Collaboration Charter Train The Trainer Program. Training Agenda Introductions Review Materials Overview of Process Forming Collaborative Charter.

Collaboration Charter Train The Trainer Program

Training Agenda

Introductions Review Materials Overview of Process Forming Collaborative Charter Development Next Steps

Goals for Participants

Promote the idea of forming collaborative alliances to support PLWHA

Become capable to implement a collaborative process

Train others so that they can implement this process

Serve as problem solvers with local collaborative projects

Introductions

Name Organization One quality of partnership that:

– Makes it successful– Gets in the way of success

Review of Training Materials

On-line Alliance trainingshttp://www.mnhivplanningcouncil.org/trainings.htm

TOT slide set

Workbook– Handouts– Exercise instructions– Worksheets for training exercises– Examples/case studies

Overview

We will be covering a portion of a much larger process– Community Assessment– Organizational Assessment– Project Selection– Alliance Formation– Charter Development– Implementation

Steps in Forming an Alliance

Step 1

Clarify the

Purpose

Step 2Identify andRecruit Partners

Step 3Frame the

AllianceStep 4

Formalize theStructure &

Plan

Step 5Implement and Manage

Define Alliance

An alliance is a relationship between partners that is strategically formed to

accomplish goalsbenefit the communitystrengthen the partners

The Alliance Continuum

Cooperation Coordination Collaboration

LowerIntensity

HigherIntensity

The “Intensity” of Alliances

Cooperation

shorter-term, informal relationships

shared information only

separate goals, resources and structures

Coordinationlonger-term effort

around a project or task

some planning and division of roles

some shared resources, rewards and risk

Collaborationmore durable and

pervasive relationships

new structure with commitment to common goals

all partners contribute resources and share rewards & leadership

Exercise 1: Alliances you have known

Identify some alliances you have experienced

Using the Alliance Continuum identify them, and consider if they were the right level to accomplish goals

Roles in Alliances

Initiator

Convener

Facilitator

Fiscal Agent

Funder

Project Manager

Steps in Forming an Alliance

Step 1

Clarify the

Purpose

Step 2Identify andRecruit Partners

Step 3Frame the

AllianceStep 4

Formalize theStructure &

Plan

Step 5Implement and Manage

Case Study Presentation

Community Assessment- Need identified-Potential partners identified

Concept Proposal Developed- Goals and objective defined

Additional Partners Recruited

Charter Meeting Convened with Partners- Partner roles defined-Charter drafted

Charter Signing Meeting

Project Implemented

Diagram of Adama Nutrition Program Process

Step Purpose Who

1.2.3.4.5.

Recruit partnersConvene meetingDraft charterFinalize charterProgram implementation

NASTADNASTAD/ORHBNASTAD/PartnersNASTAD/PartnersPartners

Community and/or Organizational Assessment

Concept paper/Draft proposal

Monitor & Evaluate Follow up

Charter form

ation

Step 1. Clarify the Purpose

Begin by answering the following questions:

1. If we only had ______, we could ________.

2. What do we have to offer a partner?

3. What role do we want to play?

Example of Step 1: Clarifying the Purpose

How concept for Adama Nutrition Program (or other

alliance) was developed.

Exercise 2: Clarify the Purpose

In small groups please complete the Worksheet 2 in your workbook for your organization or for a community organization that you will represent for this training

This process leads to a concept paper

Step 2. Identify and Recruit Partners

Ask yourself the following questions: Who might be interested in the

concept? Who needs what we can offer? Who has the skills, capabilities, or

assets we need to help achieve our goal?

Who should we work with for political or resources reasons? Who is a good fit with our values / working principles?

Example of Step 2: How Partners were identified

How partners for the Adama Nutrition Program (or other alliance) were identified

Core

Supporting

Other Stakeholders

Exercise 3: Identify Partners

In small groups please complete Worksheet 3 in your workbook to identify other partners in the community that could help achieve your goal to meet the identified need for your community

Recruiting Partners

Concept paper is a critical tool to engage partners

Convener plays a key role in recruiting partners – needs to have the stature to get partners to the table

Example of Step 3: How an Alliance was Framed

Briefly present the Adama Nutrition Program proposal or the African HIV Concept Paper to the group.

