing a Change Idea
Testing and Implementing a Change Idea
Tool Reference # 3D1005
Place based co-design will involve multiple partners to engage in many concurrent things. That can be a lot for small teams to balance. This grid helps determine how much stakeholder endorsement will be required and how many different small and large tests can be managed at once given available resources.
WHAT
This is an activity used to determine the complexity of the change process based on the ideas and solutions under consideration.
WHO
Project team and other stakeholders involved in deciding the options to take forward
HOW LONG
30mins-1hour
Stage 10 – Testing and Implementing a Change Idea
This is a valuable process where the tool enables for testing to improve.
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STAGE 10 – Co-Decide
Program Logic
Program Logic
Tool Reference # 3D1006
A logic model helps you visually represent the relationships among the inputs, activities, outputs, impact and outcomes of a program. It outlines the sequence of cause-and-effect relationships between the different elements in a program. It aims to explain the thinking behind design and how it produces the desired results. The objective is to predict the effectiveness of a program and craft the right elements to fund and track. A program logic is great at unearthing assumptions and making sure they stack up.
WHAT
This is a template that can help to examine what will occur as the result of a program, change or investment
WHO
Project team and other stakeholders involved in the co-design process
HOW LONG
1 hour
Stage 10 – Program Logic
This allows you to visually represent the flow of the project.
STAGE 10 – Co-Decide
Change Management Model
Change Management Model
Tool Reference # 3D1007
The ADKAR Model is a well understood change model. It asks the team to assess the awareness, desirability, knowledge levels, ability of the delivery agents and reinforcement required to deliver change.
WHAT
This is a model used to explore what must be achieved for successful change to occur.
WHO
Project team and other stakeholders involved in deciding the options to take forward
HOW LONG
30mins
Stage 10 – Change Management Model
This is an essential tool to understand the processes of change management and adapting to changes during the project.
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STAGE 10 – Co-Decide
RIPC Tool
RIPC Tool
Tool Reference # 3D1008
The Result – Indicator – Personal Commitment Tool ensures that meetings lead to tangible actions, measurable progress, and shared accountability. By focusing on clear outcomes and individual commitments, it helps maintain momentum and drives projects efficiently toward their goals. This approach fosters a culture of collective responsibility, encouraging everyone to actively contribute.
WHAT
This tool enables the group to assess their approach to meetings and plan for better discussions.
WHO
Project team and other stakeholders involved in delivery of the co design session/s
HOW LONG
30 – 60 minutes
Stage 10 – RIPC Tool
This is a tool used to create structure suring meetings and form actionable tasks.
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STAGE 10 – Co-Decide
My 90 Day Planning Worksheet
My 90 Day Planning Worksheet
Tool Reference # 3D1009
Uncertainty breeds stress and even contempt. Having a 90 Day Planning framework helps everyone understand what needs doing and who is going to do it. That means work which involves multiple people can be better coordinated. Most importantly, for the individuals involved, it allows them to pace their work and report on it with greater confidence and clarity. In the process trust is built. That is critical if multiple organisations are contributing resources to the co-design effort.
WHAT
Tool designed to help individuals and teams plan and organize work over a three-month period. It breaks down activities and tasks into categories such as personal work, teamwork, dependencies, and tasks that need to be started or completed within the timeframe.
WHO
Project team and other stakeholders involved in delivery of the co design session/s
HOW LONG
30 – 45 minutes
Stage 10 – My 90 Day Planning Worksheet
This tool helps form a 90 day plan and overview of what should be done when during the project.
STAGE 10 – Co-Decide
Practice Plan Organiser
Practice Plan Organiser
Tool Reference # 3D1010
Many plans have been written and used as doorstops and dust collectors. This A3 plan on a page makes a group drill into what is most important. It charts the future, the present, how things will be monitored and what will be celebrated.
WHAT
Tool designed to help individuals and teams in organising their goals, values, and actions over a specific planning cycle. This tool guides users to reflect on their core values, mission, long-term targets, and key initiatives while also tracking quarterly goals and critical metrics.
WHO
Project team and other stakeholders involved in delivery of the co design session/s
HOW LONG
45 – 60 minutes
Stage 10 – Practice Plan Organiser
This tool helps teams to prioritise tasks for the project at hand.
You need to purchase subscription.
STAGE 10 – Co-Decide
Kantor 4 Person Model
Kantor 4 Person Model
Tool Reference # 3D1011
The tool helps you understand the roles being played by people involved in your co-design process. It will help you understand how to improve group dynamics and make more effective decisions more quickly.
WHAT
This technique can be used in the co-design process to identify the dynamics underpinning group interactions. It helps with plans to shift the roles people play so that they engage in more effective decision making.
WHO
Project team and other stakeholders involved in the co-design workshop
HOW LONG
As needed
Stage 10 – Kantor 4 Person Model
This tool is useful in understanding who will play which role in the project.
You need to purchase subscription.
STAGE 10 – Co-Decide
PICK Chart
PICK Chart
Tool Reference # 3D1012
The PICK chart will assist in assessing and prioritizing ideas in a simple and easy-to-use format
WHAT
This tool supports decision making around the priority ideas to pursue. It brings to light the most impactful ideas which require the least amount of effort. It is also called Ease and Impact Analysis.
WHO
Workshop participants.
HOW LONG
30 minutes..
