Key Communication Messages ………………………………………………………………… Page 2
Key Objectives ………………………………………………………………………………………… Page 3
Strategy Map …………………………………………………………………………………………… Page 4
Care Partners ………………………………………………………………………………………….. Page 5
Communication Tools ……………………………………………………………………………… Page 6
Resident Communications (Families & Friends) ………………………………………… Page 7
Community Partnerships / Linkages …………………………………………………………. Page 9
Community Partners - Other…………………………………………………………….. Page 12
Staff ………………………………………………………………………………………………………..... Page 14
Volunteers ……………………………………………………………………………………………….. Page 16
Spiritual Community ………………………………………………………………………………… Page 17
Media Relations……………………………………………………………………………………………. Page 18
Communication Action Plan 2017
2.
Key Communication Messages
1. The Windsor Elms Village is continuing to address loneliness, helplessness and boredom and the domains of well-being for all care partners.
2. The Windsor Elms demonstrates our commitment to meeting the evolving needs of older adults
living in Nova Scotia.
3. Windsor Elms Village is committed to demonstrating core person-directed values in a holistic
environment that promotes independence, compassion, dignity and respect.
4. The Windsor Elms Village is the best place for our residents to live, our staff to work and our community to visit.
5. We are creating a caring community together; honouring our history; imagining our future.
6. Windsor Elms Village is committed to creating an environment which is based on inclusiveness.
(diversity message)
Tag Lines:
Windsor Elms Village is the best place to live, work and visit. Creating community together. Honouring our history; celebrating our now; imagining our future Words build worlds
3.
Key Objectives
Communications will:
1. Engage all care partners to embrace our Mission, Vision and philosophy of care.
2. Strive to sustain care partner engagement in meeting the strategic plan’s key directions. Key Directions 2016/2017: 1) Growing Care Partner Teams
2) Enhancing the Dining Experience
3) Engaging and Growing Our Community
3. Foster meaningful relationships amongst all care partners, increasing their understanding, respect, support and appreciation of one another; strengthening their connectedness and collaboration in advancing the ultimate vision.
4. Maintain a proactive risk management approach to emergency matters or potential adverse events by having a clear communication plan and strategy to manage such matters.
5. Demonstrate compliance with legal and or legislative requirements with the appropriate authorizing bodies.
6. Promote the Windsor Elms Village’s public image and credibility in alignment with the Boards ends polices.
7. Actively support fundraising that will enhance the lives of our residents through creating awareness of our Home in the community.
8. Advocate on issues that impact upon the WEV Care Partners’ domains of well-being: Joy, Connectedness, Security, Growth, Meaning, Identity; Autonomy.
5.
Care Partners
Internal Community
Residents Families & Friends Volunteers Staff Consultants
External Community Municipal Council and the Municipality of West Hants
Community Fire Departments Falmouth immediate neighborhood Schools/universities/colleges Local businesses Other nursing homes Community Programs and Services/Groups Professional Community (Physicians; Consultants; Dentists;
Pharmacies)
Spiritual community West Hants Ministerial Formal and informal members of the spiritual care community All local churches Institutions of religious studies
Suppliers WEV suppliers/ contractors
Government DHW and all related government departments
Media Province wide
Those actively seeking LTC placement
Older adults & families in N.S.
LTC Partners Collaborative partners from a variety of sectors with a common vision. (ie: Eden alternative partners, researchers, philanthropists, District Health Authorities; professional affiliations)
6.
Communication Tools
1. Windsor Elms Web site / Social Media (facebook; twitter; etc) / linkages from other websites
2. External Contributions to Social Media/Website/Newsletters e.g: Eden Atlantic Networking Group,
CCA Registry Newsletter, etc.
3. iTacit connects entire organization with communication platform with memos and news to targeted groups
4. Letters; Emails; Memos (e.g. Email Chimp; Survey Monkey; ISSUU)
5. Staff Meetings – Various Team Meetings (Neighbourhood; Household; Department; Team Huddles)
6. Newsletters – Staff; Community
7. Resident Councils; Community Councils
8. Staff Info Monitor
9. Tours – Community; As Needed by Individuals/Groups
10. Special Events in house and off site: e.g. Seniors Expo; Continuing Care Month; Fundraising Events;
Christmas celebrations, Open Houses, Education opportunities
11. Special brochures- e.g. Chaplaincy, Golden Hearts, Home Quick Reference; Resident Guide For Living;
Palliative Care; Volunteer Manual
12. WEV Eden Dictionary
13. Local papers and publications
14. Formal and informal direct communications and interactions with stakeholders e.g. focus group meetings
15. Feedback received e.g. Comment Cards & Website
16. Surveys (Res / Fam / Employees)
17. Story Boards
7.
