Street Team Training: Preparing to listen

In mid January, organizations from across Western and Central New York came together for street team training. A street team is a method being used by the Aging By Design team to gain insights on a given population that structured face-to-face interactions with a short set of survey questions on community, belonging, independence, and the wisdom of hindsight.

Over 15 street teams will be out in their communities over the next two weeks asking questions aimed at understanding how support networks are built and how perceptions of aging have changed. 

"What makes you feel like you are part of a community?"

"What do you think about now that you didn't think about 15-20 years ago?"

The purpose of the street team survey is to encourage organizations to have conversations with older adults where they congregate - at the store, in coffeeshops, and other community spaces. 

Organizations conducting the street team activities are asked to follow the format of the survey, but explore the stories and ideas shared by those they speak with. Street teams work in pairs, making it possible for one person to lead the conversation while the other takes notes.

With each new step of Aging by Design we hope to gain a better, more holistic understanding of our aging community as the ultimate goal of our project is to give older adults a voice in the future of services and supports for aging populations, while helping to shape it for the rest of us that will follow.

If you have further questions on the street team surveys please visit our website at http://www.agingbydesign.info/resources/

Field Trip: ‘Pulling’ Need Statements and Insights

A Field Trip to Canada

Before the holiday season, the Aging By Design project team took a field trip up north to Kitchener, Ontario. Postcards and empathy maps were starting to pour in, and the Overlap team was busy at work transcribing what everyone had collected. One of the first things we did on the visit was join Dave and Chelsea as they walked us through the process of ‘pulling’ need statements and other insights from the cards and maps.

 

We started by opening one of the many envelopes that came into the Health Foundation in December. So far, over 20 organizations have sent in more than 500 empathy maps and postcards. Dave chose a stack of postcards and handed us a few to transcribe into a spreadsheet they were working in. From those transcribed words, we worked together to read between the lines and articulate some of the needs we were reading about.

Some of the phrases were straightforward. “My biggest challenge is staying active and social” easily translates into a need statement of “I need to maintain my active, social lifestyle.”

Others were a bit more difficult. We interpreted “I like photography. Making a slideshow with my photos and putting music to them. I have a graphics program on my computer” as “I need a creative outlet.”

Over 600 needs statements were captured from the initial review of just over 230 empathy maps and postcards. “I need community resources to be close to me.” “I need to know I have the finances to retire.” “I need inclusive and accessible transportation.” “I need to not be called a senior.” The voices of older adults from across Western and Central New York started to jump off the page.

 

The Overlap team went through a process of categorizing these need statements into larger groupings.

“I need to learn and stay mentally active.”

“I need to understand my loved one’s medical issues.”

“I need to help/give back to others.”

These categories are just some of the needs statements that will be used as we move forward with Aging By Design. If the responses to postcards, empathy maps, and other data collection activities are the raw materials of human-centered design, need statements are the tools we use to form and shape initial ideas for solutions.

The remainder of the field trip was full of good memories with the Aging By Design project team. Project planning for the rest of the learning phase, a great dinner with the full team, and some great fried egg rolls at a local Vietnamese place rounded out the rest of the trip. With Kitchener only two hours away from the Health Foundation’s main offices in Buffalo, the ABD project team is likely to make another trip soon!

You can still get involved...

We’re still recruiting participants for a two-week independent journaling activity. Participants will receive a $25 Visa gift card as a thank you for supporting the project. You can register people for journalling here: http://www.agingbydesign.info/blog/2016/11/17/journaling-participants-wanted

 

Postcards and Empathy Maps Across WNY and CNY

Since October 2016, the Aging By Design team has been working with organizations on the collection of empathy maps and postcards. We’ve had a great response from across Western and Central NY, and groups have found creative ways to collect postcards one-on-one, in group settings, and through program activities.

How are other organizations doing it?

Inter Faith Works in Syracuse facilitated an empathy mapping session with over 50 older adults as part of their Senior Companion Program, and encouraged them to take them out on their visits. They’ve also been working with refugee communities across the city to gather empathy maps from older adults that may be unfamiliar with healthcare and social systems in the United States.

