team-initiated problem solving (tips ii) part 1: meeting foundations b12 august 17, 12:45 materials...

Team-Initiated Problem Solving (TIPS II)

Part 1: Meeting FoundationsB12 August 17, 12:45

Materials supported by:

Anne Todd, M.S., Dale Cusumano, Ph.D., and Angela Preston, M.Ed.University of Oregon and University of North Carolina at Charlotte

Presented by Marla Dewhirst, TIPS National Trainer of Trainers

Follow us at:

www.TIPS2info.blogspot.com

YouTube at TIPS2grant

Google Communities at TIPS Connect

90,000 public schools in the United States

Each school has 1+ teams to address challenges and build

solutions

Each team meets at least monthly

On average there are 5 people on each team

810,000 hours of meetings

4,050,000 hours of

personal time annually

We have to make our Problem Solving Team

minutes count!

What do we need?

• A clear model with steps for problem solving

• Access to the right information at the right time in the right format

• A formal process that a group of people can use to build and implement solutions that solves problems.

3Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

Efficient

Effective

Logical

Thorough

Team-Initiated Problem Solving II(TIPS II)

Data analysis Problems hypotheses “Why?”

Attentive and

Implement Solution with High Integrity

Identify Goal for Change

Identify Problemwith

Precision

Monitor Impactof Solution and

Compare against Goal

Make SummativeEvaluationDecision

MeetingFoundations

Team-Initiated Problem Solving (TIPS

II) Model

IdentifySolution and

CreateImplementation

Plan with Contextual Fit

Collect and Use Data




Precision




MeetingFoundations


II) Model





What, Who, When, Where, and Why?

How do we want the problem to change?

What are we going to do to bring about desired change?Did we implement with

fidelity?

Has the problem been solved?

What next?

TIPS II Research

O1 O2 O30.00

0.10

0.20

0.30

0.40

0.50

0.60

0.70

0.80

0.90

1.00

0.85 0.87 0.87

0.79 0.83

0.74

Immediate (M = .86)Wait-List (M = .79)

Meeting Foundations Scores for Immediate and Wait-list Group Across Observations

O1 O2 O30.00

0.10

0.20

0.30

0.40

0.50

0.60

0.70

0.80

0.90

1.00

0.42

0.740.77

0.47

0.52

0.48

Immediate (M = .64) Wait-List (M = .49)

Overall Problem Solving scores for Immediate and Wait-list Group Across Observations

“Did they implement?” and “Did it get better?” for Immediate and Wait-list Groups

O1 O2 O30.00

0.10

0.20

0.30

0.40

0.50

0.60

0.70

0.80

0.90

1.00

0.11

0.42

0.63

0.11

0.37

0.11

Immediate (M = .39) Wait-List (M = .20)

Perceptions of Core Features of Problem Solving Before and After TIPS Training

problem defined w

ith precis

ion

problems, s

olutions, and goals

problems h

ave solutions

action plan w

ith so

lution

fidelity docu

mented

outcome m

easure docu

mented0.00

1.00

2.00

Pre-TIPS Post-TIPS

Problem-Solving Meeting Foundations

Structure of meetings lays foundation for efficiency & effectiveness

Critical Features of TIPS II

Meeting Foundations• Roles are assigned with responsibilities understood• Solutions developed in meeting CAN be

implemented• A meeting schedule is created and respected (date

and times)• Attendance at meetings• Agenda is public, reviewed at start of meeting, and

shared during meeting

PREDICTABILITY

PARTICIPATION

ACCOUNTABILITYCOMMUNICATION

RolesFacilitator

Minute Taker

Data Analyst

Active Member

ResponsibilitiesWhat happens BEFORE a meeting

What happens DURING a meeting

What happens AFTER a meeting

Foundations of Effective and Efficient Meetings: Roles and Responsibilities

Roles on TIPS Teams

Facilitator Minute Taker

Data Analyst

Team Member

Facilitator’s Responsibilities and Skills Needed

Facilitator

Before Meeting:• Ask for agenda

items

• Provide items to Minute Taker

During Meeting:• Starts meeting on time

• Manages “flow” of meeting

• Prompts team members (as necessary) with the TIPS problem-solving “mantra”

• Is an active participant in meeting

• Determines date, time, and location of next meeting

Facilitator should be able to:• Ask questions

• Implement group norms or agreements

• Keep meeting on track (or navigate back on track when needed)

• Move through agenda in a timely fashion

Roles on TIPS Teams


Data Analyst

Team Member

Minute Taker’s Responsibilities

Minute Taker

Before Meeting:• Collects agenda items from Facilitator

• Prepares TIPS Meeting Minutes agenda form, including content from Data Analyst, as appropriate

• Is prepared to project TIPS Meeting Minute form via LCD during meeting

During Meeting:• Records

decisions/notes on TIPS Meeting Minutes form

• Asks for clarification of tasks/decisions, as necessary

• Is active participant in meeting

After Meeting:• Cleans up TIPS Meeting Minutes from meeting

• Disseminates Meeting Minutes to team within 36 hours

Needed Skills for Minute Taker

Minute Taker

Minute Taker should be able to:• Use word processor (copy, paste,

add rows, save files, etc.)

