Activity 1: Post-it activity for managerial and staff ...



Activity 18-1: Understanding Planning, Implementation, and Monitoring Processes

|Purpose |To increase understanding of the planning, implementation, and monitoring processes as a part of implementing a quality|

| |management system. |

|Suggested |25 minutes |

|Time | |

|Instructional Method |Brainstorming |

|Instructions |1. Provide each participant with a stack of post-it notes and ask: |

| |Write down 5 major steps that you think are needed to set-up a quality system in order from set-up (Step 1) to |

| |implementation (Step 5); write one step for each post-it note and include its order as 1 through 5. Initial your |

| |post-it notes for later identification and use in Activity 18-2. You have 5 minutes to write your ideas. |

| |Draw 5 columns on a white board or chalk board then label columns Step 1 through to Step 5 (see example image on the |

| |next page). |

| |After 5 minutes, ask the participants to place their post-it notes in the corresponding column. |

| |2. Discuss the order that is logical to perform the 5 major steps (listed below) and reorganize the post-it notes |

| |accordingly. Allow about 20 minutes to discuss the results, noting the pattern that seems the most realistic and |

| |efficient, then lead the discussion so that participants understand and agree with a common sense point of view. |

|Expected |Note: Usually, participants put close to 50% of the post-it suggestions in the right order from the beginning. |

|Results |Step 1: Obtain commitment from authorities (director, and/or ministry of health). |

| |Step 2: Conduct an initial assessment of situation, existing laboratory capacities, and regulatory texts and documents.|

| |Step 3: Organize a managerial committee (if the activity refers to a national system), or nominate the Quality Manager |

| |(if the activity refers to one laboratory system) and define corresponding charge and duties. |

| |Step 4: Write the quality manual, and define content and objectives. |

| |Step 5: Organize the implementation plan, monitoring and managerial review, plan for improvement. |

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| |Important points that should come from the discussion are: |

| |Careful planning is important to implementation. |

| |Monitoring is essential in order to know if implementation is being done correctly. |

| |[pic]Available on the CD (in Excel file format) are “pre- and post-discussion” worksheets from two different training |

| |sessions, conducted with senior biologists in charge of national reference laboratories from Middle Eastern and Eastern|

| |European countries. |

| | |

| |The example shown below is labeled 18_activity_1_pre_discussion. |

[pic]

Activity 18-2: Understanding Managerial and Staff Responsibilities

|Purpose |To increase understanding of the roles and responsibilities of management and staff in a quality management system. |

|Suggested |20 minutes |

|Time | |

|Instructional Method |Brainstorming. |

|Instructions |Following activity 18-1, ask participants: |

| |We will continue thinking on activities that should be performed to have the quality system actually running, and identify who|

| |will be responsible for it. |

| |Whom you would assign as the person responsible for each of the 5 steps that were defined during activity 18-1? |

| | |

| |Divide the white board or chalk board into 3 columns with headers labeled Laboratory Director, Quality Manager, and Laboratory|

| |Staff. See the example on the next page. |

| |1. Ask the participants to reorganize the post-it notes according to those responsible. |

| |2. Complete the list of activities for each level of responsibility according to the discussion during the module. |

|Expected Results |As one can expect, many responsibilities will be shared by laboratorians and the Quality Manager, or shared by the Quality |

| |Manager and the Laboratory Director. The main point and the summary of this training module is for participants to understand |

| |that being responsible is part of the quality system and each person in the laboratory is an active contributor. |

| |[pic]Available on the CD (in Excel file format) is a “responsibilities” worksheet labeled 18_activity_2_responsibilities made |

| |by reshuffling post-its from one of the pre- and post-discussion examples in activity 18-1. |

| | |

The example below shows only part of the worksheet.

[pic]

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