Resident Communications (Families & Friends)
Methods / Approaches
Communication Purpose and/or Objectives
Strategy 2017
Consultation
To engage all relevant care partners in providing input.
- Strategic Review Process
Monthly Community Council Meetings in each Neighbourhood
To provide a forum for all care partners (residents, families, NH staff, volunteers) to gather together to share information, ideas, concerns, learn from each other, and most importantly, become well-known to each other, identifying those opportunities to enhance well-being for all.
Their input feeds into team and neighbourhood development and informs homewide strategies as relevant.
Resident Guide For Living
Residents moving in (and their family members) receive a Guide that: - is welcoming; comforting - informs them of the roles of other
care partners - educates them on the philosophy of
the home.
Update as needed To be reviewed in 2017
Neighbourhood Info Boards
Updates on current internal/external events & info sessions; relevant resident data; available resources & education; new policies & legislation
Update as needed
Monthly Calendar of Events & Other Special Events/Activities
Household/Homewide events & recognitions
Celebrations
Bus Trips; Community Events
Seasonal Events
Milestones
Relevant Messages delivered as needed
The whole care team will continue to be involved in creating activities that reflect those who live and work in the neighbourhood /household (e.g. scheduled & spontaneous activities that are meaningful). Resident input is important to guide daily life and events/activities in each house and for each individual
Surveys; Focus Groups; Learning Circles
Residents have opportunity to have their voice heard
Residents & Families will have an opportunity to contribute ideas that inform the strategic plan and quality improvements in focus group following review of Resident & Family feedback received in the current survey
Eden Warmth Survey
8.
Well-Being Surveys Input sought into improving quality
throughout the home re: changing/improvements in the Dining Experience
Learning Circles are happening with residents and families
Other Feedback Tools
Residents / Families have opportunity to submit comments
Website; comment cards
Information Technology Enhances connectivity of residents with loved ones.
An email link to be added to the website to enable family members to send messages to residents.
Families receive communications through email that informs them of various issues/events/invitations as needed
Social Media; Email; Skype; Internet
Computer / tablets are used to accommodate Resident connectivity with family members and with the larger community.
Education Events Residents & Families are aware of ongoing growth opportunities
Families and Residents will be invited to relevant education events throughout the year e.g Eden philosophy education; Piano Lessons; Baking Class; Art Classes; Meditation; etc). Sharing of information; articles; etc.
Newsletters: At Home Community
Serves as a community linkage to the Home. Articles include education; resources; success/quality stories; reflections of life going on in the home; resident stories; board linkage.
Twice annually – March / August
Continue to explore creative ways to use Newsletters to educate/inform/share success stories/etc./resident stories
Brochures & Information
Education/Info Tools that provide information on various services that enhance aspects of well-being for all care partners
NS DHW Brochures
Eden Brochures
WEV Brochures
Available for easy access for all care partners
Update resources as needed e.g. brochure rack by Café; brochure linkages on our website
9.
Community Partnerships / Linkages
Methods / Approaches Communication Purpose and/or Objectives
Strategy 2017
Consultation
To engage all relevant care partners in providing input.
- Strategic Review process - Community Garden Planning
Community events Residents who desire are reconnected
with the larger community and have opportunities to participate in community events or activities. Community Partnerships are enhanced and relationships strengthened through: - meaningful celebration events as well as issues that impact the community (and therefore the Home) An informed and engaged community is a supportive community.
Individuals and groups to be invited to seasonal events /celebrations, Continuing Care Sector events
The Board of Directors will continue to strategize strengthening community relationships & presence as advocates for the well-being of the Home
Community Garden – The community continues to be vital partner in the development and sustained growth of a community garden.
Strategic Review Process
Tours of the Home Interested parties and those seeking nursing home care are informed/educated on the philosophy of the Home to assist with making informed decisions.
Director of Therapeutic Services coordinates tours upon request. Community Tours may be offered during special events.
Feedback We continually strive to do better and feedback is a vital part of our continuous quality improvement process. Community always welcome to give feedback and comments.