Upper NY Older Adult Ministries has been working with Methodist communities across rural Southern Erie County, collecting postcards and empathy maps from older adults and their caregivers. One of the priorities of Aging By Design is to better understand how older adults in rural areas of NYS would improve their quality of life. Although transportation is a primary concern, the diversity of perspectives coming from rural areas has been eye-opening for the project team.

The Pride Center of WNY has been using its regularly-scheduled activities for older adults - coffee hours, tea time, healthy lunches - to share information about the project and collect postcards from a population that undergone extensive change in the past few decades. Older LGBT populations still face many challenges, and Aging By Design is helping to open conversations about the services and supports lacking in their communities.

The Parkway Center in Utica has taken postcard selection a step further by making an effort to understand what they heard from the older adults they work with. Several staff took the answers that older adults wrote and summarized each challenge on a sticky note.

The Parkway team then took each sticky note and worked collaboratively to categorize them on a white board. Health and Wellness (physical activity, balance, etc), transportation, home maintenance, socialization, caregiving, and education emerged as top themes for their clients.

Understanding the landscape of aging in WNY and CNY

There was one statement that was more difficult to categorize: “Being perceived differently because of age.” Perception by others, interaction with the rest of society, and the words we use to describe older adults have been common challenges across WNY and CNY. While many older adults grapple with the day-to-day challenges that accompany aging, many others are facing barriers that come with communities that were built by and for younger populations.

If you haven’t started collecting empathy maps or postcards, it’s not too late! Aging By Design is collecting postcards and empathy maps* until January 6th, 2017. Please mail them directly to the Health Foundation of Western and Central New York (726 Exchange Street, Suite 518, Buffalo, NY 14210).

We’re also still recruiting participants for a two-week independent journaling activity. Participants will receive a $25 Visa gift card as a thank you for supporting the project. You can register people for journalling here: http://www.agingbydesign.info/blog/2016/11/17/journaling-participants-wanted

*Request more empathy maps and/or postcards by emailing agingbydesign@hfwcny.org



Call for Participant for Stakeholder Labs

We are working hard to get Stakeholder Labs Participants

We are in the process of scheduling a series of stakeholder labs in Western and Central New York.

What is a Stakeholder Lab?

A form of focus group where we will get feedback from Older Adults and Caregivers through a series of simple exercises.

Why are you doing this?

We are conducting the Stakeholder Lab to gather collaborative input from Older Adults and Caregivers to support the efforts of the Aging By Design initiative.

What will Older Adults or Caregivers have to do?

All participants have to do is show up and take part in the 90-minute session. They will have fun and help us to understand what is and isn't working for them.

How can you help us with gathering Stakeholders?

We have a 1-page recruitment flyer you can give out to people who are interested. The flyer is designed so that you can write in the date/time/location relevant to the people you are recruiting. 

How do interested participants register?

Please have the participants register for these specific times and locations using the provided links.

Western New York:

 

Lockport NY Stakeholder Lab 
(15 participants)
Date/Time: February 8, 2017 2:00-3:30pm
Location: Lockport Presbyterian Home
                327 High St, Lockport, NY 14094
Registration URL: 
agingbydesign-lockport.eventbrite.ca

 

Olean NY Stakeholder Lab 
(15 participants)
Date/Time: February 10, 2017 1:30-3:00pm
Location: Christ United Methodist Church
               633 Linwood Ave, Olean, NY 14760
Registration URL: 
agingbydesign-olean.eventbrite.ca

 

Central New York:

 

Oneida/Herkimer NY Stakeholder Lab 
(15 participants)
Date/Time: February 1, 2017 10:00-11:30am
Location: Parkway Center
             220 Memorial Pkwy, Utica, NY 13501
Registration URL: 
agingbydesign-oneida.eventbrite.ca

 

Tompkins/Cortland NY Stakeholder Lab 
(15 participants)
Date/Time: February 2, 2017 1:30-3:00pm
Location: Center Village Court Apartments
             200 W South Street, Groton, NY 130731
Registration URL: 
agingbydesign-tompkins.eventbrite.ca

Thank You!

