Making Meetings Work – Creating an Effective Agenda and Managing your Meeting for Success Cheryl Phillips, M.D., AGSF CMO On Lok, Inc Practice Change Fellowship

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, 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 TimeItem ActionResponsible 1:00IntroductionsAll 1:10Consent Calendar XG. Sachs a. Minutes b. UM report: I Care Med Group c. Recommended changes to mail order Rx list 1:15Drug Recommended for X Addition to FormularyD. Ruben C. Phillips 1:45Drugs Recommended for X Removal from formulary 2:15“Educational Detailing”T. Semla 2:25Wrap-up and evaluationG. Sachs Next Meeting June 6, 2007

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 decision- makers 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, Josey- Bass 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