Stakeholder mapping

88 independent organisations were identified as stakeholders on evidence-based practice. We grouped them into seven types of stakeholders to kick-off the co-creation process towards a joint network. 

The initial focus was on first line healthcare professionals, covering the 10 recognized professions (GP's, pharmacists, nurses, midwives, physiotherapists, ergo-therapists, speech therapists, podiatrists, dentists and dietitians) as well as all the existent organizations working on design and implementation of healthcare guidelines. 

The purpose of this phase was for all stakeholders to get a clear and comprehensive view on the participants in the EBP ecosystem and to clarify their roles. 

Building the strategic framework

Conventional wisdom suggests: "Good agreements make good friends". Cooperative interactions too have a bigger chance of surviving when all participants are aware of the expectations and the possible consequences of their actions.

Noventus hosted a total of 19 workshops involving all stakeholders, during which the mission, vision and strategic goals of the network were co-created. After 3 months, participants had a clear idea on the involvement and expectations of the different parties. The co-creative effort led to co-ownership of the foundations and shared goals of the network. This provides a solid and necessary base for a sustainable organizational network. 

Coordinating processes within the scientific cycle

The life cycle-loop for healthcare guidelines consists of  six consecutive steps, i.e. prioritization, development, validation, dissemination, implementation and evaluation, and then back to prioritization. Crucial for achieving and maintaining high standards of evidence-based practice is a well-coordinated scientific process and continuous monitoring. 

Therefore, Noventus installed and facilitated a monthly meeting between key stakeholders with focus on knowledge sharing, critical reflection, co-creation and interaction. As each of the steps in the life cycle is executed by an independent organisation, the value of an independent coordination role became apparent. Noventus substantiated this observation with scientific insights on organisation design and outlined alternatives for the path forward.

Designing governace and decision making processes

When starting a new collaborative endeavor, it pays to establish upfront how strongly  partners commit to the common goal, how decisions are made and what can be expected in case the collaboration is violated. Leadership in networks needs to be shared to ensure partner commitment and decisions should arise from the team rather than being imposed top-down.

In 4 dedicated workshops, Noventus introduced a consensus based decision making model, assigning specific roles to each of the stakeholders. A Charter of Good Governance was co-created. 

This structure ensures that strategic priorities for EBP in Belgium are widely supported by all relevant stakeholders, including the government, which leads to excellence in execution. 

Setting up the legal structure and recruitment of network coordinator

Noventus teamed up with Prof. Dr. Marleen Denef at Impact Lawyers to analyse possible legal structures for the EBP Network coordination. We facilitated the entire process from knowledge sessions on alternative legal solutions to drafting and reviewing legal documents, setting up a public utility foundation and finally recruiting and on- boarding the network coordinator. 

The stakeholders opted for an independent administrative organization (NAO - Network Administrative Organization) to take up this role. Research suggests this  governance  model to be the most suitable to keep the balance between efficiency and inclusive  decision making. 

Trusted Advisory and Coaching

After this intensive design and implementation trajectory, Noventus remained available two days per month for six months for the EBP Network coordinator in the role of trusted advisor and coach. We acted as sparring partner and supplied best practices and scientific insights to enable well-founded decisions.