1. Managing a SIG Planning/Networking Meeting Paula M. Muehlbauer, RN, MSN, OCN® Coordinator, Targeted and Biological Therapies SIG

2. How Do I Know What to Do? SIG Checklist sent from Carol DeMarco –Dec/Jan/Feb Virtual Community Pay attention to deadlines

3. Preplanning Steps Review any SIG files Follow up with outstanding projects to get updates of progress Email your SIG leadership –Conference call with those attending Update poster and/or scrapbook prn Write pre-Congress Communiqué Develop agenda

4. Preplanning Steps: Agenda Elements Welcome and introductions Update on elections Coordinator-State of the SIG Old business –Approval of last years meeting minutes Work group reports New Business –Leadership opportunities –Review of Needs assessment survey and plans to address needs identified –Review strategic plan & gather input –Present Certificates of Appreciation & any other awards –Brainstorm ideas for Congress & IOL topic submissions Assign point people to submit these Copies need to be sent to the coordinator if SIG sponsored

5. Preplanning: SIG Checklist Handouts for Congress –Let Carol DeMarco know how many copies you will need before the meeting –Agenda copies –Copy of previous year’s minutes –Copy of strategic plan Compile list of Certificates of Appreciation –Newsletter editor –Workgroup Members

6. Preplanning: Workgroup Reports Workgroup rep either gives update or the coordinator collates this info –Examples: Education work group Newsletter editor Nomination work group Virtual community –This is a good way to get other members involved in the SIG.

7. Getting the Word Out Pre-Congress Communiqué –Be sure to welcome new members –Entice them with some projects “In the works” Place info on VC Some SIGs advertise the meeting –Ex: Radiation Oncology

8. Meeting Day Get SIG packet and sign at SLOW Arrive at room early to check out set up –EX: Tables may need to be moved Sign in sheet –You may want to assign someone to this Assign a recorder –You may choose to do this ahead of time

9. Running the Meeting Don’t try to take notes and run the meeting Make new folks feel welcome –If size of meeting allows, have folks introduce themselves –Be sure to at least introduce your leadership team Stick to the agenda and watch the time –Preplanning is key to know which items may generate more discussion Recruit volunteers –Offer volunteers mentoring so it is not so overwhelming –Everyone is enthusiastic at Congress = Golden Opportunity Try to allow time for networking –This comes back to us on evaluations.

10. Running the Meeting: Recruit Volunteers Opportunities for Increased Involvement –Newsletter contributors Assure them this is not a CJON length article –Volunteers to submit topic ideas for Congress and IOL –Needs identified in needs assessment survey tend to offer opportunities for projects –HINT: Some institutions have Magnet status: they may need to be involved in the professional organization so ask

11. Running the Meeting: Tips Make sure attendees don’t feel like it is a clique –Many SIG members have known each other for a while Be open and ask for suggestions from others Ask folks to write their names down for project involvement Inform attendees what they gain from further involvement in the SIG & ONS

12. Post Meeting Collect all paperwork Stay around to network/ answer questions –Some people may not want to speak up in front of others but will talk to you 1:1 Turn in minutes, roster and sign to Carol DeMarco –HINT: Make copy of minutes for you to keep; you may be able to decipher and flesh out what is written –I suggest looking at meeting minutes and flesh out as soon after meeting as possible

13. Post Meeting Check SIG message board throughout Congress and contact these people Send post-Congress Communiqué Follow up with workgroup volunteers Follow up with those submitting topic ideas –Deadlines are close to Congress Contact ONS about proposed SIG projects –Some might take funding