OVERVIEW
Effective information distribution is often a critical challenge within organizations of all sizes, and it impacts everything from decision-making abilities to functional workflow processes. Despite the growing availability of advanced communication tools and platforms, organizations may still face significant barriers in ensuring timely and accurate dissemination of information.
Addressing these challenges requires a thorough review of the current process to identify existing communication gaps, development of robust information distribution strategies that leverage technology and foster collaboration, and implementation of these new strategies across all team members and roles to promote a culture of transparency and accountability.
CHALLENGES
These are some of the most common issues we see across organizations that struggle with effective information sharing:
- Teams have information overload and no strategy around prioritization or data analysis
- Fragmented communication channels
- Lack of standardized processes for information sharing, between direct team members and across the company
Because of these barriers, organizations may experience miscommunication, duplication of efforts, and delays in project timelines. These problems are further exacerbated by the rapid growth of remote work, where maintaining clear and consistent communication across geographically dispersed teams becomes increasingly difficult.
APPROACH
HSG’s Insights to Action Methodology takes clients through six key steps to identify problems and create long-lasting solutions.
HSG works with organizational leaders to create specific reports based on unique Workbook data that gets housed in HSG Dashboard, our virtual data platform. Leaders have flexibility to make adjustments to reporting elements as needed while keeping everything in one place, creating a single source of truth that can be accessed by other team members on the platform or exported as a PDF-based report for additional sharing.
DATA ACQUISITION
What data do we aggregate to solve the problem?
The data we acquire in this process is extremely variable based on the information that needs to be shared, who on their team needs to receive the information, and on what interval it needs to be distributed.
Use Case Example #1: Cardiovascular Service Line Report
Report Details Include:
- Inpatient Market Share – by Sub Service Line & Geography
- Outpatient Market Share – by Sub Service Line & Geography
- Provider Supply & Demand – by Specialty and Sub-Specialty
- Patient Leakage Metrics
- Employed Provider Productivity Metrics
Use Case Example #2: Provider Scorecard Report
Report Details Include:
- Patient Leakage Metrics – by Specialty at the Individual Provider Level
- Provider Productivity at the Individual Provider Level
- Quality-Based Metrics by Provider
- Provider Detail – Practice, FTE, Employment Status, Date of Birth, etc.
DATA TRANSFORMATION
How do we extract information from the data?
- Audience: To transform data elements appropriately into a cohesive report, we define the audience that will be leveraging the reports, paying specific attention to how they plan to share the reports with additional stakeholders.
- Level of Granularity Required: Based on the audience defined above, we determine what level of detail within the report will enable the audience to make short-term decisions or know which areas require additional insights.
- Data Infrastructure: HSG’s data infrastructure enables user flexibility in developing reports based on their intended audience and level of granularity desired by multiple audiences and stakeholders. This is the most time-efficient way to handle incremental requests for more information.
PROFESSIONAL SERVICES
What expertise do we apply to find a solution?
- Reporting Review: Defining a planned time interval for reporting distribution, review, and planning is critical. Meeting structure should be focused on the critical nature of the discussion.
- Report Dissemination: Ensure reporting is delivered on a consistent basis, prior to the reporting review meeting, will ensure individuals have adequate time to review and arrive prepared for discussions on appropriate next steps.
- Subject Matter Expertise: HSG found that pulling in 3rd party advisors and subject matter experts on reporting elements can help overcome educational barriers to reporting quickly, and move organization to the next steps of planning faster for quicker improvements.
PACKAGING
How do we structure and apply our expertise?
- To maximize a report’s impact, HSG recommends pulling disparate data sets into one cohesive report that can easily be disseminated throughout the organization as a single source of truth.
- Timing will be variable based on the report being delivered, but most elements that organizations are trying to measure success on should be evaluated quarterly.
- Not every report requires internal discussion, but updating reporting elements quarterly and setting a time to discuss progress, setbacks, and reprioritize initiatives should be done on a semi-annual or annual basis.
DELIVERY
When and how do you receive solutions?
- HSG recommends developing a comprehensive report for each of the specific reporting elements that were identified at the beginning of the project. Reports are then generated as digital PowerPoints.
- HSG found that creating PPT-based reports and converting them to PDF helps with version control, as manipulation and editing is typically more time-consuming and it discourages team members from making significant changes independently.
- HSG pushes all reporting elements into HSG Dashboard, creating a single source of truth from a stand-alone reporting element.
IMPLEMENTATION & MONITORING
How do we provide ongoing support to your organization?
- Interactive Dashboards: Clients and team members utilize interactive Workbook Solutions in their HSG Dashboard platform for ongoing evaluation and updates, allowing for real-time adjustments to the strategy and one source of truth.
- Semi-Annual or Annual Reviews: HSG conducts discussions with clients on progress, setbacks, and reprioritizing initiatives on a semi-annual or annual basis is considered a best practice.
NEXT STEPS
Once a report is generated and leaders experience the ease in which it can be distributed and digested, we encourage looking at other areas of their market where data aggregation, analysis, and information sharing needs improvement. HSG Dashboard houses Workbooks and subsequent reports for areas including:
- HSG State-Level Inpatient Market Share™
- HSG Outpatient and Ambulatory Market Share™
- HSG Patient Flow™
- HSG Patient Share of Care™
- HSG Provider Market Share™
- HSG Competitor Market Share™
- HSG Provider Need Analytics™
- HSG Market Demographics™
So when you’re ready to empower your team to make better decisions, reach out to DJ Sullivan to start the conversation.