Website; Comment Cards/Boxes; Surveys (paper and online); Strategic Review Process
Publications Serves as a community linkage to the Home To enhance well-being of all care partners
Provide meaningful and intriguing publications with articles, education; resources; success/quality stories; reflections of life going on in the home; resident stories; board linkage; building relationships.
At Home Community Newsletters / Newspaper/Magazine Articles
Online and in print publications
10.
Fundraising Initiatives
It is important to give; receive and sustain support for various fundraising initiatives. The Windsor Elms Village is a community within a community. Quality of life in the home impacts upon quality of life outside the home and vice versa.
Continue to streamline fundraising initiatives in the Home
Annual Chaplaincy Fundraiser
Golden Hearts
Windsor Senior Citizen Bus Society
Alzheimer’s Society
Heart & Stroke
Terry Fox
Arthritis Society
Others Leave a Legacy Canada Helps online
Donor Recognition Book updated as needed. Special letters of thanks are communicated for large donations. We will remain diligent in our recognition and genuine appreciation of all gifts received.
Community Engagement, Contributions & Participation
It is important to build and sustain meaningful relationships with our Community through sharing of resources that will enhance well-being for all care partners.
Encourage use of café, meeting rooms, socials etc.
Seniors & Families invited/encouraged to join in on programming activities
Invitations for tours
Extend event invitation to Community Groups/Clubs E.G. Legion; Rotary Club; Lions Club
Encourage community group participation during all hours
Circulate publications e.g newsletters; newspaper articles; etc.
Community Garden
Strategic Review Process
Identifying new stakeholders in the community and keep them informed of Village life at the Elms
Social Media To reach a wider audience Using Facebook; Twitter; etc.
Postings such as:
Community Event Invitations
Quality Stories such as new processes successfully implemented; stories on events
11.
that have occurred.
Eden education
Fundraising initiatives
Board linkage & sharing with the community
Special Announcements
Sharing Resources that Enhance Well-Being for All
12.
Community Partners - Other
Strategy 2017 Schools: Local (Pre-Schools; Elementary; Middle; High School) Post Secondary (Colleges /Universities); etc.
Volunteer recruiting Welcome Placement Students Special event invitations Reciprocal Agreements for Emergency Safe Haven Education Resources Involve in neighbourhood life Community Garden Strategic Review Process
Community Networking Committee of Windsor.
Windsor Elms Village representative attends quarterly
Continuing Care sector partners collaboration and leadership
Membership in committees and workshops that will promote WEV vision and allow sharing of our model of care to partners.
Staff involvement in networking within their scope of professional practice groups.
Continue to demonstrate best practice leadership within the Province
Participate in sharing opportunities that influence best practices for seniors
Host/promote Eden Networking Workshops
Leaders share the Eden Alternative with the extended community, influencing practices and policy when opportunities arise.
Networking: Mentoring organizations to join the Eden Registry
Strategic Review Process
Relevant stakeholder groups/committees Windsor Elms staff will continue to sustain & build new relationships serving as members on various community committees that serve to progress the WEV Mission and Vision Build and grow relationships with relevant stakeholder groups and committees
Suppliers Ensure suppliers are providing products/services that enhance well-being of all care partners
Contracts/agreements are reviewed regularly
Key Suppliers are notified of opportunities to donate gifts to the Home through formal fundraisers and special events.
Key Consultants receive regular communications to keep them abreast of life/philosophy in the home which will in turn help them to enhance the provision of products &
services
13.
Government Bodies
Provincial Government
NS Health Authority
Municipal Councils
Ensure WEV strategic directions are aligned with government initiatives. Keep abreast of government policy/changes in government; advocate for support of WEV care partners. Encourage ongoing engagement, as relevant, of political/ government reps in life of the Home.
Circulate newsletters, stories and other key communications to relevant government reps and advocacy groups e.g CGO website
Info/education sessions will be scheduled as needed
Invitations to WEV events
CEO to serve as member on CGO Group
Regular updates, received from government, are communicated to relevant care partners
Government website links provided on WEV website.
Partnering on community issues that impact upon quality of life of the Windsor Elms care partners.
Attendance at Council meetings as relevant
14.
