WIC – Operational Quality Improvement (OQI) Meetings

Challenge

The West Virginia WIC Program, through the West Virginia Department of Health’s Office of Nutrition Services, is committed to supporting families across the state by ensuring that local agencies are operating efficiently and in alignment with statewide goals. To maintain this momentum and drive continuous improvement, WIC launched a quarterly Operational Quality Improvement (OQI) meeting initiative with local agency directors.

Key Objectives

• Each quarter’s location would need to be in a different WV WIC region
• Locations needed to have meeting space and lodging for 30-75 people, depending on the quarter
• Food and beverage capabilities
• AV and Wi-Fi availability

Solution

TMG met with the State Agency Director to lay out locations and needs for each quarter’s meeting, e.g., attendee counts, hospitality, meeting space(s), lodging, transportation (if needed), etc. The most difficult task was actively searching and finding locations that could hold the group size for the meeting, have lodging availability for the preferred date, and location variety so all WV WIC regions could participate and have a meeting in their “backyard.” Not many locations around the state, especially in more rural areas, can accommodate such a large group for a multiday meeting. TMG worked with the preferred locations to establish a relationship and gather any and all the information needed to execute a successful meeting. TMG worked with the State Agency Director to complete contracts and billing so the entire process is seamless for attendees.

Results

WV WIC and TMG have been working together since 2022 to execute quarterly OQI meetings across the state, with locations ranging from state parks in the south to historic resorts in the north. Not even snowy January weather has stopped these meetings from occurring in some way. Approximately 100 attendees participate in OQI meetings each year.

Creative

Along with finding locations for these quarterly OQI meetings, TMG created visuals like flowcharts, fillable posters, and PowerPoint presentations. These are essential tools for quarterly meetings, helping to communicate complex information in a clear and engaging way. Flowcharts streamline processes and decision-making paths, while PowerPoints tie it all together with structured content, dynamic graphics, and consistent branding to keep teams aligned and focused on quarterly objectives. TMG also created an editable PowerPoint presentation for WV WIC to be able to continue to create new charts and replace info as the OQI meetings progress.

Conclusion

With TMG, WV WIC has refined a way to successfully address the needs of its client and employee populations in order to improve upon their strong base. The productivity that results from these meetings is unmatched and valuable to their program’s mission and success.

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