Benguet JICA Newsletters

Training on Effective Technical Presentations

Communication is an everyday activity, but it takes extraordinary skills to be an effective communicator.

Throughout the project years of implementation, power point presentations have always been an integral part of our trainings, lectures, reviews and reports. We have even developed the basic skill to use this communication technique to create presentations that show-case our project proposals, in the hope that they would be considered!

Because of its importance, The Project conducted training on “Effective Technical Presentations,” at Benguet General Hospital Seminar Room. This was done in two batches, and scheduled by Inter Local Health Zones.

The training aimed to enhance our “basic communication skills” and equip us with powerful and effective presentations that would inform, convince, and move our audience to action.

Participants were the Chief of Hospitals, Municipal Health Officers, Public Health Nurse and Provincial Health Office Technical Staff.

Lecturers from the NEDA, in the persons of Ms. Gina Gacusan and Ms. Jade Aquino showed us how effective speakers could easily educate and influence their audience during the 3 days training.

The enhancement of our basic communication skills included Essentials of Public Speaking and the Elements for an Effective presentation: Message, Delivery, and Environment and AUDIENCE.

In the creation of technical presentations using the computer’s Power Point software, it has been emphasized that having brilliant ideas won’t get us anywhere unless “we get them across!” In doing so, skillful organization of the presentation IS REQUIRED.

Tips and techniques on technical presentations are:

1. Reasons why technical presentations fail
2. Communicating technical Information (from a specialist to a non-specialist)
3. Dealing with tables- summarizing data, highlighting critical information
4. Transforming abstract to concrete examples
5. Using comparison to give meaning to numbers
6. Simplifying complex ideas
7. Using graphs instead of tables
8. Analyzing facts- Why, What, So what etc.
9. Using parallelism to express related ideas and
10. Removing the “Noise”-referring to wrong grammar, wrong spelling, typo-errors and unknown acronyms and jargons.

The essence of a technical presentation is communicating technical information to a NON-technical person.

On the second day of training, lectures focused on

1. Charming the audience
2. Non-verbal aspects of speech delivery: appearance, posture, facial expression, eye contact, gestures, voice, and language
3. Dressing for stage (Dress Rules) and Accessories.

Participants were taught how slides can be enhanced. Topics included:

1. Slide rules
2. Visual theme
3. Use of color
4. Text
5. Graphs
6. Pictures and
7. Animation

The last lecture that day on “Taking the Terror Out of Public Speaking”, was definitely most interesting for us because a majority, if not all of the participants have STAGE FRIGHT, and knowing we have to prepare individual presentation for the final day of training aggravated our stage jitters! Bad speeches and presentations that have gone awry common experiences. The physiologic cycle of fearful situation generates:
Excess Adrenaline => Extra Energy

Extra energy can be converted to a positive force and be kept at a beneficial and controllable level by experience , mental rehearsal, relaxation, techniques and imagining success. Practice speaking in front of an audience reduces fear and puts anxiety into proper perspective, after all “PRACTICE MAKES PERFECT”. Other tips are:

1. Take plenty of time to prepare your presentation
2. LOOK YOUR BEST in something you would be comfortable in
3. Prepare props that may help

Relaxation technique in form of some isometric exercise can be done in crowded rooms and simple flexion-extension exercises can be done in private. “After these three techniques… you will still feel nervous but this time, your audience will never know because you are into a positive force.

— Lilian L. Velasco , MD

Drug Management Session: Identifying Problems in the Drug Procurement Process in the ILHZ

In the cycle of Drug management, problems identified and subsequently resolved through various trainings conducted by the project, has shown significant improvements in:

1. Preparation and arrangement of drug stockrooms and dispensaries
2. Record keeping
3. Record management and
4. Data utilization (Evidence-based procurement plan)

However, problems in the procurement of drugs in the municipal level; specifically the prolonged lead-time in the process, has remained unresolved.

Because of the need to address this problem, including other important issues, meetings were conducted per Inter-Local Health Zone with the Municipal Health Officers, pharmacists, Bids and Awards Committee members and Japan International Cooperation Agency consultants.

Ms. Akiyama, JICA Consultant, facilitated the meetings. She also presented a brief background on drug management, comparing the previous state of our “pharmacies” and stock rooms and how they are at present.

