Ultimate Guide to Hotwashes: Process, Benefits, and Execution
Explore the world of hotwashes through this comprehensive guide covering what hotwashes are, why they are essential, how to conduct them, handling hotwash data, after-action reports, and the approval process. Discover the key responsibilities of a Hotwash Planner for effective team reviews and improvements.
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Presentation Transcript
Hotwash Roles Team Training [Presenters] [Date]
Hotwashes are A facilitated discussion following a response designed to capture issues, concerns, or proposed improvements Origin - Comes from the U.S Army 3
Why do we do Hotwashes? Required (FEMA/CDC) Quality improvement tool Reflect on what happened Provide closure Reap the benefits Explore specific components of response, e.g., equity, innovation 4
Equity Embedded Racial equity Access and functional needs equity Process of analyzing and ensuring that all areas of response considered equity Consider response actions impact on equity How did we do in the response in terms of equity? 5
How do you do a Hotwash? Soon after response ends In person or virtual Facilitator, notetaker Questions 6
What do we do with the Hotwash Data? Qualitative data Analyze for themes Root cause analysis Quality improvements 7
After Action Report Identify strengths Identify areas for improvement Recommendations for improvement Corrective actions Improvement plan 8
Approval Process Work with Group/Team response leaders to assure accuracy and completeness Submit to leadership for review Determine corrective action priorities Assign responsibility for completing corrective actions Approve and finalize AAR-IP 9
Hotwash Planner Responsibilities Pre-hotwash preparations During the hotwash After the hotwash Helping set direction, provide team with tools, wrap everything up 11
Hotwash Preparation Determine scope of hotwash Review the purpose or objectives Define your questions Identify unique questions for the focus area topic, e.g, vaccine questions, partner engagement questions 12
Consider when Developing Questions Coordination Examine coordination within public health (internal) Examine coordination across / with partners (external) Resources Human resource capacity (availability of qualified and trained people) Relevance of plans and procedures Technical aspects Tangible: Equipment, supplies, materials, facilities, physical environment Intangible: Lack of plans, support structures, 13
Preparing for a Hotwash Pre-hotwash preparations include: Meet with Group/Team response leaders and Facilitator to identify: Names/members/participants Charter/purpose/objectives Develop Other areas to examine for discussion 14
Preparing for a Hotwash (2) Tailor hotwash participant agenda, Facilitator agenda, Notetaker template, and PPT template Share information with Facilitator and Notetaker Email hotwash agenda to participants (1-3 days prior) 15
Meet with Hotwash Facilitator Review hotwash agenda and PPT with Facilitator Review topic areas for examination/discussion Discuss any issues of concern 16
LPH / TH Planner Role in Hotwash Conduct If virtual If recording, start recording Display the PPT and advance slides If in person Set up room Bring any needed supplies Start PPT Distribute any materials 17
Follow-up Hotwash Survey Why a follow-up hotwash survey? For people who: Need to process questions (e.g., introverts) Hesitant to talk in a group Think of things they would like to add Unable to attend the hotwash 18
After Hotwash Activities Work with Notetaker to finalize notes Follow-up Hotwash Survey: Provide online link to participants or email survey if electronic, OR Provide paper copy Analyze the data for strengths, challenges, root causes, improvements Identify areas to circle back with ICS leader for input Work with leadership to finalize the AAR-IP 19
Facilitators When feasible, hotwash facilitator should be someone who was not engaged in that particular response work Consider an external person Work out a swap with another PH agency Contract with someone to conduct exercises 21
Facilitator Responsibilities and Preparation Know your audience Review the questions you will ask Facilitate the discussion process; encourage participation, manage time, clarify issues Be impartial Summarize key discussion points Assist, when asked, with report (clarification of points, etc.) 22
Facilitator Conducting the Hotwash Start and end on time Display hotwash PPT If have a Planner, they can display and advance slides Follow hotwash agenda Introduction, Rules, Group Charter/Purpose Use Facilitator Agenda to guide discussion 23
Facilitator Agenda Amped up Agenda Complete script to use Should be tailored to each group/team/response area (Planner responsibility) Includes prompts, explanations, suggestions 24
Modified Root Cause Analysis Explore causes and contributing factors Success or failure Identify root causes to prevent future problems Problem identified that clearly requires deep examination or to identify cause and better understand it Avoid quick fixes 25
Framework for Modified Root Cause Analysis Framework Five Whys Examine relevant factors related to elements that are: Tangible People Economic/External Organizational, Managerial IT 26
Deeper Dives May hear about topics of: Considerable interest Controversy Needing additional time, discussion, processing Due to time limits, suggest a follow-up / focused hotwash 27
Equity Asking what practices improved or worsened health / racial equity Looking at the back-end of our response activities to: Reflect and gather information Improve front-end preparation and response activities for future responses 28
Innovation or Promising Practices New and creative ways of working emerged Need to capture these Will note that many groups or response efforts were, by nature of their work, innovating If running out of time, this question is the best to skip 29
Wrapping Up the Hotwash Thank participants for their work on the response And thank them for participating in the hotwash Online or email hotwash survey follow-up Responder and wellness resources 30
Running out of Time? Okay to miss some questions May have covered them in earlier discussion Other ways to capture information Follow-up Survey Deeper Dives A must! Make sure to cover Wrap-up (about 2 minutes): follow-up survey & mental health resources 31
Facilitation Best Practices Stay neutral Invite people to raise their hand Watch the time and move things along Stay focused Use active listening 32
Active Listening Mirroring repeat back the speaker s words verbatim Paraphrase- use your own words Tracking- various thoughts in single discussion 33
Facilitation Challenges Monopolizer Managing self- restraint (as facilitator) Facilitation take-over Silence ( Crickets ) 34
Technology Challenges / Issues If virtual hotwash: Have phone numbers to text team what happened and to step in until you return Internet bandwidth issues Audio issues / extraneous noise Computer crashes 35
Notetaker Prep Obtain hotwash Notetaker template Add hotwash title, date, Facilitator, attendees to template Be familiar with the questions asked Log in early to virtual hotwash/Arrive early to in-person hotwash 37
Arrive early to hotwash Bring your computer, power cord, and paper and pencil or pen in case computer crashes Give yourself time to log on and open note taking document so you can be ready at start time Sit away from facilitator, where you can hear everyone s comments 38
Whats Important to Capture Identify the name of the person speaking Sets the context of the comment. Also need it to follow-up to clarify if a comment is not understood Main points, summaries, others in agreement Does not have to be verbatim; capture as much as possible in the participant s own words 39
Whats Important to Capture (2) Key words or phrases: well , better , improved , what we did If they explain why it failed or didn t go well What they could do better next time Strengths- what went well Partners that are mentioned 40
After the Hotwash Mark (?) or highlight areas where more info needed or info that was missed Ask at end of hotwash for clarification (especially acronyms) or review recording and transcript for assistance Review notes to fill in gaps, spell out abbreviations, correct typos, move comments to appropriate place in notes Listen to the recording to capture and clarify Quotes can tell stories! 41
Finalize Notes Save your notes with your name in the document title Provide edited/completed notes to Planner within 3 days Be available to answer questions on notes 42