Thanks so much for all your effort in supporting people to participate in these engagement activities. These activities are what help us learn about the experiences of older adults and caregivers so that we can start designing solutions with them.

Happy holidays from everyone at Aging By Design

Journaling Webinar Wrap-up

Why should we use journals as research tools?

Journals are great research tools as they give us a window into peoples lives. By prompting individuals to reflect on their day-to-day experiences and record them, we can gain an in-depth perspective of the participant’s life. By doing this, little things that really matter to people can be uncovered that other forms of engagement may not reveal.

To begin creating a research journal you’ll need to know what you are trying to learn from your participants. Have your team brainstorm questions that will get you useful qualitative data. Remember not to prime the respondent with questions that will elicit responses that you expect or want to hear.

How should the journal look and feel?

Journal respondents want to know that their input will really matter, and a carefully designed journal can inspire confidence in the respondent. Your journal design should inspire the participant to respond to the questions and prompts. Think beyond “Dear Journal” and ask questions on specific topics and changes to their overall experience. It’s even a good idea to just provide empty pages for the participant to use as they wish.

By personalizing the journal for your participants, you are illustrating that their particular experience is important to you and your research. This is important as journaling is time consuming and can unearth some deep seeded emotions. 

LisasJournal.png

Journals don’t have to be physical books! They can also be digital experiences such as private blogs or Google Docs. You could even offer a series of prompts to take photos or other forms of creative expression. The goal is to gain insights into daily lives of the participants and how small events can impact them.

How do I support my participants?

The best way to support your participants is to personally deliver the journal and walk them through the journaling experience. However, the instructions should be written in the first couple of pages to ensure they can review them when you’re not available.

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We also suggest arranging check-ins with your journal participants throughout the journal distribution timeframe. This will allow them to ask questions or for you to remind them to regularly make journal entries. Your participants may worry that they are doing the journaling incorrectly but assure them that there is no incorrect way to complete a research journal.
Often journals will touch on emotional or difficult topics, so it is important to think about additional supports you can offer. We often place a telephone crisis hotline on the inside cover of the journal.

You may also support participants who are unable to write by asking them the questions and recording their answers. Your role here is to listen to what they say and write it down without editing their response. They may respond with information that you believe is incorrect but your role is not to correct or defend but to record their response verbatim.

Remember to close the journaling experience with a debrief interview.

After you’ve had the journal returned, it’s a great idea to schedule a debrief interview. Before conducting the interview read through the participant’s responses and compile follow-up questions. Going through the responses together can add detail to their stories and helps you interpret their responses. Through asking key questions you can better understand why things happened or why they wrote what they did.

We hope that you are now more confident in the journal research practice and are excited to start creating your own. Once you have your completed journals returned and debriefed you can then use the methods explored in the needs and insights webinar to start extracting information.
You can view the embedded webinar video below and download the PDF of the slide deck with notes and without notes.

Know someone who is interested? Register them online.

If you know someone who is interested in being a journaling participant, you can register them online. Fill out a brief online survey to tell us a bit about the participant so that we can make sure journaling is a good fit. Registration will close on December 2, 2016.

How To Return Empathy Maps and Postcards

Organizations, it is almost that time! We have been hearing about how busy you have all been engaging with older adults and caregivers using empathy maps and postcards.

It is now time to start packing up your empathy maps and postcards. 

Here are your 3 easy steps to get them back to us:

Download a pdf version of the instructions by clicking on the image above

Download a pdf version of the instructions by clicking on the image above

We're very excited to dig into these engagement tools and start to learn about older adults and caregivers in Western and Central New York. 

Our sincere thanks to all of you for your hard work engaging with participants and bringing their voice to Aging By Design. 

