Elizabeth Garrett Anderson FAQs The Anderson Team Journey www.leadershipacademy.nhs.uk 1
Contents Entering / editing your team name... 3 Adding team members one at a time... 4 Adding non-team members... 5 Adding team members by creating a CSV file... 6 Enabling a team member without their own email address to respond to a questionnaire... 8 Inviting team members to complete questionnaires... 10 Creating your own team questionnaires... 11 Checking responses to questionnaires... 12 What to do if team members say they have not received an email invitation to respond... 14 Changing team member names/email addresses... 15 Changing the closing date for responses... 16 Creating a team report... 17... 18 Administering questionnaires more than once... 19 Uploading / viewing completed template documents... 20 Using the jotter facility on the team journey site... 22 Tracking your progress along the team journey... 22 Changing your password if you have forgotten it... 23 Changing your password if you feel it is not secure... 24 2
Entering / editing your team name To enter, or change, the name of the team you will be leading through the Anderson Team Journey, select Your details from the menu in the top bar. The first time you select this screen you will be asked to change your team name if you have not already had to do so when entering team member names and addresses. The team name on email invitations sent to your team members and on the resulting reports will appear as you type it here; so if you type it in lower case that is how it will be printed in the email and also on reports. Remember to enter the word Team after the name if appropriate. Select Submit to return to the Team Journey Ensure that your team name makes it clear to every team member who they should be including in their considerations about the named team Note: Every time you enter this screen you will be offered the opportunity to change any of your details including your password. You are not obliged to change anything unnecessarily. Simply make the alterations you need to. If the name of your team changes in the future, perhaps as a result of restructuring, you can change it here and any future reports will contain the amended name from that time forward. Previously created reports will retain the old name. Note: this is only appropriate if the members of the team remain the same. 3
Adding team members one at a time On the menu at the top of the screen, select Your team members. If you have not already changed the name of your team via Your details when entering your first team member, you will be presented with this screen: Simply enter the name of the team that you wish to take through the Team Journey and select submit. See FAQ Entering / editing your team name Enter details for each individual directly onto the web-page: select Add new team member enter the name and email address of the first team member and select Submit repeat for each new team member. remember to include yourself as a team member if you are the leader of, or a member of, your chosen team. Leave the tick in the team member box unless this person is external to your team and is being invited to participate in a questionnaire, eg The Team Meeting Audit where your team interacts with that person on specific occasions. See Adding non-team members. select Back in the top right corner to return to the Team Journey Things to remember when entering team member details: Ensure that you have included all team members, including yourself, as once you have sent invitations to complete a questionnaire for an activity, no additional team members can be sent invitations for that particular questionnaire, although they will for all future ones. 4
Be sure to enter names in the format that you wish them to be shown in the salutation of the email which will be sent inviting team members to complete activities. For example, if you type in Ann Smith the invitation email will start Dear Ann Smith; if you type in Ann the email will start Dear Ann; if you type in ann smith the email will address the team member as Dear ann smith Take great care when inputting email addresses as any errors here mean that your team member will not receive invitations to participate in team activities. Note: Any team must consist of a minimum of 3 team members, including the team leader. Adding non-team members There are 4 activities when you may feel that it is appropriate to invite non-team members to participate in an activity, for example for the Team Meeting Audit, in which case you need to add them as if they were a team member, but de-select the tick box beneath their email address, before submitting. This will add them to a group called others, and when you start activities you will be able to select whether they are asked to participate. If you have accidentally either left a tick in the box for a non-team member, or removed a tick from a team member, you can correct this by selecting the small grey triangle next to the pencil to move the individual into or out of the team. The 4 activities where it is appropriate to invite non-team members to participate in an activity are: Team Decision Making Review Team Meeting Audit Team Meeting Evaluation Reviewing Inter-team Relationships 5
Adding team members by creating a CSV file On the menu at the top of the screen, select Your Team Members. Open a new spreadsheet on your chosen spreadsheet software and create 2 columns, headed Name and Email. Either type or copy and paste the names and email addresses of all the team members into the corresponding columns. Take great care not to enter a space before or after the email address and ensure that dots are not accidentally typed as commas. Be sure to enter names in the format that you wish them to be shown in the salutation of the email which will be sent inviting team members to complete activities for example, if you type in Ann Smith the invitation e.mail will start Dear Ann Smith; if you type in Ann the e.mail will start Dear Ann; if you type in ann smith the email will address the team member as Dear ann smith. Name and save the file. Save the file again but this time as a CSV Comma delimited file (you do this by selecting CSV (Comma delimited) from the drop-down menu in the Save as file type area of the Save Screen). 6
