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Communicate: What to Do and How

What needs to be communicated to members of the PFAC, and how?

couple in an office

What needs to be communicated to members of the PFAC?

  • Notifying council members they have been selected to serve on council
  • Information and orientation required to prepare council members for training and council meetings
  • Terms of reference for council
  • Conflict of interest and confidentiality documentation
  • Agendas for training and council meetings
  • Briefing notes for staff presentations in council meetings

How can information be communicated in the best way?

  • Dependent on council member preferences and feasibility (i.e., access to Internet, printers), health literacy levels
  • Avoiding confusion, meeting expectations and building confidence through use of consistent and timely methods of communication

To-Do List

 Task Description 
Create and distribute a letter welcoming selected members to council  Hardcopy version is recommended, includes:
  • confirmation of selection and official welcome
  • restatement of council vision and goals,
  • contact information for staff contact re: any questions/concerns
  • what to expect next (i.e., additional information, training/meeting dates/locations)
Create and distribute preparation package for patients/family council members
  • council: structure, objectives, scope, benefits of participating, guiding principles
  • role expectations
  • effective communication/group forming tips
  • procedures for addressing questions/issues, detailed information on training and council meetings (logistical, overview)
  • acronyms/definitions, additional references
  • detailed organizational overview
Create and distribute preparation package for staff on council, and staff presenting as guests of council (including template of briefing note)
  • overview of council and objectives
  • preparation required for council participation and/or presentations
  • tips for effectively engaging with patients
  • contact information
Create and distribute agendas for all training sessions and council meetings
Create terms of reference (leverage material from initial visioning exercises), conflict of interest and confidentiality agreements Distribute with detailed explanation and encourage discussion during training or first council meeting to ensure understanding and agreement.

Samples/Templates/References (Multimedia)

Last modified: Fri, Jan 04, 2013
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