Checklist

Change Management & Spread Checklist

Interactive checklist to plan and track spread of a successful pilot: adoption metrics, stakeholder communications, training, governance, local adaptation, monitoring, and sustainment.

Interactive Tool

Change Management & Spread Checklist

Use this checklist to plan and track the spread of a successful pilot into wider use. Capture owners, target dates, evidence locations, monitoring cadence, and safeguards for safe local adaptation. Save a completed copy for each site or cohort and use the results to coordinate sustainment reviews.

Name of the pilot or improvement to be spread (e.g., 'Sepsis Huddle Bundle').
Clinical area(s) and locations where this spread activity will occur (e.g., 'ED, ICU, Floor 3').
Person responsible for the pilot and initial spread work (name and role).
Start date (YYYY-MM-DD or local format).
Target date to complete roll-out to intended units.
Have you defined clear adoption metrics and created a runbook that explains required steps and decision points?
Who will own metric collection, analysis, and runbook maintenance?
Provide the location (folder, wiki page, dashboard) or a short summary of the runbook and metric definitions.
Have you identified impacted stakeholders and planned communications tailored to each group?
Who will manage stakeholder engagement and communications?
List key stakeholder groups and preferred channels (e.g., nursing huddles, email, leadership meetings).
Is a training program and competency verification defined for end users?
Who will coordinate training and competency assessment?
Where are training materials stored (LMS, video, job aid)? Describe the approach (in-person, e-learning, super-user coaching).
Have governance approvals been obtained and necessary resources allocated (FTEs, devices, budget)?
Who will ensure approvals and resources are maintained through spread and sustainment?
Record approval dates, committee names, and high-level resource requirements.
Is guidance available that explains what can be adapted locally and what must stay standardized?
Who will manage local adaptation requests and approve nonstandard changes?
Describe allowable adaptations and provide examples that preserve core elements.
Is there an identified owner, review cadence, and measures to monitor sustainment?
Who will maintain ongoing monitoring and lead sustainment reviews?
How often will you review adoption metrics?
List key sustainment metrics and describe triggers and the escalation pathway to leadership.
Typical time expected to roll out the change at one site (whole number).
Outline a simple timeline (for example: week 1: training, week 2: go-live support, week 4: first review) and include sample communications schedule.
Common items to confirm before scaling:
Based on the above, are you ready to begin scaling?
Name and title of accountable leader who approves spread.
Any other considerations, risks, mitigation plans, or dependencies to record.
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