Back on the Your team members page within the Anderson Team Journey, select Import CSV file, select Browse and navigate to where you have saved the file. Select the CSV file then Upload. This action will populate your team members into the page. If the page will not load, check the spreadsheet for errors in email addresses and ensure there are no spaces at the end of the addresses; delete columns to the right of and rows below your data which may have previously had data typed into them but which has since been removed. Resave the file as a spreadsheet and then as a CSV file. Back on your team members page browse again to the saved file and select Upload Note: If you are adding non-team members by CSV, see Adding non-team members, the system will assume that they are team members so you will have to amend their position using the grey triangle by the pencil to move these individuals to the others section Select Back in the top right corner to return to the Anderson Team Journey 7
Enabling a team member without their own email address to respond to a questionnaire If you have a team member who does not have their own work email address, you have two options for enabling the team member to respond to questionnaires. 1. Use a personal email address but only if your team member gives permission for you to send emails to a home address. 2. Create a fictitious email address through which you can route invitations. For option 2: Make sure that you use an address which cannot possibly belong to a real person and therefore be sent to someone who is not in your team, for example if Ann Smith does not have an email address you could set her email address as Ann.Smith@not.real.nhs.net. This address will appear in the team detail along with the other team members real addresses When sending invitations for any of your questionnaires you will need to bear in mind that Ann will not receive an email invitation. In order to allow Ann access after sending invitations, go to your Activity review and select the specific questionnaire. Choose the People icon on the right of that particular questionnaire. Each team member s unique URL (web address) to the invitation to this particular questionnaire will be shown to the right of their email addresses, including the fictitious one you have created for Ann. 8
You can type or preferably copy and paste this URL into the browser on any PC or tablet and let Ann access her personal invitation. 9
Inviting team members to complete questionnaires You can invite your team members to provide feedback about various aspects of team working by selecting the link to start the activity in the white Activity box on many of the team journey pages for example: Invite team members to complete an Aston Real Team Profile+ to provide a collated view about seven key aspects of team working or Create your own questionnaire to enable team members to report their competence levels in relation to key areas of knowledge and skill required by your team to be successful. If you have not added any names of non-team members, the white Activity box will look like this, where you have added 3 team members names: If you have added the names of non-team members, ready for when you may wish to invite them to participate in one of the 4 activities where this is appropriate, eg Team Meeting Audit, the white Activity box will look like this, where you have added 3 team members names and 1 non-team member: If you wish to only invite your team members, select the 1 st purple link. If you wish to invite your team and the non-team member, select the 2 nd link and you will be shown: To the left of their names select those team and non-team members you require for this activity and select the Start activity with chosen people button 10
Creating your own team questionnaires Many of the activities allow you to create your own questionnaire to enable team members to report their competence levels in relation to key areas of knowledge and skill required by your team to be successful, for example: Complete the boxes and select the Submit Meeting/Purpose button. This will save your entries. Note: You may need to scroll to the bottom of the white box to reach the submit button. You can edit what you have entered and resubmit, or if you are happy with this you can select either to send the questionnaire to your team, or additionally to non-team members that you have added to your team member list for specific activities. See Adding non-team members. 11
Checking responses to questionnaires Select Activity review in the top menu bar You will be presented with a list of the questionnaires which you have invited team members to complete. Also visible is the following information: the date invitations were sent out the end date this is the date that a report will be automatically produced if there are three or more responses the number of people in your team the number of team members invited to respond the number of team members who have completed the questionnaire You can check who has completed the questionnaire by selecting the People icon to the right of the activity you wish to view. You will be shown: 1 st column: a list of the team members invited to respond 4 th column: status of team members responses see below 5 th column: the date the invitation was sent or the date the most recent reminder was sent reminders are automatically sent every 2-3 days to those team members who have not responded 6 th column: the date the individual responded if they have done so note this is the date they looked at the questionnaire. If the status still says Emailed they have not yet completed it 12
