1. 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

2. 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

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

4. 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

5. 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

6. 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)

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

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

16. Aimed and Timed Agendas (What)

17. 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

18. CF Pediatric Program Team Meeting Agenda

19. 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
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

20. Integrated Team Meeting Agenda

21. 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