• Listen to discussion and paraphrase critical information in written form

• Be fluent with Meeting Minutes form

Roles on TIPS Teams


Data Analyst

Team Member

Data Analyst Responsibilities

Data Analyst

Before Meeting:

• Review data and define potential new problems with precision (What, Who, Where, When, Why)

• Gather/organize data on previously-defined and/or potential new problems

• Review data on previously-defined problems (i.e., frequency/rate for most recently-completed calendar month, direction of change in rate since last report, and relationship of change to goal)

• Prepares graphs for sharing at meeting

• Asks Facilitator to add potential new problems to agenda for meeting

During Meeting:

• Leads discussion of potential new problems

• Responds to questions about data; produces additional data on request (e.g., additional Drill Down Reports)

• Is active participant in meeting

Needed Skills for Data Analyst

Data Analyst

Data Analyst should:• Like and feel comfortable with data

• Be fluent in navigating dataset to generate custom reports

• Be able interpret and summarize data/graphs about old and new problems:

• Retrieve data about previously defined problems

• Identify potential new problems

• Prior to meetings generate data summaries for potential student problems and for previously defined student problems

Roles on TIPS Teams


Data Analyst

Team Member

Team Member Responsibilities

Team Member

Before Meeting:

• Recommends agenda items to Facilitator

During Meeting:• Analyzes/interprets data; determines whether a new problem exists• Ensures new problems are defined with precision (What, Who, Where, When, Why) and

accompanied by a Goal and Timeline• Discusses/selects solutions and evaluation data (fidelity and outcome) for new problems• For problems with existing solution actions• Reports on implementation status (Not Started? Partially implemented? Implemented with fidelity?

Stopped?)

• Suggests how implementation of solution actions could be improved• Analyzes/interprets data to determine whether implemented solution actions are

•Is an active team member

Skills Team Members Need

Team Member

Team Members should:• Be willing to listen and consider all perspectives• Use a sense of humor• Demonstrate mutual respect• Be able to honor group norms or guidelines

Who is Responsible?


Data Analyst

All Team

Who is Responsible?Action Person Responsible

Reserve Room

Recruit items for Agenda

Review data prior to the meeting

Reserve projector and computer for meeting

Keep discussion focused

Record Topics and Decisions on agenda/minutes

Ensure that problems are defined with precision

Ensure that solutions have action plans

Provide “drill down” data during discussion

End on time

Prepare minutes and send to all members

Facilitator

Facilitator

Data Analyst

Minute Taker

Facilitator

Minute Taker

Facilitator

Facilitator

Data Analyst

Facilitator

Minute Taker

All

All

1.Organization – (team roles, meeting process, agenda)

2.Data – (Right information at right time in right format)

3.Separate – (a) Review of On-going Problem Solving – (b) Administrative Logistics and – (c) New Problem Solving

4.Define Problems with Precision5.Build Comprehensive Solutions that “fit”6.Add “Action Plans” for all solutions7.Review Fidelity and Impact regularly8.Adapt Solutions in response to data.

Eight Keys to Effective Meetings

29Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. version 2 (2012). The Team Initiated Problem Solving (TIPS)

Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.




Precision




MeetingFoundations


II) Model





MEETING MINUTESA framework for organizing and documenting efficient meetings

General Flow of MeetingCall meeting to order – Who is present?

Review agenda for today

Discuss previously defined problem(s) – Were solutions implemented? Discuss current data and relation to goal. Better? Worse? Was goal reached? What next?

Discuss administrative tasks and any general issues

Discuss any new problems – Identify precise problems, develop solution plans (what, who, when), identify goals, determine fidelity and outcome data needed

Wrap up meeting – Review date/time for next meeting and evaluate present team meeting.

Where does an item go on the Meeting Minutes Form?

Demographics or Agenda

Previously -Defined Problem

Administrative Tasks

New Problem

Planning for next PTA meeting.

There have been 5 fights on the

playground during the last week.

Update on CICO implementation for previous problem

solution.

Increasing gang recruitment for an agenda topic today

Next meeting, we need to hear a report on lunchroom needs.

Staff will need to complete a monthly

fidelity check

Three students are not meeting CICO

goals.

Plan for school board report

Currently, we are seeing 1 referral per

day for our new problem.

Help During Your First Meeting…


IdentifyGoal for Change


Precision




MeetingFoundations


II) Model

Identify Solution and


Plan withContextual Fit


Problem = A difference between what is expected and what is observed that a team feels is worthy of addressing.

Problem = A difference between what is expected and what is observed that a team feels is worthy of addressing.

What is a problem?

Defining a Problem with Precision

Start with Primary Problem Statements

Look at the Big Picture. Then use data to refine the problem to a Precise Problem Statement.

Move to Precise Problem Statements

Office discipline referrals for 3rd graders are above national medians for schools our size.

Referrals for defiance among third grade students from 11:30-12:30 in the cafeteria are increasing over time. It is believed that this is

happening because students want to avoid silent reading that happens after lunch.

What When

Who

Why

Where

Precision Components For Problem Statements

hours

Savings in Planning and Implementation Time Moving from Primary to Precision Problem Statement

Planning time Implementation time:staff Implementation time: students

0

5

10

15

20

25

30

primary statementprecision statement

Examples: Primary to Precise

Gang-like behavior is increasing.

Our fourth graders cannot comprehend when reading!

• Bullying (verbal and physical aggression) on the playground is increasing during “first recess,” is being done mostly by four 4th grade boys, and seems to be maintained by social praise from the bystander peer group.

• Forty-seven percent of 4th grade students did not meet reading comprehension targets on AIMSweb Maze benchmark assessments when 80% of students at a grade level should meet this target. It appears that weak vocabulary skills are lowering students’ comprehension skills.

Follow us:www.TIPS2info.blogspot.com

YouTube at TIPS2grant

Google Communities at TIPS Connect

Email us:[email protected]

team-initiated problem solving (tips ii) part 1: meeting foundations b12 august 17, 12:45 materials...

Documents

tips training slide

overall problem

research slide

use data slide

tips training manual

meeting foundations

contextual fit

implementation plan