The stock cards, our “recording” tool was also presented, and how the ABC and VEN analyses are applied in drug selection and in the formulation of the priority drug list. A comparison in the number of health facilities using stock cards, show an increasing number of health facilities from 2006 to the present. The data obtained from the stock cards (re: monthly average consumption, days out of stock) and its subsequent analysis, is presently being used in the preparation of the drug procurement plans, as well as the Municipal Investment Plans. Achievements identified are:

1. Drug stockroom management
2. Stock recording using stock cards
3. Analysis of Drug stock
4. Calculation of needs

With regards to the main agenda-that is on drug procurement, Ms. Akiyama presented a table showing the standard procedure for budget preparation and approval and procurement, the time frame for each step in the process, as well as issues and concerns about the process.

Discussions centered on identified problems in the procurement process, their solutions and recommendations, the function of the Bids and Awards Committee (BAC) and the probable causes of the prolonged lead time from the submission of purchase request to actual delivery of drugs.

Each step in the process, from budget preparation (budget call, proposal) to budget hearing until its approval, was analyzed; the issues and problems clarified and explained by the agency/ office concerned. A very important issue with regards to the BAC’s role in the procurement process and that “they may be causing the delay” was presented. The members answered our questions, and concerns explaining their side and clarifying other minor but important details.

Other LGUs who had no problems on drug procurement shared their practices about their budget source and the importance of LGU support.

Conclusions from the meetings are as follows:

1. Too many items in the drug list can cause shortage of some drugs. Careful analysis of the drug list and selection of drugs is important.
2. Possible recommendations to shorten lead time. Strict implementation of deadlines for the submission of documents. Open line of communication among concerned offices and personnel.
3. Practicing alternative methods of procurement (canvassing/canvassing) can lessen the lead time between request and delivery.
4. Maintaining a good working relationship among the LGU, BAC and the Municipal Health Office can facilitate the procurement process.

The meeting were adjourned accordingly with the hope that the problems, issues and concerns identified in the procurement of our drugs and medicines had been properly addressed and clarified because the success of drug and medicines had been properly addressed and clarified because the success of drug management can be assessed only through availability of and “on-time supply” of necessary drugs and medicines.

— Lilian L. Velasco , MD

The VERDICT: SUCCESSFULL PROJECT IMPLEMENTATION

The Project, Strengthening of the Health System in the province of Benguet is a SUCCESS. This was presented to the members of the Technical Working Group and Executive Committee by members of the mission composed of Japan and Philippine representatives who conducted the terminal and end line survey on the project last September 13- 29, 2010.The team focused on the assessment of the performance of the project, value judgement based on five evaluation criteria namely: relevance, effectiveness, efficiency, impact and sustainability. Ms. Harumi Kitabayashi, the team leader, presented the following summary report:

Output I: Supporting system of providing quality health services by RHU’s is established

The rural heath units were upgraded to meet the required standard for SSll certification and PHIC accreditation through the provision of equipments and enhancement of capabilities of health workers through trainings. The referral system was strengthened through the use of the revised referral manual and forms. The technical staff of the provincial health office regularly conducts monitoring visits using the monitoring tool. X-ray services are now available at the district hospitals.

Output II: Health Governance is strengthened

Plans are developed using evidence based data by the different stakeholders and are reviewed and revised regularly. The InterLocal Health Zones ( ILHZ) were established with due political and legal procedures formalizing cooperation and communications between municipalities and the province. The common health trust funds were established in the ILHZ .Resource pooling and sharing are some good practices being done at various levels.

Output III: Financial System is strengthened

There was an increased budget allocated and derived from other sources for health. The PhillHealth membership in all sectors was also increased.

Output IV: Overall drug supply system is improved

All RHUs and District hospitals are maintaining the stock record on the five indicator drugs .Some facilities also maintain stock records for other drugs in the facility. The district hospitals started to bulk purchase through the provincial revolving drug fund.

Output V: Sharing of good practices

The good practices of Benguet were shared through presentations to other stakeholders, publication in newsletters, web page and study tours ( inception workshop ).

On the five evaluation criteria, the project was relevant since it was geared towards the Health Sector Reform Agenda and guided by the Fourmula One pillars to address the needs of the people of Benguet. The project was consistent with the ODA policy of the Japanese government. The project produced expected results through timely provision of adequate inputs and activities thus was effective and efficient. The strong leadership and partnerships among stakeholders are interventions to sustain the achievements of the project to attain the goal of better health outcomes.

Ms. Kitabayashi concluded her report by encouraging everyone to sustain their commitment and for the province to share their good practices to others.

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