When I started my position as the American Registry for Migraine Research Administrator for Talley Management, Inc.’s (TMG) client partner American Headache Society (AHS), I started reviewing AHS’s site evaluation, a beginning point for my work as the new administrator for our registry. This informal evaluation helped me understand what was happening at each of the sites on the ground while also allowing me to immediately work with each site’s team to troubleshoot or provide feedback. The biggest change from the typical introduction and evaluation with my process? I connected directly with the site’s team rather than just sending an email that, unfortunately, would most likely be deleted.
Until starting with the TMG and AHS, I’ve never walked into a project mid project, I’ve always set up studies and provided training and consistent follow up with my teams (teams that consisted of consultants, coordinators, community health workers, etc)as the project develops and is implemented. This was a step beyond checking in weekly or monthly since I needed more information about each site. Going forward, I will have quarterly check in meetings with each site to continue to monitor and help move the study along, something that is new to this specific project.
Although I have only been with AHS a few months, I am already seeing success with this process. I followed the below as a way to ensure that I was obtaining all of the information I needed, from the people who are on the ground.
- Review with core team (CEO, consultants and clinicians)
- Their understanding of process at sites
- Their questions
- Create a list of (mostly open ended) questions including
- Describe your process
- What works well
- What doesn’t work
- What would you change
- What information can AHS provide, what medium would you like to receive it in and at what interval
- Specific questions related to the project
- Comments on their experience
- Open invitation to write short informal emails with ideas
- Schedule a one month follow up call to check in on action items
- What I (AHS) can change based upon their requests and feedback
- What they (sites) need to change to meet contractual obligations
- Conduct calls to sites
- Take notes
- Compile summary
- Bring summary back to AHS team
- Lessons learned
- Plan for key problem areas
- Strategic plan for any change in processes
An immediate result was that site coordinators were able to get to know me and understand that they can reach out with any ideas, issues-anything. For me, I now have an understanding of the major and minor issues with each site and that knowledge has shaped AHS’s strategic plan for the next year.