Stage 10 – PICK Chart
This tool is used to prioritise ideas and concepts within the project.
You need to purchase subscription.
STAGE 10 – Co-Decide
Temperature in The Room
Temperature in The Room
Tool Reference # 3D1013
This tool will help you keep track of how the workshop or meeting is progressing and how participants are feeling about the content, it is an easy and quick way to take the temperature of the room.
WHAT
This tool helps attendees indicate their inclinations as meetings occur making it easier for facilitators and meeting chairs to know if they need to slow down or can keep moving.
WHO
Workshop participants.
HOW LONG
N/A.
Stage 10 – Temperature in The Room
This is a tool to assess feelings and emotions in the room during meetings.
You need to purchase subscription.
NEED SOME HELP?
Support & Guidance
Making decisions by yourself can be hard. Making them in a group can be downright dangerous unless the group has access to solid data and has learnt to work as a team. Use of group decision making tools which enable ideas to be more fully fleshed out can reduce conflict by reducing uncertainty and fear. Knowing what is being committed to also allows the group to engage more fully and contribute ideas for enhancement. It is hard to back away from an idea or project which you helped scope. So rather than making a quick decision and sitting on the sidelines waiting to see if it will fail, use engaging group processes so that everyone is on the team. That means you need working planning models and shared accountability structures in order to arrive at decisions which have everyone’s support.
Some change agents are not natural planners. If you need help structuring how to make group decisions or coordinate the work of those involved so that final decisions can be reached we can help..
CO.DESIGN4ALL
Get in Touch With Us
Please choose the subject of your enquiry from the drop-down selection. We look forward to engaging with you on Co.Design4All.
CASE STUDY
Business Performance Workshops
We are involved in creating a series of workshops to enable businesses to improve their performance. Our stakeholders were used to bring in keynote presenters or consultants to deliver one-off workshops. This was very expensive and did not lead to legacy education or reach for some regions.
It was decided that a workshop series should be created with in-house staff leading the delivery of content. This would be supplemented by external speakers who would deliver a series of presentations across the region. It was contentious and required a well thought through plan.
We engaged all the sub-regional players in looking at the curriculum required, training and format of materials. We then made decisions as a group about which workshops would be developed in series over the space of three years. The workshop creation was overseen by a committee with working groups associated with each workshop in the series.
That meant lots of decisions had to be made which required coordination and visibility. Managing the presentation of information to get buy-in, the personalities in the room and the reporting on the project was complex. We used many of the tools in this stage of the toolkit to ensure success.
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TESTIMONIALS
What our clients have to say
Tracey Silvester
Executive Officer
Engaging, Successful, Credible
I have been witness to Tracey Johnson’s knowledge of the health care system and her exceptional group facilitation skills. She is a master at understanding the complexities in which health services operate; an understanding that is reflected in the quality of the co-design tools and resources that have been developed. Her ability to clearly communicate complex concepts and engage diverse audiences ensures the success and credibility of her work. I am confident that these attributes and Tracey’s commitment to making a difference will make the website a valuable resource for all users.
McGrath ‘Model of Care’ project
Project Participant A
Best Co-design Process
This has been the best co-design process I have even participated in……ACTUAL co-design.
Meredith Cummins
CEO Neuroendocrine Cancer Australia
Wonderful Co-design Workshop
Wonderful to be involved in this co-design workshop to ensure the model of care for all cancers benefits all cancers.
McGrath ‘Model of Care’ project
Project Participant B
Fantastic Co-design Workshop
Fantastic to have been part of the codesign workshop with McGrath Foundation and Natasha Doherty.
Stacey Allerton
Patient Advocate
Compassionate Co-Design
Thank you to Natasha Doherty for a kind and compassionate session co-designing the McGrath Foundation model of nursing care for all cancers!
Cathy Baynie
Practice Consultant & Past President AAPM
Highly Recommend Co.Design4All
I highly recommend this resource as the necessary tool that will support and foster the needs of all stakeholders in the co-design process. Tracey and Nat have an in depth and lived understanding of what is required for a successful outcome. Their skills in working with groups and inspiring others are second to none.
Cathy Baynie, Registered Nurse. Practice Consultant & Past President AAPM (Australian Assoc of Practice Managers) Manager Advocacy and Health Workforce
Michele Smith
WNSWPHN
Excellent Co-Design – Resounding Success
The “Excellent Co-Design” training by Tracey Johnson and Natasha Doherty has been a resounding success. It not only enriched the skill set of the WNSW PHN Primary Care team but also instilled a culture of collaboration and innovation that will propel the PHN’s mission to improve primary health outcomes.
Freddy Ortega
WNSW PHN Primary Care Team
Transformative, Comprehensive Training
The “Excellent Co-Design” training, expertly delivered by Tracey Johnson and Natasha Doherty, has been transformative for the WNSW PHN Primary Care Team. This comprehensive training has equipped the team with vital skills in community engagement, service innovation, and program implementation—key components for addressing complex primary care challenges, especially in rural and remote contexts
Tracey Silvester
Executive Officer ACHSM
Quality Tools & Resources
Tracey Johnson is a master at understanding the complexities in which health services operate, an understanding that is reflected in the quality of the codesign tools and resources that have been developed. I am confident that these attributes and Tracey’s commitment to making a difference will make the Co.Design4All website a valuable resource for all users.
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