The status of a team member s response to a questionnaire can be identified by the numbers 1-4 in the 4 th column of the previous image: 1 Not Emailed: Indicates that a team member has not been invited to complete the questionnaire 2 Emailed: Indicates that an emailed invitation has been sent to the named individual, showing initially on the date you started the activity, then the dates of subsequent reminders. If the status is at 2, but there is no date in the date responded column, the team member has not looked at the questionnaire. If the status is at 2 but there is a date in the date responded column, the individual has opened the questionnaire but has not yet completed it and pressed submit. They should be encouraged to complete the questionnaire and will continue to receive reminders to do so. 3 Survey started: Indicates that if a questionnaire consists of more than 1 page, the individual has completed at least 1 page of the questionnaire and turned to the next, but not pressed the submit button. Again they should be encouraged to complete the questionnaire and will continue to receive reminders to do so. 4 Completed: Indicates that the questionnaire has been completed and saved by selecting the submit button. Note Column 6 might show a date responded which might lead you to believe that the questionnaire has been completed. However, if the status shows Emailed rather than Completed, the date responded simply shows when a team member has selected the URL and opened the questionnaire, but has not yet responded and submitted his responses. 13
What to do if team members say they have not received an email invitation to respond Suggest they check spam / junk email boxes. By checking the responses to questionnaires (see FAQ checking responses to questionnaires) you can tell them the exact time and date of their last email to assist them in locating it. The invitations will be sent from info@andersonteamjourney.co.uk and will have Team Inventory, followed by a number of from 1 to 5 digits, in the subject line Check that you have used the correct email address for them. It is quite possible to send to a valid address that does not belong to your team member, but to someone else who happens to share the same name and whose email address is slightly different. Common mistakes include entering a comma in place of a dot, or to omit numbers after the person s name. You can check / amend the addresses of your team members by selecting Your details from the top bar - see the FAQ named changing team member names/email addresses for help. If you do not want to create the team report without all of the possible responses you can extend the closing date to allow more responses only if the report has not yet been viewed see the FAQ topic changing the closing date for responses if you need help. 14
Changing team member names/email addresses On the menu at the top of the screen, select Your team members. On the right of the page select the pencil to change individual team members names or email addresses. Make any necessary amendments to email addresses and select Submit If you wish to delete team members choose the red X. You will receive a warning before the team member is deleted. Do not be tempted to delete a team member to whom you have sent a questionnaire to an incorrect address. Edit the incorrect address rather than delete and re-enter the team member so that the team member will still receive reminders to complete the current questionnaire, otherwise this person will be excluded from the current activity. Reminders will be sent to the amended addresses in the next day or so when the system is scheduled to send to all outstanding team members. Any new or replacement team members added after you have sent initial invitations for a particular activity will not be able to participate in that activity (but will be included in all subsequent ones). Note: If you delete a team member their responses to any questionnaires will not be included in reports which are subsequently created for this team 15
Changing the closing date for responses Select Activity review in the top bar to view a list of your current activities. Select the Pencil to the right of the specific activity you wish to amend. Change the closing date to a date in the future by which you hope to have received all responses. A report will be created on this date if more than three responses have been received and you do not extend the date further. Note. Once you have downloaded and opened the report, the option to extend the closing date will be lost. See FAQ Creating a team report. Select Submit to confirm the change of date. The system will continue to send reminders to those team members who have not yet responded. You should also verbally check that team members have received email invitations in case of errors in delivery (e.g. they are in spam or junk mail folders or you have used an incorrect email address). 16
Creating a team report A report will automatically be created when all of the invited team members have completed the questionnaire. A report will also be created automatically when the end date is reached if three or more team members have responded. When the report is available the message in the white Activity box will change to Select this link to show report. Select this link to download or view your team report. Beware: If all the responses have not yet been received but there are 3 or more responses at the closing date you will see this message in the white box on that activity page: In this instance you have a choice: you can choose either to view the report with the responses received so far, or you can change the end date of the activity. Note that once you have viewed the report the option to extend the closing date will no longer be available and no more responses will be allowed. If you go to activity review in the top menu you will see that the pencil which would have enabled you to change the date has disappeared against that particular activity name: 17
