Assessment Planning - 5 Key Decisions
Whether this is your very first assessment or you’ve been through several cycles, having a clear, structured plan will make the process smoother for everyone involved. These five decisions—and the elements within them—will create the framework for a stress-free, well-organized assessment.
Start with your calendar. Your assessment timeline depends on whether you are working toward initial accreditation or reaccreditation.
For initial accreditation, look at the date your contract was signed with the accrediting body and determine how long you have to prepare for your first formal review.
For reaccreditation, your baseline is three years from your last formal assessment.
Then begin working backward:
Identify the conference where your agency will be reviewed.
Add potential formal assessment dates.
Add your mock assessment date(s).
Add any file or technical reviews.
Be sure the dates work for everyone involved (see Decision #2).
Consider who needs to be involved at each step:
Entrance & exit interviews
Static displays (if used)
Agency tours
Meals (breakfast, lunch, dinner)
Staff assisting with logistics or coordination
Conference attendance
Don’t shoulder everything yourself—include staff from various divisions to support scheduling, logistics, room preparation, and communication.
Choose a space that gives assessors:
Privacy
Quiet
Uninterrupted access
Avoid areas like briefing rooms or shared spaces where people frequently come and go.
Also consider:
Proximity to accreditation staff (quick access to help if needed)
Internet connection (hardwired preferred, strong Wi-Fi acceptable)
Ability to reserve the room in advance if your agency uses a scheduling system
If assessors are traveling from out of town:
Reserve hotel rooms early for better availability and rates
Determine transportation plans (personal vehicle, agency vehicle, pickup/drop-off)
Budget for per diem, mileage, or other travel-related costs
Most agencies require travel to go through the city, county, or state administrative process—know the procedures and timelines well in advance.
Optional items can enhance the experience, but none are required:
Static displays
Assessor gift bags
Meals with the assessment team
Breakfast or refreshments in the workspace
Decide which (if any) your team wants to include. These won’t earn extra points, but they can leave a positive impression when done well.
Assessment success starts long before the assessors walk through your door. Thoughtful planning, early preparation, and smart delegation will help your assessment run smoothly and reflect the professionalism of your agency.
Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup
Areaka P. Jewell
Accreditation Academy
areaka@accreditationacademy.net
(305) 360-1075