Transcript Slide 1
Practice Change Fellowship
Making Meetings Work – Creating an
Effective Agenda and Managing your
Meeting for Success
Cheryl Phillips, M.D., AGSF
CMO On Lok, Inc
Building an Effective Agenda
Essential Elements of an Agenda
Purpose
Place: location, time,
date, call-in number
(as indicated)
Invitees
Time for
introductions, as
needed
Topics
Timing and
scheduling
Defining responsible
person (s)
Wrap up
Sample Agenda
Pharmacy Work Group
May 2, 2007
1-4 pm
Conf Room 1-4, Buhler Building
Purpose: Review Annual Preferred Formulary Use
Invited: Greg Sachs: chair, David Ruben, Todd Semla, Cheryl Phillips
Staff: Nancy Lundebjerg
Time
1:00
Item
Introductions
Action
1:10
Consent Calendar
X
G. Sachs
a. Minutes 3-17-07
b. UM report: I Care Med Group
c. Recommended changes to mail order Rx list
1:15
Drug Recommended for
Addition to Formulary
X
1:45
Drugs Recommended for
Removal from formulary
X
2:15
“Educational Detailing”
T. Semla
2:25
Wrap-up and evaluation
G. Sachs
Next Meeting
June 6, 2007
Responsible
All
D. Ruben
C. Phillips
Making the Agenda Work for You
Balance Time and Topic
Consider the order:
Priority topics
Topics likely to take extra time
Send out the agenda prior
Define the action items
Distribute support materials
Use Consent Calendar, as appropriate, for
reports and simple approvals
Common Errors We all Make
Too many topics, not enough time!
“Pop-up” agenda items at meeting
“Didn’t see that one coming…”
Extended discussion time
“So, what do you need me to do?”
“Wow, that’s not what I heard!”
“Are we done yet?”
Background to Successful Meetings
Great meetings don’t just happen.
Is it karma? Is it merely the “right mix of
people”?
We can’t always predict the outcome of a
meeting, but we can certainly have a
significant role in guiding the process.
Essential Elements to a Successful
Meeting
Preparation
work before
the meeting
Leadership
during the
meeting
Oversight to
assigned work
after the
meeting
Before the Meeting
Determine the type of
meeting
Decide the purpose of
this specific meeting and
what you want to
accomplish.
Plan and distribute the
agenda
Review and distribute all
related materials,
including Consent
Agenda items
Before the Meeting (cont’d)
Meet with key stakeholders
Review action items from the previous
meeting.
Anticipate potential conflict
During the Meeting
Manage time (including starting
and stopping)
Set the tone with welcomes and
introductions
Review the agenda
Lead the discussion and keep it on
track
During the Meeting (cont’d)
Ensure that “all
voices are heard”
Oversee the
recording of the
meeting
Clarify work
assignments,
times lines and
accountabilities
Lead wrap-up
and meeting
evaluation
Leading Effective Discussions
Open the Discussion
Listen
Ask for Clarification
Summarize Points
Test for Agreement
Close the Discussion
Part A Nominal Group Technique:
Generating Ideas
Define the task in the form of a question
Clarify the question that will provide both the
purpose and the intended outcome of the
discussion
Allow time to generate ideas.
List ideas without discussion as to whether
they are “good” or “bad”
Clarify each of the ideas listed, make sure
everyone understands the intent or wording.
Part B Nominal Group Technique:
Moving to Decision
Eliminate/combine
overlap ideas
Use process to rank as a
group
Reach conclusion based
on group input
Check for “heart burn”.
Remember…
Consensus does not
mean agreement
Voting is not the
same as data
collection
Working Towards Successful
Consensus
Practice active listening
Encourage all team members to participate.
Seek out differences of opinion
Avoid quickly choosing a solution;
understand the question first
Consider the time needed.
Check understanding.
Strategies to Minimize Indecisiveness
Get the agenda out
early.
Involve key decisionmakers
Work on a series of
decisions. This can
help get to the “big
picture”
After the Meeting
Effective minutes need to include the
following elements:
The name of the meeting and the date,
place and time
Who was in attendance A list of the
agenda items covered
A summary of the motions or decisions
A BRIEF summary of key discussion
points
Assignments: what is assigned, who is
responsible and when it is due
Suggested Resources
Fisher, Roger; Ury, William; Getting to Yes;
Penguin Books, 1991
Kotter, John; Leading Change; Harvard
Business School Press, 1996
Lencioni, Patrick, Death by Meetings, JoseyBass publ., 2004
Lippincott, Sharon; Meetings: Do’s, Don’ts and
Donuts; Lighthouse Press, 2002
Scholtes, Peter; Joiner, Brian; Streibel,
Barbara; The Team Handbook; Joiner
Associates, 1996
Ury, Wm, Getting Past No, Bantam, 2003