How Public Health Can Support Modern Administrative Readiness in a Dynamic World How Public Health Can Support Modern Administrative Readiness in a Dynamic World Kristin Sullivan, Heidi Westermann Learn how creating resilient administrative infrastructure is critical to public health work. Public health agencies must be administratively ready to fulfill core functions, respond capably to public health emergencies, and utilize funds efficiently and effectively to improve health outcomes. Administrative readiness also depends on an organization’s ability to navigate challenges and ensure operational continuity in a complex and uncertain environment. Key strategies used in health departments emphasize proactive planning, risk assessment, leveraging information technology, building resilience, and continuous improvement. When in place, these foundations support readiness to respond to any public health issue. What is Administrative Readiness and Why Does It Matter? Administrative readiness is the capacity of an organization to rapidly adapt administrative and operational systems to support daily operations and emergency response. It ensures that administrative barriers do not delay critical actions during a public health emergency. Readiness is marked by: Flexibility in processes. Having the tools, data, and trained workforce for fiscal management, procurement, contracting, human resources, or staffing. Legal authorities. Public health agencies must be able to perform daily operations and respond to unexpected events or crises while maintaining compliance with laws and regulations. Administrative readiness matters because it provides the infrastructure for public health agencies to continue normal operations efficiently and effectively. At a 2025 convening of executive leaders from state and territorial health agencies, ASTHO asked how administrative readiness helps public health work. Responses included: Facilitates rapid assessment. Helps to ask the right questions. Promotes intentional data requests. Improves employee satisfaction. Standardized approach to data sharing. Builds better relationships and trust. Reduces grey areas. Promotes anticipatory decision making. Increases compliance. Creates projections. Creates strong processes. Matches expectations with reality. Critical Strategies in a Dynamic World Understanding Context and Environment Our current environment is fast-paced, rapidly changing, and unpredictable. The challenge for leaders is to shift away from reacting to change and move toward a proactive stance built through available frameworks and tools that help understand context and environment, make better decisions, and manage change more effectively. For example, Volatility, Uncertainty, Complexity, or Ambiguity (VUCA) is a framework that describes the environment or how people view the conditions under which they make decisions, mitigate risks, solve problems, and manage change. VUCA compares how much you know about a situation and how well you can predict the results of your actions. In this way, the framework helps leaders respond more effectively. Other frameworks include Kotter’s Change Management Theory, Kriegel and Brandt’s Seven Traits of Change Readiness, and Rogers’ Law of Diffusion of Innovations. Applying these together can help organizations understand how to adopt new ideas and manage the process of change: Adopting new ideas in an organization follows a bell curve from quick (innovators) to slow (laggards) with the majority in the middle needing proof and commitment to advance. Find innovators and early adopters that look for a challenge and the “why” to adopt. Traits of change readiness include resourcefulness, adaptability, optimism, confidence, adventurousness, and tolerance for ambiguity. These contribute to the ability to thrive during significant change. Create true urgency for change with fast moving action, clear purpose, and alignment. Move away from complacency and status quo, and an environment of false urgency where everything is a priority. Replace the sole focus on a traditional organizational hierarchy with a “dual operating system” that includes a broad network of volunteers across the agency for agility, speed, and innovation. Improving Internal Communication and Clarifying Roles and Responsibilities Often challenges to readiness start with communication and clarity of roles and responsibilities. It is critical to build strong working relationships and communication internally and across different teams. When agencies invest in standardized and accessible process documents, they support efficiency and accountability while reducing friction caused by ambiguity. Clearly defined roles eliminate confusion over who should do what, reducing bottlenecks and preventing duplicate work. Challenges stem from constant organizational restructuring or change and poor communication. Use a Responsibility Assignment Matrix, also called a RACI chart, by assigning each task or decision to one of four categories: Responsible (does the work), Accountable (owns the outcome, final sign-off), Consulted (provides input), and Informed (kept updated). Data Sharing and Information Management Data and information are critical to decision-making, timely and effective response, and continuity of operations. Health agencies need modern information systems, tools, and resources to move from data collection to managing and harnessing information for decision-making and action: A thoughtful data sharing strategy that includes current and adaptable data use or data sharing agreements with key partners should consider the risks of disclosing the data by considering current laws (permissible or requirement), the benefits of disclosing data, and the risks of not disclosing data. Informatics workforce capacity that can obtain, effectively use, and securely exchange information electronically to ensure data-driven decision-making to improve health outcomes. Interoperable systems for efficient data sharing that reduce the labor-intensive data manipulation critical for assessment and forecasting. Many agencies are improving interoperability as well as building tools and trackers that support improved response times to data and information requests. Leveraging AI for real time access to and production of information. This can include integrating AI-enabled or automated tools into existing information systems or workflows to support operations. Knowledge Management Knowledge management is an important yet often overlooked aspect of public health operations and helps sustain many of these foundations during disruptions to staffing and organizational changes, for example. It encompasses a broad range of activities, from documenting best practices and lessons learned to facilitating mentorship and peer-to-peer learning or leveraging technology for knowledge sharing to capture both explicit and tacit knowledge. Role-based knowledge management is often captured through standard operating procedures, training, and succession planning. Capturing institutional knowledge is more complex but just as important. It ensures valuable insights and experiences are not lost but instead become part of the agency’s long-term memory and used to inform decision-making, ensure continuity, improve performance, and drive innovation. Continuous Improvement Continuous improvement involves testing, exercising, and streamlining processes and procedures to improve response times. Rather than a one-time achievement, it is an ongoing process of developing the capacity to adapt to changing environments, optimize workflows, and maintain high performance. Incorporating Plan-Do-Check-Act cycles and basic lean principles to eliminate waste helps ensure that processes are simple, user centric and support operations as intended. Build Resilience Resilience is the capacity to withstand or recover quickly from difficulties or challenges. Strength or relationship-based leadership skills such as competent humility (the balance of having expertise to make sound decisions while remaining grounded, self-aware, and open to others’ input), appreciative approaches (strengths-based and positive change approach that focuses on what works well rather than just fixing problems), and well-being (nurturing employees’ physical, emotional, and mental health to foster a thriving environment) foster resilience by building psychological safety, trust, and long-term sustainability. Encourage and provide leadership development opportunities. Shift from knowledge and technical skills to building team cohesion and psychological readiness. Conclusion Employing these critical strategies can support your administrative readiness; however, this work is rarely linear or simple. Your operational systems must address the complex and intersecting nature of people, processes, technology, and governance, performance, and accountability. As public health leaders, it can be helpful to embrace humility to foster resilience. With this, and a value on transparency and continuous improvement, you and your teams can thoughtfully ready your administrative and operational systems and feel empowered in the face of our continuously evolving field. Reviewed by - Lindsey Myers OE22-2203 PHIG article yes