"This training has been funded in whole or in part with Federal funds from the National Institute on Drug Abuse, National Institutes of Health, Department of Health and Human Services, under Contract No.HHSN271200522081C."

2010 Web Seminar Series

Produced by Liz Buttrey, NIDA CTN CCC Training Office

Assuring Research Buy-In Throughout the Clinical Research Site

Greg Brigham, Ph.D. NIDA CTN Ohio Valley Node

Jack Chally, M.B.A.NIDA CTN

Clinical Coordinating Center

Presented by:

Training Outline

Preparation for buy-in Developing and motivating as part of the team Team development stages Overcoming communication challenges

Troubleshooting as a team

2Poll!

Preparation for buy-in

3

What’s Buy-in?

Buy-in The commitment to achieving a shared goal.

What are the shared goals Who are the stakeholders Who facilitates the process and how

4

How is Buy-in Achieved

More Effective Methods Communication

Personal Communication Ongoing communication Tell the study trial story

Collaboration Enthusiasm for purpose Involves entire site

Less Effective Methods Communication

E-mail notification One time or limited Overly scientific or research

centric Expectation Demanding Limited involvement

Management only Obligated staff only

5

What buy-in methodshave you experienced?

What worked? What didn’t work?

6Interaction!

Who Needs to Buy-in?

Core research staff at the site Research Assistants Site PIs Site Coordinators

Clinical staff involved in the research Clinicians/Counselors involved in the study

Clinical staff affected by the research Program counselors and clinicians

7

Administrative & Management staff Program managers Executive staff Board members

Support staff members Reception Intake staff

Others

8

Who needs to Buy-in?Continued..

Poll!

Model for Achieving Buy-in at a CTN Site

Initial communication during site selection phase Brief description of study importance Why this site is being considered

If not selected – communicate why After site is selected

All hands protocol overview training Recommend overview slide set be created by the LT and the CCC

Assure consistent communication throughout study sites

Prior to site launch Detailed meetings and planning regarding specific study

implementation and monetary implications at the site

9

Developing and Motivating as Part of a Team

10

A new initiative without staff support is like dough without yeast: Work as you might, you'll never get it to rise to success….Scott Whitaker

Developing and Motivating as Part of a Team

In person conferences & discussions Available to all staff

multiple sessions may be required Specific time points

Pre and post site selection Prior to endorsement Ongoing progress updates

Monthly managers meeting Brown bag (lunch) updates Link to the buzz

11

Developing and Motivating as Part of a Team

Communications options The right mechanism

In-person, conference call, handouts/brochures, one-on-one, or small group settings

The right tone Enthusiastic Open Straight forward

The right timing Customizable

12

Developing and Motivating as Part of a Team WIFM (What’s In It For Me) - Target message to

the audience Value to the Community Program (site) Value of research for all staff Benefits to research participants

Sell the Study and the CTN Explanation of CTN structure and mission

Research to Practice Project relation to CTN mission Initiation or expansion of the relationship to the CTN

13

So what does success or lack of success look like?

Thoughts or examples

14Interaction!

Team Development Stages

15

16

Management Administrative & Support Staff

Clinical Staff Affected

Clinical Staff Involved

Core Study Staff

Seven C’s of TeamBuilding*

Clear Expectations Study staff roles clarified CTP staff roles clarified Interaction and communication between groups clarified

Context Study mission in relation to CTP mission Potential impact of the trial

Locally (CTP, Region) Nationally (Policy) Funding (Continuation after research)

17* Adapted from the Twelve Tips for Team Building: How to Build Successful Work Teams by Susan M. Heathfield

Seven C’s of TeamBuilding*

Commitment Study staff commitment to CTP/Site practices, policies, and

procedures Institution staff commit to supporting the study staff and the

research trial Shared vision or goal

Provide milestones toward vision/goal Competence

Study staff confident in training, support, and capability to conduct research

CTP/site staff are confident in the research staff’s ability to conduct research trial and motivated to support

18* Adapted from the Twelve Tips for Team Building: How to Build Successful Work Teams by Susan M. Heathfield

Collaboration/Communication Study & CTP staff understand that

collaboration and ongoing communication are vital to research project success

Creative value Study & CTP staff recognize the

value/potential value of research outcomes and the participation in research

19

Seven C’s of TeamBuilding*

* Adapted from the Twelve Tips for Team Building: How to Build Successful Work Teams by Susan M. Heathfield

Consequences Study staff appreciate and try to mitigate any

potential consequences on CTP staff that may arise from the research study

CTP staff understand the consequences and benefits of introducing an additional research study at the facility

20

Seven C’s of Team Building*

* Adapted from the Twelve Tips for Team Building: How to Build Successful Work Teams by Susan M. Heathfield

Overcoming Communication Challenges

21

True communication is only accomplished throughconsistent and sustained effort.

Communication Challenges

Organizational Structure Clear structure representation Communication plans

Perception of Research Any personal bias against

research Not my job, man

22

Message scope for audience Value added for the audience The right details for the right group

Proximity Close the gap Go to them

Workload Motivate audience to make time

Listening Are you talking to or talking with them?

23

Communication Challenges

Learning styles Visual, Auditory, Experiential

Information Overload Kiss – keep it simply simple

Meeting Format & Flexibility Understand conflicting priorities Offer a variety Vary media

24

Communication Challenges

What have you found effective in overcoming communication

challenges or barriers?What worked? What didn’t work?

25Interaction!

Key Elements for Achieving Buy-in

Genuinely enthusiastic about the project Who is your champion?

Knowledgeable individual who is on the ground at the site Effort

Have a plan Site and Node level communication plan Continued meetings between site study staff and

general site staff Communication regarding recruitment goals,

targets, & strategies26

Clinical Trials Network ∙ Dissemination Library National Drug Abuse Treatment

A copy of this presentation will be available electronically after the meeting from:

http://ctndisseminationlibrary.org

CTN Dissemination Library

https://livelink.nida.nih.gov

NIDA Livelinkand

27