Staff
Methods / Approaches Communication Purpose
and/or Objectives
Strategy 2017
Consultation
To engage all relevant care partners in providing input
- Involve staff in Strategic Review Process
- TCW Phase 2 and 3 - Community Garden - CEO selection process - Others as needed
Building self- directed empowered teams
Effective staff communication enables residents to direct their own care
Team huddles
Learning circles
Sharing/telling stories
Weekly team meetings
Community Council meetings
Just in time education
iTacit Communication Program To connect the entire organization through communication platforms using memos and news to targeted groups
Continue to support and facilitate learning of the program and evaluate
Ongoing updates and communications
Keeping staff engaged and up to date Sharing current best practices and success stories to help motivate and inspire staff
Visual aides are used throughout the home to communicate various updates
Staff communication monitor in staff room
Regular Staff Updates
Newsletters
WEV Website
Email & Nhood circulation
Explore updating SharePoint to maximize potential
Staff Recognition As part of sustaining staff
wellness it is important to communicate appreciation of contributions made by individuals and teams.
Annual Anniversary Awards
Ongoing recognition of staff contributions through sharing of stories; special initiatives, etc.
Initiate actions identified through RIGHT survey relative to Recognition
Off Hours Visits An opportunity to connect with
and offer support to staff and other care partners during weekends; evenings/nights; holidays
Leadership Team members conduct regular visits during off hours (aligned with On Call schedule)
15.
Survey Campaigns
Contributes to determining where we are on our culture change journey. Helps to identify areas we have achieved progress and areas we must continue to work on. Surveys provide an opportunity for staff, residents and families to give their perspective on life in the Home and impact on their quality of life and those they care for. As well, they are given an opportunity to become involved in making changes and making a difference.
Regular campaigns will be conducted Staff will become engaged in focus groups that involve other relevant care partners in their conversations and actions to make a difference. Staff will share successes; challenges and action plans Surveys used include: Eden Warmth; Well-Being; RIGHT Model
Committee / Meetings
Committee work to advance the culture change journey needs to be meaningful and purposeful
Committee work is aligned with the Strategic Plan; monitoring key indicators; being pro-active in implementing quality improvements. Committee members will apply a conscious quality approach to all their work. Continue to review/update Terms of Reference and fine-tune focus to align with culture change journey as needed
16.
Volunteers
Methods / Approaches Communication Purpose and/or Objectives
Strategy 2017
Consultation
To engage all relevant care partners in providing input
- Strategic Review Process - Community Garden - Others as needed
Annual Recognition Celebration
Express appreciation to volunteers for valuable contributions to quality of life in the Home
April Ceremony to be coordinated by Volunteer Coordinator
Recruitment and retention To support and sustain sufficient human resources Enhance quality of life for all care partners
Advertise in church bulletins, local papers/publications, local cable channels and schools Encourage volunteer engagement in the Home through ongoing communications using emails; social media; one on one, guides; policies, etc (topics include new program opportunities; growth opportunities; orientation)
Needs assessment survey To determine growth opportunities of Volunteer Program & Volunteers
- Short survey @ 2017 recognition celebration
17.
Spiritual Community
Methods / Approaches Communication Purpose
and/or Objectives
Growth Plan 2017
Consultation
To engage all relevant care partners in providing input
- Strategic Review Process - Community Garden - Sustainability of chaplaincy services
e.g. annual fundraiser
- Maintain high profile of chaplaincy needs with our community
- Others as needed
Regular connecting with West Hants Ministerial
Engaging community members is an important part of our residents’ quality of life and well-being
- Sharing publications - Chaplain is a member and regularly
connects with local churches
Volunteerism To meet the needs of diverse spiritual beliefs
Continue to seek volunteer support in congregations
Encourage engagement through regular communications using newsletters; invitation to home events; etc.
Regularly connecting with four founding presbyteries; Maritime Conference; O.U.C.H.
Continue to involve as per Legacy Agreement
- At Home Newsletter - Community Report
18.
Media Relations
Methods / Approach Communication Purpose
and/or Objectives
Growth Plan 2017
Advertising; Publications; Articles; Press Releases
Conveys the philosophy of the Home
Supports/advocates for well-being of care partners
Encourages recruitment of appropriate care partners
Sustains community engagement and support for the home.
Provides a voice to our community to give feedback
Strengthen presence and knowledge of the Windsor Elms Village Examples:
Strategic Review Process Recruitment ads Token gifts (recycle bags/pens/etc) Local Newspaper ads for fire safety
week; continuing care month; Remembrance Day; etc.
Expand upon catchment area as needed
Utilize press release approach as required for key stories to promote WEV or advocate on important issues
Determine key messages to be delivered during emergencies
Maintaining Social Media and exploring new opportunities