If you know that a member of your team will not complete (eg because of long term sick leave) and all other responses have been received, you can run a report early either by changing the end date of the questionnaire (see FAQ Changing the closing date for responses) or by selecting Activity review in the top menu bar, in which case choose the activity you wish to report by first selecting the box to the left of the activity name, then Create reports for activities at the bottom of the list. You can either open and / or save the resulting PDF report. 18
Administering questionnaires more than once You will have the opportunity to use the questionnaire activities more than once: You can save the report from the first instance of using the activity to your own computer or to your e.portfolio, but it will also be saved within your team journey. You will know that you have the facility to re-use an activity because, after the first use, the white box at the bottom of the page will change to: Firstly go to your team membership to ensure that the list still accurately reflects the current team membership and that email addresses are correct. You will not be able to add extra team members to the team list once you have sent the invitations for that instance of an activity Select the link to reset. The following pop-up will appear on your screen: Select OK and you will be offered the original screen to administer the activity. Any activity reset after 23 rd October 2015 will amend the status of the earlier report to Historic. You can view it in the Activity Review listing and you can download a report as often as you wish. The report will show the date you download it rather than the date originally reported. Live and Reported administrations refer to the latest or current administration and Historic refers to previous instances of an activity which has been reset 19
Uploading / viewing completed template documents Some activities in the team journey offer you a template to complete either to record your plans for a team discussion or to record action plans resulting from a team discussion. These completed templates can be uploaded for future reference. It will be useful if you save all of the reports and documents produced by the team journey system in one file on your computer so that they are easily accessible when you need to upload into your team journey At the bottom of any page where you have been asked to download a template for completion, you can upload the completed document for future reference. Select Choose File and browse to where you have saved your completed document and select Open. The beginning and end of the name of the file you have chosen will appear between the buttons. If you are happy that you have selected the correct file, select Upload Content. The name of the file is shown next to the text: Content has been uploaded. You can delete the uploaded file by selecting the red X or you can view it by selecting the green 20
Team Community Mapping uploads: This page on the ATJ site is expecting you to upload an image rather than a document (such as Word) and therefore your machine is looking for an image on your computer. Windows computers You should see a drop down option next to the File name box currently saying Image Files. Selecting this will enable you to change the file type to All Files and your documents should become visible and available to be uploaded. Mac - There is no way to change the File type option on a Mac and so you can either upload an image or use a PC to follow the advice above for a Windows computer. Be aware that only five files can be stored in each page. You can upload a more documents by following the same steps then select Replace content - this will overwrite the most recent document previously uploaded. If you do not want to lose the previously uploaded document open it now and save it to your file of Anderson Team Journey documents on your hard drive before you replace it with your current document. 21
Using the jotter facility on the team journey site Some activities offer you the opportunity to enter notes in a jotter box. These notes are for your own future reference. Please ensure that you save any notes you make before navigating away from the page, otherwise they will be lost Tracking your progress along the team journey The navigation bar on the left of the screen also acts as a visual representation of your progress through the team journey. When you have downloaded a team report, uploaded a template or made a jotter note, the circle to the left of the activity will be filled. Further help with accessing or using the team journey materials is available from your mentor or from the Anderson Help Desk. 22
Changing your password if you have forgotten it At the Login screen select Forgotten Password. Enter your email address and Submit. The email address you enter must be the one that is your username on this site. A temporary password will be sent to this email address. Select Back to return to the screen where you can enter the new temporary password. Your new password should be memorable and only known to you. It must be at least eight characters long, contain upper and lower case letters, at least one number and one other symbol. Select Submit If by the time you enter the temporary password it has expired or will not work, simply select Forgotten Password again and a new temporary password will be sent. 23
Changing your password if you feel it is not secure On the menu at the top right of the screen select Your details. You will see your name, email address and your team s name. Enter your new password twice. It must be at least eight characters long, contain upper and lower case letters, at least one number and one other symbol. The strength of your password will be indicated in the bar at the bottom of the screen as you type it. Select Submit to return to the Anderson Team Journey If by the time you enter the temporary password it has expired or will not work, simply select Forgotten Password again and a new temporary password will be sent. Note: Every time you enter this screen you will be offered the opportunity to change any of your details including your password. You are not obliged to change anything unnecessarily. Simply make the alterations you need to make. 24