PHASE 2 – DESIGN
Stage 6: Recruitment
This page outlines how the Recruitment Stage is critical to good Design.
Fundamentally, if you leave key players out of the room, you will not benefit from their knowledge and resources. You might also create conflict you do not need. When inviting people to participate, there is also an art to how to inform them about what to expect and prepare them for making the best use of the time available.
Go to Stage 6 Content
Co.Design4All
3 Stages of Design
So within the Design Phase, there are three Stages; each underpinned by a total of 34 tools. Some of those tools will be re-used throughout this and other Phases. It is your choice as to when they are introduced and how often they are re-used.
Stage 6
RECRUITMENT
This stage will involve the recruitment of participants for the co-design process. This includes the invitations and briefings required to ensure stakeholders are informed and prepared for the process ahead. Nothing is ever as simple as a quick email invite or phone call. Great co-design occurs when there is a clear design process around who gets involved. It is also important you get their attention focussed on the same problem in a way which makes them feel respected and safe.
4
Tools
Stage 7
CO-DESIGN SENSITIZING
This is next stage in the Design Phase. What you do in recruitment builds into how you sensitize stakeholders to the issue using information gathered during the Discovery Phase. How you report key findings, ideas raised and potential solutions will depend upon who you have managed to recruit in the first Stage of Design.
8
Tools
Stage 8
CO-DESIGN FACILITATION
This is the final Stage of Design. It involves facilitating the development and testing of ideas and solutions. You will have more success doing that if your recruitment was targeted, everyone feels respected and they understand the problem based on facts which emerged from the Discovery Phase. If you have to inject new parties into workshops after your Design Phase has commenced, it disrupts the formation of group dynamics, can mean you have power struggles to manage and even a group size which is not optimal. That is why careful recruitment is so critical.
22
Tools
Gate 2 – REFLECT & PLAN
The reflect and plan component of the framework has been designed to provide a point to review what has been achieved, then based on this review process, plan for the next stage of implementing the toolkit.
When reflecting, there might be additional stakeholders you need to engage, new players who have emerged late in the process who need induction or big personalities who need managing. All of these factors should be considered before you move into the Decide Phase. You need a plan to ensure everything goes well.
Reflect & Plan
DESIGN
Stage 6 – Recruitment
Overview
In families and many projects you do not get to choose who is involved. There will always just be folks who need to be there. Beyond that, you have lots of scope for injecting different players who might change the dynamics in the room, whose insights stimulate real creativity and whose networks and resources can power the project through to success.
This Stage involves the recruitment of participants for the co-design process. This includes invitations and briefings required to ensure stakeholders are informed and prepared for the process.
Key Activities
Establishing the project team is critical. Who needs to be at the starting line and who needs to know the race is even about to start? This will include the following steps:
- Building on the planning in the previous Phase, gather the expressions of interest and analyse the distribution of those who have expressed interest, against the stakeholder map developed in the engagement activity.
- You may find there is an under-representation of stakeholders from some groups. This may require you to encourage and support their involvement in the co-design process through direct outreach.
- Depending on the breadth of the stakeholders identified or the depth of the challenge you are facing you may need to plan for multiple co-design sessions and draw on a variety of methods to support examining the issue. If you are running mixed groups the session formats might be similar. However, if you are running sessions for consumers and providers or different stakeholders separately, the entire language and design might be different depending upon your audience.
- Schedule the co-design workshops and other methods as needed, invite key stakeholders and ensure they are well informed about the process and what to expect. This will include pre-briefings, clear and detailed invitations and follow-ups and reminders. The preparatory work will be vital to an effective process and the level of engagement from participants.
- You will need to develop all the co-design workshop materials and the discussion guide to support the facilitation process.
STAGE 6 – RECRUITMENT
Capture Sheet
Capture Sheet
Tool Reference # 2D0601
This tool will help participants record key issues, ideas and connections made during a workshop or meeting. Keeping them on one page creates an easy reference to assist them follow through after the activity.
