In our series of short blogs, we share a selection of stories from trusts who presented at the recent Connected Health & Care Summit 2024.
Summary
HCRG Care Group is an independent provider of community health and social services across various regions in the UK, working under commission from the National Health Service (NHS) and local authorities in England. HCRG Care Group faced a significant transformation challenge as it transitioned from its longstanding Intranet platform to Allocate Loop, aiming to consolidate communication and rostering into a single, streamlined system. This ambitious project required not only a technical migration but also a cultural shift within the organisation.
A cultural shift
The challenge was to move all 5,000 employees onto the new Loop platform within a four-month deadline, dictated by the expiration of its previous Intranet license. This involved migrating years of historical data and transitioning all news and engagement functions to the new system. The aim was to reduce reliance on email and other communication channels, cut agency spend, and enhance engagement with streamlined news delivery.
Key to this process was integrating rosters and engagement tools into one platform while managing the complexities of such a broad-scale change. This meant addressing the expectations and resistance of staff accustomed to the old system, ensuring that the new platform met its needs, and maintaining operational continuity throughout the transition.
Additionally, the project had to be completed with no additional support beyond the existing in-house teams, who were already juggling its regular duties. Implementing the new system required innovative solutions and a strategic approach to manage the dual demands of everyday operations and the new deployment.
Integrating roster management
HCRG Care Group’s communications team spearheaded the transition to RLDatix’s Loop, focusing on integrating roster management and communication channels into a unified platform. The project involved several critical steps:
- Migration and integration: Transitioning news and engagement functions from the old Intranet to Loop, while ensuring that rosters and other essential tools were effectively integrated.
- Stakeholder engagement: Proactively managing communication with staff to address concerns, provide training, and support the adoption of the new system.
- Adapting content: Shifting from traditional email communications to a more dynamic, social-style news format within Loop, which required investing in new learning and adapting strategies.
The team worked under a strict timeline, with the goal of completing the migration by the end of the old Intranet license period. This meant the need for detailed planning and coordination to ensure a smooth transition and minimise disruption.
Enhanced engagement
The transition to Loop resulted in over 4,000 active users within three months, placing HCRG Care Group among the top 20 organisations using Loop for engagement. There was a notable increase in the uptake of bank roles, enhanced engagement with bite-sized news content, and a reduction in reliance on traditional email communications.
Overall, the project demonstrated that with careful planning, effective stakeholder engagement, and a willingness to adapt, organisations can successfully navigate significant digital transitions and achieve its communication and operational goals.
Director of Group Marketing at HCRG Care Group Nic Chambers-Parkes says: “The transition to Loop at HCRG Care Group not only simplified our communication and rostering processes but also significantly increased user engagement and reduced email dependency. We learned that effective integration can lead to unexpected benefits, such as a notable boost in interaction. Embracing new formats and adapting our approach were key to our success, proving that flexibility and innovation are crucial in achieving impactful results.”
Top tips
- Embrace unexpected insights: The initial assumption that rosters would drive engagement turned out to be reversed. The consolidation of news and engagement into Loop significantly boosted interaction and uptake, illustrating that the right integration strategy can enhance overall engagement.
- Learn through adaptation: Adapting to the new, social-style news format proved challenging but valuable. The project underscored the importance of investing in learning and being willing to experiment to achieve successful outcomes.
To watch a recording of the session, please visit our ‘OnDemand Hub’ here.