If you have questions or need additional support, please contact agingbydesign@hfwcny.org

Organizations, we're looking for Journaling Partcipants

We are looking for 30 people to participate in a journaling activity

Journaling is a simple way to help us learn a lot about vulnerable older adults/caregivers and their experiences. It is also an activity that they can do when and where they want to.

What we’re asking for

We are looking for 30 vulnerable older adults and their caregivers to participate in a journaling activity. Organizations, we need your help to find participants!

We will send participants a journal with some questions in it. Over a two-week period in November-December, 2016, they write their answers to the questions in the journal, or you/someone else helps them do that. They can answer what ever questions are comfortable with from the journal. Then, they send the journal back to us.

Looking for more detailed information? Download an overview document:

Know someone who is interested? Register them online

If you know someone who is interested in being a journaling participant, you can register them online. Fill out a brief online survey to tell us a bit about the participant so that we can make sure journaling is a good fit. Registration will close on December 2, 2016.

While we only have capacity for 30 people to participate in the journaling activity, we will use other methods to engage with anyone who is interested. This might mean filling out a different type of tool, having a conversation with us or joining us to design solutions.  

Our Ask of You as Organizations

If you help someone register to participate in journaling, we are also asking that you can be a support person for their journaling experience. This means you agree to be a point of contact for them if they have any questions. We have designed the journaling experience to be self-guided, but we always like giving them a contact they know just in case.

Have some questions? Contact us!

If you have any questions or concerns about Aging By Design, please contact Aaron Krolikowski, Project Lead at (716) 579-0922. 



Needs and Insights Webinar Wrap-up

What are need statements and why are they valuable?

A need statement is a short and often simple sentence describing what the end-user of a service has identified as a requirement. As part of the design process, needs are developed by analyzing single ideas from often complex user engagement. These single ideas can be combined with others needs to understand the collective end-user experience.

Need statements are valuable because they offer simple direct stories of what people actually need, rather than what they want. By breaking down complex scenarios into simple statements, we can challenge our assumptions and inspire empathy for those we are designing services for.

How do I write needs statements?

Begin by reviewing your engagement material and notes, first looking for explicit needs that have been expressed.

Explicit needs may already be written as “I need…” or “I want…” statements, which are great to pull out of your data from the beginning. Implicit needs can take a bit more work to tease out. Remember to make smart leaps: the key to not to insert yourself or your opinions when finding these implicit needs.

needspulling.jpg

Try to write out as many needs as possible in a simple and direct way. This can often help you uncover needs that are not always visible on the surface. The more need statements you have the more confident you can be that they address a wide range of experiences. We find it easiest to write each individual need on a Sticky Note, so that they are moveable and ready to share.

How do I turn needs statements into themes and insights?

To begin understanding your needs and turning them into themes and insights, you’ll need to start clustering your individual needs statements by similarities. It may seem intuitive to predefine your buckets that you are clustering into but avoid this at all costs. By allowing the themes to emerge on their own, a conversation with the end users and service providers will emerge naturally.

Once you have created your clusters you’ll need to give them a name. Remember to use clear titles that are descriptive of the content in the clusters. It may seem natural to use metaphors or other jargon-y words but try to resist the temptation! The point of the cluster title is to help anyone who picks up the cluster easily understand its contents.

Depending on the amount of engagement generated, these clusters can become quite large. At Overlap we often clear the boardroom and spread the need statement clusters across the floor. We also frequently cluster the clusters to have higher level insights with layers of needs stacked below.

How do I turn themes and insights into actionable questions or areas for improving my service?

To begin creating actionable questions or areas for improvement we use one simple innovation starter: “How Might We” (HMW). This frames the question as being open-ended one rather than forcing a single answer. We combine the HMW question with a need statement to create a starting point for solutions. Use the following 4 steps to create your HMW question:

  1. Identify a need, theme or insight that you want to act on
  2. Decide what you want to do (improve, increase, built-on, decrease, etc.)
  3. For whom
  4. Write it into a question that begins with “How Might We” (HMW)

You can view the embedded webinar video below and download the PDF of the slide deck here.

