The exact number of meetings needed to move through the service design process will be dependent on a number of factors:

• The time available
• Whether you are designing a new service from scratch or adapting an existing/manualised service to your context
• How much you already understand about the service

If you have worked through our ‘Getting service design’ section, you are likely to need fewer meetings.

To help you shape your meetings we have grouped the key tasks of the service design group into three main phases and offer a breakdown of what needs to be achieved in each phase.

Phase 1

1. Allocate responsibilities within the group
2. Outline the expectations of the service provider: Eg., monitoring & evaluation requirements (including data capture)
3. Service provider to give overview of service and share manual (if available)
4. Discuss existing evidence base (if appropriate)
5. Discuss theory of change, logic model and proposed outcomes
6. Discuss service design questionnaire and any gaps in information
7. Discuss findings from any consultation with stakeholders
8. Set and allocate actions to be completed before Phase 

Actions*

• Develop service manual if one does not already exist
• Complete/adapt theory of change if not done already to align with local context (needs assessment etc.) (to be agreed and finalised in phase 2)
• Develop logic model if one has not already been completed (to be agreed and finalised in phase 2)
• Service provider to share all existing documentation relating to consent, enrolment/registration, assessments/measures, monitoring and data capture

*completing these actions may require further meetings

Phase 2

1. Agree theory of change
2. Agree logic model
3. Use completed service design questionnaire to understand:
   1. Implementation process including recruitment, referrals, and engagement
   2. Current data capture
   3. Resources required for delivery
4. Discuss service process flow, including recruitment pathway
5. Explore measures to evaluate outcomes
6. Agree feasible levels of evaluation within current contract 
7. Set and allocate actions to be completed before phase 3

Actions*

• Work on budget to ensure it fits needs of service delivery
• Complete service process flow, including opportunities for data capture
• Develop data collection requirements based on implementation process and agreed measures
• Draft evaluation plan

Phase 3

• Agree outcome measures and data requirements
• Agree appropriate level of consent required for data collection and sharing where relevant
• Agree service design document
• Agree key performance indicators and timeline for monitoring 
• Agree evaluation plan*
• Agree delivery start date and date for review prior to commissioning end date
• Identify risks to successful delivery of service, future commissioning and contract management
• Set and allocate actions to be completed before delivery starts

Actions*

• Identify any data that are missing from current data capture processes required for monitoring, implementation evaluation, or further evaluation 
• Resolve missing data by adapting databases and data collection forms
• If data is being shared between departments or organisations:
  • Create/adapt a suitable consent form or privacy notice
  • Create any necessary data sharing agreements 
  • Explore the ICO data sharing code of practice and data protection impact assessment
• Sign off data requirements, process flow and evaluation plan
• Complete implementation plan, risk log and financial plan with service deliverers
• Contracts negotiated & signed