Mobilize and Monitor Key Tasks for Successful KM Implementation

1. Step 4: Mobilize and Monitor

2. Key Tasks and Outputs Tasks: • Implement your KM intervention and keep the team updated • Review progress toward KM objectives • Adapt as necessary Outputs: • KM tools and techniques implemented and in action • Continuously updated monitoring tracking tool • Adjustments to the KM intervention as indicated by monitoring

3. Step 4.1.Implement and keep team updated

4. Promotion and Dissemination • Raise awareness • Inform • Engage • Promote use

5. Define Your Audiences • Who are your primary and secondary audiences? • Who needs to know this information? • Who can act on the information? • Who is affected by the information? • Will these audiences help to achieve your objective?

6. Determine Communication Methods

7. Staged Development of Teams

8. Updating the Team • Routine meetings • Discuss successes and challenges • What has been working well? • What has not been working? • How can we improve our processes? • Communicate progress regularly to external stakeholders • Structure team meetings differently from time to time

9. Fail Fair – What and Why? • What is it? A way to ease people into conversations about failures, to learn from each other and avoid similar pitfalls • Why do it? Present failures in a fun, relaxed environment, without judgments, to encourage people to open up

10. Fail Fair – How? • No names • No blame • No recording • Your projects only • Maintain trust • Keep presentations short • Engage the audience

11. Innovation Session – What and Why? • What is it? A way to inspire people to generate new ideas, products or services, or solutions to problems • Why do it? Get people out of their normal frame of reference to help them come up with new ideas

12. Innovation Session – How? • Define your objectives • Generate new ideas • Build on each other’s ideas • Evaluate ideas and select a few • Create an action plan

13. Step 4.2. Review progress

14. What Goes Into the M&E Plan? • The aspects of the KM intervention that will be monitored • How activities will be monitored • How often activities will be monitored • Indicators to measure progress • Data sources • How success will be defined • Evaluation design to assess the overall impact of the KM intervention, if applicable

15. Logic Model INPUTS OUTPUTS OUTCOMES

16. If-Then Relationships IF then IF then INPUTS OUTPUTS OUTCOMES

17. Guide to Monitoring and Evaluating KM in Global Health Programs

18. KM for Global Health Logic Model

19. The Focus of Monitoring

20. Reach • Breadth: how far out • Saturation: how deep • Sample monitoring indicators: • Number of individuals served by a KM output • Number of copies of the KM output initially distributed to existing lists • Number of file downloads or pageviews • Number of page visits

21. Engagement • Interactions between users • Interactions between the user and the knowledge • Sample monitoring indicators: • Number of people who made a comment or contribution • Number of links to Web products from other websites

22. Usefulness • Satisfaction: relevance to the user • Quality: accurate, authoritative, objective, current • Sample monitoring indicators: • User rating of usability of KM output • Number/percentage of intended users who recommend a KM output to a colleague • Average pageviews per website visit • Number of citations of a KM publication

23. Sample “Reach” Indicator in Practice The Global Newborn Health conference, held April 14-18 2013, in Johannesburg, South Africa, by the Maternal and Child Health Integrated Program, counted among its participants 70 senior government health officials from 50 countries. The Twitter hashtag #Newborn2013 was tweeted over 1686 times by more than 650 contributors. (Jhpiego)

24. Sample “Usefulness” Indicator in Practice From January 1, 2012, to December 31, 2012, average visit duration on www.popline.org was 2 minutes, 50 seconds. Visitors from Nigeria, however, spent an average of 6 minutes, 11 seconds on the site.  The POPLINE-wide pages per visit figure for this time period was 13.68 compared with 23.72 pages per visit for Nigerian users. It may indicate that Nigerian users are engaging more than average POPLINE users or that it takes longer to navigate the website due to the Internet connectivity in Nigeria. (K4Health)

25. How to Select Monitoring Indicators • Consider the types of processes/activities you are undertaking • Also consider the key KM outputs that you plan to produce • Refer to the M&E Guide and select relevant indicators that measure the Processes as well as the Outputs, in terms of Reach, Engagement, and Usefulness

26. How to Collect Monitoring Data? • Routine records • Web analytics • Usability assessments • Pop-up questionnaires • Bounce-back questionnaires • Surveys • In-depth interviews • Focus group discussions • Net Mapping • Content analysis • Social network analysis

27. How to Track Monitoring Data? • Range of tools • Microsoft Excel • Google Sheets • Project management tools, e.g., Basecamp • Decide what works best for your team • Mix of tools often needed

28. Step 4.3. Adapt as necessary

29. What Is Needed for Adaptation? • Enabling environment • Adequate time • Different forms of monitoring data and knowledge

30. Is Your Team Set Up to Support Adaptation? • What are we doing to regularly reflect on our activities and initiatives? • How are we using monitoring data and other types of learning to make decisions and adjustments? • What processes and activities are in place to encourage our team to adapt?

31. Step 4 Outputs

32. Outputs From Step 4: Mobilize and Monitor • KM tools and techniques implemented and in action • Continuously updated monitoring tracking tool • Adjustments to the KM intervention as indicated by monitoring