Step 3. Frame the Alliance

Begin the conversation with partners in these areas: History of the idea and possible mission

or purpose Two or three key outcomes First steps or strategies Resources

Exercise 4: Framing the Alliance

In small groups please complete the Alliance Worksheet for the project that you will use as an example

Report out

Step 4. Formalize the Structure

Formalize the structure with your partners through discussion on:

Objectives Timeframe Decision making Communications Stakeholders Develop charter

Example of Step 4 – Developing a Charter

Briefly present the Adama Nutrition Program Charter

Charter Development

Mission/Purpose Vision – What will be different in 3-5 years Values Timeline & Milestones - workplan Members, Roles and Contributions Norms – decision making, communication,

conflict Conflict of Interest Ground rules – attendance expectations,

how meetings are conducted, policies

Core

Supporting

Other Stakeholders

Exercise 5: Formalizing the Structure: Charter Development

Using the model charter handout craft a charter for the sample project developed by each small group

Tips For Facilitating a Charter Meeting

Need to have something to start with but lots of room for participants to fill in spaces

Partners self-identify their role and contributions

Partners determine how decisions will be made

Discuss the definition of consensus

Clarity and consensus on purpose, vision and values

Group decides on next steps

Step 5. Implement and Manage

Develop a work plan Schedule regular partner meetings Evaluate outcomes periodically Listen to and act on community

input Celebrate successes!

Session nineTraining Concepts and Skills

Training Concepts and Skills

Why are these topics important? They help trainers deliver the training about

treatment adherence and community planning They help participants to learn how to effectively

facilitate meetings and build a strong alliance/charter

Understanding Community Planning and Treatment Adherence

Ideally, trainers will have participated in the Community Planning training

Successful trainers fully understand the content of the training materials

How Adults Learn

For adults to successfully learn: Build a good relationship between the instructor and adult

learner. Help adults connect the new things they learn with something

they already know or have experienced. Engage adult students in activities rather than just lecturing. Allow adults to have some say in how the training is to be

conducted. Demonstrate “unconditional positive regard” and empathy for

learners (both adults and children).

General Training Techniques

Some basic techniques: Learn the names of your participants. Repeat key points. Ask participants questions as you deliver the

material. Involve the learners in active work as much as

possible. Encourage discussions among learners in which

students are viewed as participating as equals.

Approaches for Managing Participation in Training Activities

Irrelevant topics: “That is a great idea, but I think it needs more work. Why don’t

you pull together a small group over tea break and bring your recommendation to the larger group this afternoon?”

“That is a really important topic, but right now we are discussing X. Why don’t we put this issue in our “parking lot” and come back to it at the end of the meeting?

“That is a very good question – but we are going to have a conversation about that topic this afternoon – can you hold that thought until then?”

Approaches for Managing Participation in Training Activities

When an individual is dominating the conversation: “This has been a wonderful discussion – but we

really need to move on with our agenda. I encourage you to continue this conversation amongst yourselves at tea break, or lunch”

“That is a good idea – does anyone else have a similar experience (or a different experience)?.”

Approaches for Managing Participation

in Training Activities

You can also use this method to draw out a quiet person:

To one participant: That is a good idea – To the quiet participant – What do you think about that comment?

You can ensure that everyone contributes by asking everyone the same question in turn.

Approaches for Managing Conflict During a Training

Disagreement between participant and trainer: Ask the participant to continue the discussion

outside class.

Conflicts arise between participants: The trainer needs to intervene: “Clearly there are

several ways to look at this issue – but we need to move on to the next topic.

Approaches for Managing Conflict During a Training

Anger about a topic: Acknowledge the person’s comments – “Yes, I

understand and appreciate your concern- may we move on?”

“I understand that you are upset – can we discuss your concerns at lunch?”

Criticism of the trainer: Respond humbly and honestly, be willing to make

mistakes, apologize, and move on.

Success

Open-ended questions Paraphrasing Listening to and acknowledging every

participant’s contribution Speaking in a loud and clear voice Asking participants to speak for themselves and

not for the group

Using language the participant can understand

Training Styles and Tips for Success

Appropriate facial expression (e.g., smiling) Appropriate tone of voice (projecting enthusiasm) Appropriate eye contact Appropriate body language (e.g., leaning towards the

person who is speaking)

Exercise 6: Concluding Assignments

1. Presentation of Steps in Forming and Alliance - One group develops and delivers 10 minute

presentation on steps in forming alliance.

2. Charter Meeting Agenda- Second group develops agenda for a charter

meeting based on a concept developed in small group. Group presents agenda for feedback.

Next Steps

What else is needed for trainers to conduct training?

Are there other critical issues that need to be discussed?

How should any needs/issues be addressed?

What are the next steps for rolling out the process?

Training Evaluation

Open discussion on:– Training in general– Tools and techniques– Barriers or problems with model– Other