A Toolbox for Tobacco Prevention Strategic Planning

Among Specific PopulationsJ Brandes, K Moore, J Hunter, A Allen, G Park, H Hays, C Satzler, C Cramer, C Cryer

BackgroundIn 2006, Kansas’ Tobacco Use Prevention Program (TUPP) was awarded

a grant from Centers for Disease Control and Prevention (CDC) to develop a strategic plan for addressing disparities related to tobacco. Kansas began work on the project in September 2006, with the first workgroup meeting in March 2007.

The mission of the project was to increase knowledge, training and resources needed to address tobacco-related disparities among specific populations in Kansas. The overall purpose of the workgroup was to produce a strategic plan based on the viewpoints of specific populations in Kansas that identifies and eliminates tobacco-related disparities.

This poster highlights tools and techniques used in Kansas’ Tobacco Prevention for Specific Populations Planning Processand their corresponding strengths and weaknesses. The Specific Populations initiative attempted to use tools and techniques beyond the usual and customary methods forengaging workgroup members, particularly those representing diverse populations.

Methods

For more information see www.healthykansans2010.org/tobacco

Methods for engaging a diverse workgroup focused on expanding our “toolbox” with tools and techniques to attract and involve members from multiple backgrounds. Methods included the following:

• Using multiple approaches (formal letters, email, web, phone calls, and personal visits from contacts with an established relationship) to identify and recruit members representing nearly two dozen specific populations while maintaining a structured and justifiable nomination process.

• Committing a significant portion of the budget to stipends to allow for flexibility in addressing workgroup members practical barriers to participation (e.g., child care, missed work).

• Sharing workgroup members’ cultural backgrounds and experiences through opening and closing exercises (e.g., African American call and response, Native American song).

• Constantly evaluating member engagement throughout the process and contemplating how to incorporate other approaches to consensus-building and knowledge transfer versus the traditional “western” workgroup mobilization and planning methods.

• Engaging workgroup members using multiple facilitation and group processing methods (individual work, small group discussions, large group brainstorming, games, exercises, homework, follow-up informal phone calls, relationship-building/networking agenda items, task-oriented agenda items, etc.) to include each member as fully as possible while respecting their learning and working preferences.

• Designing a “working” planning group website that is useful, accessible, and compliant with Section 508 of the US Rehabilitation Act.• Implementing a Photo Album project as one non-traditional method of data gathering and dissemination.• Incorporating visual cues of progress and success, including large and colorful posters around the room at each meeting, a balloon release to

“launch” goals, and presenting members with attractive certificates at each meeting.• Displaying and disseminating tobacco use prevention resources targeted for specific priority populations.

Lessons Learned• Including “grassroots” (e.g., members of diverse communities) in addition to “grass tops” (providers, researchers, program managers) was more difficult than anticipated. In reality, it was challenging to attract workgroup members who were not able to attend meetings as part of their regular job. • Because the workgroup was diverse, there were many different learning and working styles. While the

different facilitation and group processing methods engaged all of the members some of the time, it was difficult to engage all of the members all of the time. However, by the third and final meeting, workgroup members were much more comfortable with each other and were, for the most part, fully engaged in the process.

• Logistically, it was challenging to implement a “different kind” of planning process for a diverse workgroup. For example, holding the meeting in a hotel setting was the most practical choice, but culturally diverse food

choices were not available from hotel menus.• Many hours were spent planning and discussing the most productive tools and methods for engaging the

group. Flexibility was also very important. Methods and plans were constantly modified in an attempt to better involve members in creating a quality specific populations plan. Even the name of the group itself was

changed three times during the course of the project.• The ability to use and build on tools, techniques, and lessons learned from other Kansas projects and

processes in other states was invaluable. Similarly, methods and lessons learned from this process are being applied to other planning efforts in Kansas.

Kansas Specific Populations Workgroup Members

Workgroup members were invited to share information and cultural practices in both traditional (presentation, display) and non-traditional (e.g., song, blessing) ways.

Website. The specific populations website was a tool for both workgroup members and for program managers, researchers, advocates and other interested parties following the process. The front page of the specific populations “Materials” section is shown at right. In addition to population-specific resources, the website includes all meeting information, discussion boards, and final materials.

The initial website was completely redesigned shortly after the start of the project to make it compliant with Section 508 of the US Rehabilitation Act, in effect, making it more accessible to all populations. In addition to a new logo and look, changes included

• Smaller graphics• All web pages

viewable as text• Higher color

contrast

For more information, see www.section508.gov. This section is particularly helpful for website development: www.section508.gov/index.cfm?FuseAction=Content&ID=12#Web

• “Lighter” code• Navigation

boxes• Less scrolling

Specific Populations website address:www.healthykansans2010.org/tobacco

Photo Album Project. Workgroup members were encouraged to take photos representing their community’s cultures and traditions as well as the influence of tobacco on their community as a way to collect and disseminate data to the workgroup. Members were given a disposable camera to return in a self-addressed, postage-paid to make the process as easy as possible; they could also send digital photos via email. Although we found many workgroup members were out of their comfort zone with this assignment, the few photos that were returned sparked valuable discussions in the meeting.

Targeted media will be distributed to partners, workgroup members and grantees on this handy jump drive.

Here are a couple of example photos submitted from a local NASCAR event.

Long line at free tobacco booth No business at the tobacco prevention booth

Specific Populations Marketing Tag Line:

Tobacco Prevention and Cessation.

Everyone benefits.

Working with partners and an in-house media coordinator, targeted materials have been created at minimal cost. Examples are shown here.