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Weekly Q&A: Sharing written documents

HCPro's Weekly Update on the ANCC Magnet Recognition Program®*, May 22, 2007

This week, a reader asks how to share the written documents with the staff across the organization. Read the response below from our advisor Meryl Montgomery, RN, MSN, ANCC Magnet Recognition Program® project coordinator at Medical Center of Central Georgia, Macon, GA.

Q: How do you share the written documents with the staff across the organization?

A: At Medical Center of Central Georgia we shared our written documents in a variety of ways, trying to capitalize on different learning styles and adult teaching principles. Our goal in sharing the documents was to celebrate and recognize our amazing nurses, optimistically prepare for the site visit, and to educate everyone on the 14 Forces of Magnetism. We used the organization's newsletter, along with a nursing newsletter, and staff meetings to discuss the documents. We also created a Intranet site to highlight and communicate the written documents.

Informational meetings called Nursing Open Forums (NOF) were held around the clock and 90% of the organization's nurses participated in these forums. The NOF's were facilitated by the project director, as well as by champions and nursing directors. Key points of documentation were reviewed, along with unit accomplishments and the 14 Forces.

Each staff nurse received a full copy of the narrative (excluding confidential information), along with a listing of unit-specific evidence so they would be able to speak to this upon site visit. We had one entire set professionally bound and placed in the Health Resource Center for public or nursing staff use.

In addition, we developed reference manuals for each unit. The following information was in the manuals:

• Explanation of the 14 Forces of Magnetism, specific to the hospital
• Sample site visit questions
• Information about hospitalwide and unit-specific nurse sensitive quality indicators
• Shared governance unit council information and organizational structure
• Professional models of care and our organization's philosophy
• Nursing strategic goals and unit goals
• Professional development with the clinical ladder
• Unit newsletters
• Recognition and celebration of staff nurses
• Copy of the organizational overview and narrative
• Table showing how each unit exemplified the 14 Forces

Editor's note: Do you have a question for one of our advisors? If you'd like us to consider your query for publication, please send it to Cameran Erny.

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