We hope that you are now feeling a bit more confident in the Design Thinking approach to qualitative needs and insights. The easiest way to get confidence in working with needs and insights it to just try it. You can use this method with photocopied empathy maps and postcards you have already collected; saving the originals to be sent to the Health Foundation after Thanksgiving.

It might be fun to have your team each grab and cluster their own needs and insights from the same completed design artifact (empathy map or postcard). See how each of you gather the same or different need statements, ideas and clusters. You may consider having a facilitated discussion about the similarities and differences in your statements and clusters.

To see how needs and insights are used to inform the service design process, please visit designingbetter.ca for examples used during the webinar.

Remember to have fun!

Human-Centered Design: A Perspective From Fredonia

In this blog post, a member of the project team (Kara Hall) reflects on human-centered design and her educational path. Kara is a senior Psychology major at SUNY Fredonia in Chautauqua County. 

It is the fall semester, of senior year at SUNY Fredonia; the time of year to acknowledge the end of four great years and plan for the beginning of many more.  Throughout college we all can recall those significant moments that helped answer the unavoidable question of “what’s next?” 

I am a psychology major; which means that most people assume that I will be a counselor when I graduate. This is not true.  I find the cognitive processes of our human brains much too interesting to not take part in the evolution of our knowledge on them. Given this information, I do not enjoy the tedious side of lab work and the limited time spent with real world people.

I wanted a mix of both worlds; and in that I found the field of human centered design.

Human-Centered Design at the Graduate level can come in several formats including Engineering Psychology, Human factors, Cognitive Science or by its given name Human-Centered Design. The difference between the areas of study is what the focus of each is on, although they all adhere to the ultimate goal of designing a product to fit the needs of the user.  In a world where technology has given designers the freedom to imagine an endless array of possible outcomes there needs to be someone in place to make sure the people still have a voice. 

There are many places in our country today where the “voice” of individuals seems to be muted. Human-Centered Design and the Aging by Design initiative will hopefully help drive a new era in which individuals are heard for the wisdom they have to give rather than the problem they are recognized for.  

I am originally from Genesee County but I reside in Chautauqua County, specifically Fredonia/Dunkirk, for most of the year.  From my short time living in each county I have heard only some of the individual stories that make up these amazing communities.

Aging By Design will allow the individuals an active voice in the evolution of their communities. Many of whom have lived in these towns their whole lives. The wisdom they have to offer is generations old and inconceivably insightful. The conclusions the team will draw from the data collected will be much more than a qualitative analysis - a history of the older adults of western New York. I am fortunate to have the opportunity to work with and learn from older adults across Western and Central New York over the next few months. 

Webinar: Identifying Needs & Insights

Click here to register

Needs & Insights Webinar
Thursday, November 10, 2 - 3 pm
Webinar ID: 509-780-419

We hope you've all been busy having incredible conversations with the people you serve (VOAs and caregivers) using the empathy maps and postcards we discussed at the Design Days! 

Throughout your engagement, you may have found that the prompts were ‘too vague’ or conversely there was not enough space on the page. Both circumstances mean that you were collecting the right information. Overlap will help you understand the frameworks and processes involved in this type of research during the Needs & Insights webinar.

What is the purpose of this webinar?

Think of this webinar as a way to help your organization build capacity and further understand the upcoming processes involved in the Aging By Design project. Overlap will walk you through the process of creating need statements from the empathy maps and postcards, and show how these need statements are used to identify themes and insights.

Using examples of these tools Overlap will walk you through the experience of identifying key conversation points, identifying need statements (that describe the explicit and implicit needs of those you serve), and clustering these needs until they reveal larger themes and insights. By illustrating what Overlap has uncovered in other projects we will help you see how complex insights can lead to powerful solutions.

Am I expected to analyze all the data my organization collected?

No--Aging By Design is not relying on organizations to analyze the data they've collected. Instead, this webinar is meant to provide an opportunity to learn more about the design research process. 