WHAT
This sheet can be included in a participant workshop pack for participants to use to capture thoughts and actions which arise and which need follow up or further thought.
WHO
Workshop participants
HOW LONG
A reference to use throughout a workshop or have within the workbook provided
Stage 6 – Capture Sheet
The Capture Sheet will help participants record key issues, ideas and connections made during a workshop or meeting.
You need to purchase subscription.
STAGE 6 – RECRUITMENT
Participant Behaviour & Solutions
Participant Behaviour & Solutions
Tool Reference # 2D0602
This tool provides ideas for how to manage difficult behaviours within a workshop setting by helping you identify the behaviour and assess potential solutions for managing it.
WHAT
List of behaviours and guidance for facilitators against each behaviour which might disrupt a workshop.
WHO
This tool is aimed at workshop facilitators.
HOW LONG
It will take you a few minutes to scan the list and absorb the guidance before determining how you will act.
Stage 6 – Participant Behaviour & Solutions – TECHNIQUE
A tool to help you manage difficult behaviours within a workshop setting, and potential solutions.
You need to purchase a subscription.
STAGE 6 – RECRUITMENT
Building Rapport – TECHNIQUE
Building Rapport
Tool Reference # 2D0603
This tool is designed to allow you to plan for the many moments involved in building rapport with attendees even before the workshop proper commences.
WHAT
A list of activities to consider which can be built into your workshop run sheet or pre-workshop checklist.
WHO
This tool is aimed at workshop facilitators
HOW LONG
It takes just minutes to read but crafting how you will address each component in your workshop planning may take 15 minutes.
Stage 6 – Building rapport – TECHNIQUE
Allows you to plan for how to build rapport with workshop attendees.
You need to purchase subscription.
STAGE 6 – RECRUITMENT
Communications model for inducting participants
Communications model for inducting participants
Tool Reference # 2D0604
This tool provides ideas for how to manage difficult behaviours within a workshop setting. It is very useful to present during a workshop once you have discovered people are very extroverted and derail conversations by repeating what has been said just to be heard. Introduce it as your approach to making up time and ensuring the remainder of the workshop is dedicated to hearing new ideas and significant insights.
WHAT
A tool for gaining consensus amongst workshop attendees about the rules of engagement
WHO
Introduced by the facilitator as a discussion point with attendees to gain agreement
HOW LONG
Five minutes to introduce and gain acceptance of this component of the workshop ground rules.
Stage 6 – Communications model for inducting participants – TECHNIQUE
A technique with ideas for how to manage difficult behaviours within a workshop setting.
You need to purchase subscription.
NEED HELP?
Support & Guidance
Dealing with the people elements of any project is often the hardest part. We can help with advice and supports through provision of training programs and consulting services. Sometimes, it can be useful to have an independent facilitator available to call out problem behaviours or negotiate who needs to be involved. This can free up those from participating organisations to contribute their ideas to problem solving rather than being waylaid managing a room.
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.
CO-DESIGN IN ACTION
Case Study: Inala Primary Care
Everyone would agree that giving kids the best start in life is critical. Most of us know that before a child turns seven, many aspects of who they will become have been established.
When a group of local health, education and social care providers decided to gather in Inala, one of Queensland’s most disadvantaged regions, the enthusiasm was high. The common language around how to make a difference was not.
Bringing the group together to ultimately produce the Five to Thrive approach took many meetings. Common understanding and a shared frame of reference needed to be developed about how to prepare kids for a good start at school. Inala Primary Care was the only general practice involved.
Clarifying the role of general practice, the constraints on our team and the practicalities of asking general practitioners to do more took some effort. We worked with the meeting organisers to get the right people involved, to have videos of stimulating ideas shown and to manage the sometimes outspoken behaviour of attendees.
It all comes down to having lots of tools in your back pocket so that you can harness the energy of others to get a good result. The Co.Design4All framework has a multitude of tools that enabled us to produce the Five to Thrive approach.
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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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