Developing an Outreach Work Plan

© 2014 Enroll America and Get Covered America
EnrollAmerica.org | GetCoveredAmerica.org
Dayanne Leal, Deputy Director, Best Practices Institute | 06.13.2014
Developing an Outreach Work Plan

2
Agenda
I.  Plan for Success
II.  Measure for Guidance
III.  Write Your Work Plan
IV.  Practice Exercise
V.  Best Practices &
Resource

EnrollAmerica.org | GetCoveredAmerica.org3
I. PLAN FOR SUCCESS
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Why Should You Plan?
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Here are Some Reasons
Helps you
avoid
mission
creep
Provides
the right
and clear
direction
Helps with
decision
making
Facilitates
coordination
of efforts
Allows
program
prioritization
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Key Steps Towards Your Planning
I. Identify and
capitalize on your
strengths
III. Identify and
understand your
population of
focus
II. Build on the
strengths of
others in your
community
IV. Ensure you
have the
necessary skills to
conduct your
outreach
V. Write your
outreach and/or in-
reach plan
VI. Monitor,
evaluate, and
refine when
needed
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II. MEASURE FOR GUIDANCE
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Why Should You Measure Your Efforts?
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Here are Some Reasons
Helps
identify
effective
strategies
Helps you
know if
your plan is
working
Help you
improve
your
partnerships
Ensure you
are spending
resources in
the right way
Show where to
refine when
needed
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Implement a System to Track Your
Activities, Process and Outcomes
Questions to Consider When Choosing Indicators:
ü  What kind of information do I need to collect to know if my strategy is working?
ü  What baseline information should I obtain and/or use to be compared with current process
and outcome measure?
Helpful Strategies to Implement a Tracking System:
ü  Keep log of tasks involved with each activity. For example, number of materials distributed,
number of events held and attendees.
ü  Keep contact log of calls received or face-to-face visits with the following information:
ü  How individuals heard about your effort or organization?
ü  Outcome of the call or the visit.
ü  Link the calls or face-to-face visits to each individual activity.
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Important to use
indicators that help you
measure both process
and outcome!
Allows you to know if your activities are complete as well
as monitor how much effort was put into your activities.
Process
Measure
Allows you to measure the results of your activities so
you can assess if the activity was successful or not.
Outcome
Measure
The specific information you will collect to help measure
and evaluate process and outcomes.
Indicators

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III. WRITE YOUR WORK PLAN
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Important to Write Your Plan
OutreachWork PlanTemplate

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Build an Outreach and/or In-Reach
Work Plan
Define your plan
of action:
•  What is your goal(s)?
•  What strategies will you use to
achieve your goal(s)?
•  What activities are need to
accomplish success?
Accountability
•  Who will be responsible for
executing each activity?
•  When will each activity be
completed?
Desired Results
•  What specific result(s) do you
expect to see from each
activity?
•  How will you measure
success? Important to track
Process and Outcome
measures.
13

Filling Out Your Work Plan
Step 1:
• Define Your Goal: What
do you want to achieve?
Step 2:
• Choose Your Strategy:
How are you going to get
there?
Step 3:
• Activities: List the tasks
necessary to complete
your strategy.
Step 4:
• Who & When: List who
will implement each
activity (or can be a
resource) and by when.
Step 5:
Define Your Outcome:
What are the expected
outcomes for your
activities?
Step 6:
Measure Of
Effectiveness: Which
indicators will inform you
if you have achieved your
expected outcomes?
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Apply the SMART Framework to
Develop Your Goals
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Specific
Measurable
Attainable
Relevant
Time--Bound

Your Work Plan Should list Indicators to
Measure Both Process and Outcomes
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Enrollment
Events
•  Process: Number of
events held
•  Outcome: Number
individuals who
applied for health
insurance
Material
Distribution
postcards distributed
•  Outcome: Number of
calls received as result
of the postcards
distributed
Partnership
Development
organizations
contacted to form a
partnership
referrals received from
each organization
Earned
Media Efforts
times staff participated
in a Radio program
calls received as result
of the radio program
For example…

Outreach Work Plan Example
Step by Step
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1. SMART Goal
Ø  By December 2014,enroll 100 uninsured individuals in health
insurance (including Medicaid).
2. Outreach Strategy
Ø  Participate in 3 “live” radio interviews a month for a period of 2
months to promote how/where individuals can sign up for health
insurance.
3. Activities
1.  Identify one radio program that: serves Latinos (Spanish
Speaking), Latinos (Portuguese Speaking), and African-
Americans and contact them by July 2014.
2.  Schedule radio interviews (one a week) by August 2014.
3.  Participate in one radio interview per week by November 2014.

Step by Step
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4. Accountability
Ø  Specify department, title or staff name if it is not you.
5. Expected Outcomes
1.  By August 2014 at least one radio program serving
Latinos (Spanish Speaking), Latinos (Portuguese
Speaking), and African- Americans have agreed to host
staff at their radio shows.
2.  At least 20 phone calls a month from each radio program.
3.  By November 2014 participated in 6 radio programs.

Step by Step
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6. Indicators
Ø  Process:
§  Number of radio programs contacted
§  Number of radio programs interviews
Ø  Outcome:
§  Number of individuals who called into the radio
program
§  Number of calls received as a result of each radio
program

IV. PRACTICE EXERCISES
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Activity 1:
Reflect Back & Look Forward
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Do You Have Experience Developing
an Outreach Work Plan? Specify.
Do You Track and Evaluate Your In-
Reach & Outreach Efforts?
Do You Know What Your Most
Effective Strategies are?
Write on a piece of
paper the answers
to your questions.
Large group
discussion.
Where Are You? Where Do You
Want to Go?

Activity 2: Outreach Work Plan
Framework Exercise
In pairs or small groups use one of the following categories to practice developing
your outreach work plan:
Outreach
Strategies
In-reach
Strategies
Developing
Partnerships
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Framework Exercise
Step 1:
•  Define One Goal
Step 2:
•  Choose One
Strategy
Step 3:
•  List One to Three
Activities with
Specific Timelines
Step 4:
•  Define Expected
Outcome
Step 5:
•  Choose One to
Three Indicators
Step 6:
•  Share and Receive
Feedback
Using the category that you selected or that was given to you follow the steps:
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© 2014 Enroll America | EnrollAmerica.org
Framework/Template Exercise
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Goal

Strategy

Activity (ies)

Expected Outcome for the
Activity (ies)

Indicators

In pairs or small groups fill out the handout below based on the
category you have selected.

Receiving Feedback
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V. BEST PRACTICES & RESOURCE
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Key Elements to a Successful
Outreach and/or In-Reach Work Plan
Ensure your outreach work plan is comprehensive and reflects your
outreach work.
Define concrete goals, strategies, and activities based on your audience and
apply the SMART framework.
Choose indicators you will be able to collect information to measure your
success.
Keep track whether an activity is complete, incomplete, or in progress. Update
your outreach work plan at any time to reflect your work and any modifications.
Ensure outreach staff participate in the development of the outreach work plan.
It enhances buy-in and accountability.
27

Resource to Assist You
link:
How to Create an
Outreach Work Plan
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Thank You For Listening
to This Training!
Visit us at EnrollAmerica.org
Contact Dayanne Leal at
dleal@enrollamerica.org
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Developing an Outreach Work Plan

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