This is also a great opportunity to identify themes and insights from the local data you have collected using the empathy maps and postcards. We hope that in the future you can use these methods and continue your own research using these or similar tools.  

What do I need to bring?

We recommend you have a highlighter, pen and printed out versions of the empathy map and postcard examples found here. You might find it most useful if you have a few empathy maps and postcards with you that your organization has collected to-date.

See you then!

Empathy Maps and Postcards: The Three-Week Sprint

After Design Days, we gave attendees some time to reflect on what they had learned through the experience of designing a better visit to the grocery store. Most wanted to stay updated on the project, and over half were interested in getting involved in some way.

Is it useful?

For many organizations, using the principles of human-centered design is a substantial departure from their normal operations - for others, it might seem like business-as-usual.

We wondered about the kinds of questions new partners might have. How could the process be applied to meal provision in the Northtowns of Erie County? What about a companionship program in Syracuse, or senior services in Utica? Would attendees from Cattaraugus and Allegany Counties find it useful? Would their clients?

Hearing from Older Adults

Regardless of any specific programming, the next step is focused on one thing - hearing directly from the vulnerable older adults that our partner organizations and agencies interact with on a daily basis. Asking about everyday experiences, memorable moments, and some deeper perspectives can build better insight into the needs of our older friends, neighbors, parents, and clients.

Many attendees returned home with a handful of postcards (“If you really knew me…”) and empathy maps (“Tell us about a memorable day…”) to start conversations that were different from those they might normally have.

Checking In

We started checking in with organizations over a week ago to see how things were going.

Hearing from over 25 organizations actively working on empathy maps, we’re learning about newly-forming and long-established partnerships, and have already sent out 300 additional postcards to groups that are running out of them.*

Partner organizations have also been facing their fair share of challenges. For some participating individuals, the empathy maps are a bit too open-ended. For others, it can’t capture enough. Many people have also had questions about translating what they learned at Design Days for their staff that were not able to attend.  

Some organizations have also found that they are not only bringing new perspectives to their own organization, but also to the other people and groups that work with the same clients.

It is quickly becoming apparent that Aging By Design is helping to incorporate design thinking into our partners’ work with older adults, and also starting conversations that could one day bring a new sense of client-focused understanding across entire networks of care.

Collecting Empathy Maps and Postcards

If you haven’t started collecting empathy maps or postcards, it’s not too late! Aging By Design is in the middle of a three-week sprint to proactively use these tools with your clients. We’ll be talking with many organizations and individuals over the phone, and will be making visits to places across Western and Central New York to provide in-person support and assistance when needed.**

*Request more empathy maps and/or postcards by emailing agingbydesign@hfwcny.org

**Aging By Design will be sending a member of the Project Team to Syracuse on Tuesday, November 8th - please let us know if you’d like to set up a visit or a conversation!

Design Days: A Facilitator's Reflection

Facilitating Design Days was an absolute blast! We connected with some amazing participants who truly wanted to learn new ways to engage with vulnerable older adults and caregivers. I could feel their passion for the work they do and the people they support. 

The Transformation

One of the things I love most about facilitating this type of workshop is getting to watch participants transform as the day goes on. At first, most participants are skeptical and not convinced the process is going to work. Then they start trying a few activities and that's when the transformation begins.

Prototyping & Testing

Once we hit the prototype building work (where play doh and pipecleaners come out) people started to really get into making their ideas come to life. I also love all the laughter that comes with building ideas. It's contagious!

By the end of the day we had some fantastic ideas of how we might improve an experience. Seeing what people were able to make never gets old for me. There is always a solution that I've never seen before, which I find inspiring. A gentle reminder that there are many ways to solve a problem. 

Trust the Process

I know design thinking isn't everyone's thing, and that's OK. What I truly appreciated from the participants was their willingness to try something new, even when the path forward wasn't as neat and clear as they are used to. That's courage in action, and that's how better becomes possible.