Shared Governance Continuing Education (#SGCE) Session: Shared Governance by Running Efficient and Successful Meetings Drucy Borowitz, MD Clinical Professor of Pediatrics Jacobs School of Medicine and Biomedical Sciences

Efficient Meetings Efficient meetings make everyone’s life better, but they take active management Meeting skills helps to keep things moving in a positive direction

Meeting Skills Processes (how) Roles (who) Aimed & Timed Agendas (what)

Phases & Processes Pre-meeting plan In meeting focusing on aims working on aims setting up next actions Post-meeting follow through Making decisions Managing time Sharing leadership Listening Managing conflict Giving feedback Learning Having fun

Process (How): Meeting Rules Agree on HOW you will work with each other during a meeting How do you encourage participation by all? How do you learn to listen to each other? Ground Rules help change how individuals interact with each other Contributes to positive flow Helps keep meetings effective

Lung Center Ground Rules No sidebars or social conversations; only one person speaks at a time (10) Be prepared (9) If you oppose, you must propose (8) Start and end meetings on time (7) Practice not interrupting each other (7) Participate in the meeting and not in the hall (7) Speak to the agenda item being discussed (7) Everyone participates (7) Work to include other’s ideas (6) Try not to repeat the same points--even for the emphasis you hoped for the first time you said it and didn’t get (6)

CF Experts (Parent & Patient Group) Meeting Rules Use your first name when speaking during online meetings No sidebars or social conversations; only one person speaks at a time Try to accomplish tasks in a timely manner Keep humor in the discussion Start and end meetings on time Be honest about the issues and speak up Critique ideas, not people Be positive, non-judgmental and open to new ideas Stay open to new ways of doing things Everyone participates

How to Choose Ground Rules: Multi-voting A method that encourages all members of a team to agree on ideas to focus improvement work Team members vote to reduce the list of all possible ideas to the top choices Results in consensus Does not mean the everyone is in total agreement Means that everyone is reasonably comfortable with the group decision

Meeting Roles (Who) Why have meeting roles? Helps members of an interdisciplinary team become more aware of their work together Helps team members become more skilled in meeting tasks Shares the load

Roles: Leader Keeps the meeting productive and effective Prepares agenda May need to do “work before the work” if it is a problem-solving meeting or one with a flexible agenda Helps group move through agenda Elicits participation from all group members Also participates in group decisions

Roles: Recorder Responsible for the meeting notes Notes progress of meeting Entire group is responsible to be sure the record is correct Keeps aware of next steps / To Do items and lists them Assures that all To Dos have a person assigned to them If an item remains on the To Do list, asks what the specific timetable is and records it Keeps a “parking lot” of future issues / ideas / projects

Roles: Timekeeper Keeps the meeting efficient Keeps group members aware of their use of time Verbally announces when time is nearing an end for each agenda item

Roles: Facilitator Keeps the process on track and monitors the process Doesn’t let one person talk more or interrupt others Makes sure everyone speaks and pays attention Doesn’t let people repeat things Doesn’t let people drone on / wander off task Helps the group stick to their ground rules for the meeting

Examples from Real Life: Meetings in The Lung Center Meetings with an agenda & roles Weekly team meetings (adult and pediatric) Monthly Integrated Team Meeting Every other month CF Experts Meeting Ad hoc quality improvement project meetings (roles often shared) Meetings with an agenda and set roles: Monthly Division Meeting Monthly Division Research Meeting Meeting with an agenda and loose roles Weekly Clinical Research Huddle

Tonight’s Meeting Roles Leader: Drucy Recorder: (videocamera) Timekeeper: Drucy Facilitator: Drucy …but for the breakout groups you will choose roles

Aimed and Timed Agendas (What)

Aimed and Timed Agendas (What) Review roles: leader, recorder, timekeeper, facilitator Review agenda and determine time for each item Be sure agenda items speak to the aim of the meeting Work through agenda items Plan next actions & next agenda Who will do what off line & aims for next meeting Evaluate the meeting What went well, what could improve

CF Pediatric Program Team Meeting Agenda

CF Experts Agenda for November Meeting Time Log on All   7-7:05 Refresher to Bluejeans Dr. Drucy Borowitz 7:05-7:10 Introductions Round Robin 7:10-7:15 Meeting rules/Group Functioning Shipra 7:15-7:35 Story from family/parent/patient Mrs. Tammy Brooks 7.35-7.40 Ideas to make our center better? Dr. Shipra Singh 7:40-7:50 Communications initiative First wave of proposal and upcoming studies in 2016 Dr. Carla Frederick 7:50-7:55 Listserv is not working: what other options will work? 7:55-8 Rate the meeting/Assign timekeeper

Integrated Team Meeting Agenda

Tonight’s Meeting Agenda Time Agenda Item Who is responsible 5:00-5:10 Get dinner and settle into conference room All attendees 5:10-5:25 Introductions and personal anecdotes about bad (or good) meetings 5:25-5:45 Didactics: Meeting Skills Drucy 5:45-6:10 Breakout session Aims: Come to group consensus about the best attributes of a PB&J sandwich Use process (create timed agenda, choose roles, set rules) 6:10-6:25 Group report out Each group leader or recorder 6:25-6:30 Rate the meeting & Conclusion All attendees & Drucy