Table 1 Sources of facilitator effectiveness feedback with CTAC examples
From: Sustaining implementation facilitation: a model for facilitator resilience
| Sources | CTAC examples | Details |
|---|---|---|
| Formal/informal input from recipients | • Prior to facilitation, we asked facilitation recipients to provide their expectations of the facilitator and the facilitation process using a questionnaire | • One-time questionnaire fielded by CTAC project manager at baseline |
| • Facilitators informally asked recipients how they felt the process was going during facilitation calls | • Ongoing solicitation of feedback by facilitators during weekly calls | |
| • Recipients were asked to evaluate the facilitators’ efforts at the project midpoint and endpoint using formal qualitative interviews | • External evaluators conducted qualitative semi-structured interviews at 6 months and 12 months from the start of facilitation | |
| Structured and recurring debrief sessions | • The two facilitators debriefed with each other after each weekly facilitation call |
• Debrief sessions ranged from 15 to 60 min in length • 269 facilitation calls total across six clinic sites |
| • Additional informal debrief sessions occurred during the recurring weekly meetings with the larger CTAC team |
• CTAC facilitators provided weekly updates to the larger CTAC team (PI, project manager, evaluators), which included debriefing about facilitation challenges • Meetings were 60 min | |
| Recurring meetings with CTAC team | • Weekly meetings that included the principal investigator of the project, the project manager, and the two facilitators, as well as other experts on an as-needed basis |
• Meetings were ongoing from 2016 when the first site was enrolled in CTAC through 2020 when the project concluded • Meetings were 60 min |
| Protected time for facilitator reflection | • Facilitators were provided time to complete a templated reflection form after each facilitation call to document the content of the call and record facilitation challenges and successes |
• Written reflections were completed for 269 calls and took < 5 min to complete • The templated form included prompts for the call’s date, duration, participants, open-ended summary of what transpired on the call, and descriptions of facilitation challenges and successes |
| • Reflection also occurred informally during the structured debrief sessions | • Debrief sessions between the two CTAC facilitators often included verbal reflections about the facilitation process | |
| Collection of short-term process outcomes | • Each clinic site team collected data throughout the 12-month project to track progress toward attainment of its implementation goals | • These data were project-specific, collected by the clinic site teams, and often included usability testing of patient and staff-facing products (e.g., brochures, workflow maps), tracking product distribution within the clinic, and auditing administrative processes (e.g., changes in the number of walk-in patients) |