An Interview with David Womack, Jan Hailey, and Lynn Robinson
David: Hello everyone, and welcome back to another installment of PMI Shorts. Today I'm joined again by Lynn Robinson and Jan Hailey, and we're here to talk about effective staff meetings. When we were together last, we talked about the importance of a daily huddle and its significance in running an effective practice. Today we want to focus on a more regularly scheduled full staff meeting and tips and tricks for making that as effective as it can be. So, Jan and Lynn, welcome back.
Jan: Thank you, David. Glad to be back.
Lynn: Thank you. Glad to be here.
David: Sitting around and talking about this, we discussed some variables for putting together an effective staff meeting. A few of those things include the frequency of the meeting, which can vary by the size of the organization, and whether or not attendance is mandatory. It’s also important to have someone responsible for running the meeting, whether that be a chairperson, an office manager, or a department head. Lynn, you had some thoughts about making these meetings mandatory?
Lynn: I highly recommend making your meetings mandatory, especially monthly staff meetings, so there's no question about who will attend. With today’s technology, these meetings can be hybrid, allowing participation from those on the road, working from home, or unable to be in the office. You can use tools like Zoom, Teams, or a bridge line to ensure everyone can join. This makes excuses for missing a mandatory meeting minimal. Right out of the gate, it shows the importance of the meeting and ensures everyone is on the same page.
David: Fantastic. Jan, anything to add?
Jan: No, I think Lynn covered that very well. I’d just remind everyone that the purpose of a staff meeting is to enhance communication between providers, patients, and staff, ultimately leading to better patient care. It's important that everyone joins and participates actively.
David: Very good. Rule number one—have an agenda.
Lynn: Indeed.
David: Jan, you went through a pretty detailed explanation about having an agenda and sharing it ahead of time. Can you elaborate on its significance?
Jan: An agenda serves several purposes. First, it defines the meeting’s purpose and outlines what’s expected. I like to send an email a week or so before the meeting, asking if anyone has topics to add. This gives everyone a voice. Then, I finalize the agenda two or three days before the meeting and send it out, so everyone is prepared. This ensures topics are discussed, and people can prepare for their contributions, including follow-ups from the previous meeting. Communicating the agenda ahead of time makes the meeting much smoother.
David: Right. We broke this down into before, during, and after the meeting. A lot of what happens during the meeting relies on preparation beforehand. It seems simple, but we’ve all been in meetings that felt useless.
Jan: That’s where an agenda helps. If there’s not enough material, skip a month. If there’s too much, consider adding an extra meeting.
David: Good point. And the frequency of these meetings—weekly or monthly—depends on the organization’s size and needs. Let’s talk about some agenda items that should always be included, like KPIs (Key Performance Indicators).
Jan: Most offices set goals, whether monthly or yearly. Sometimes these are tied to performance reviews or bonuses. Sharing KPI data during meetings keeps everyone informed and on track, especially for goals tied to patient experience.
David: It lets people see how their role impacts the overall goals.
Lynn: Absolutely.
David: Lynn, you mentioned encouraging participation by having different people or departments present updates or educational topics.
Lynn: Yes, encouraging participation from staff is important. Providing departmental updates or educational presentations can engage staff. For example, one month, a department might present on handwashing or safety protocols. This not only encourages involvement but also provides ongoing education.
David: And in larger organizations, it helps everyone understand what other departments are doing.
Lynn: Absolutely.
David: We also talked about celebrating wins—birthdays, anniversaries, or achievements—during these meetings. It’s not just about addressing issues.
Jan: Recognizing personal and departmental wins creates a positive atmosphere.
Lynn: Staff meetings should be informational and interactive, not something people dread.
Jan: Exactly. Whether celebrating personal milestones or achieving office KPIs, it’s important to acknowledge both small and large victories.
David: We’re also providing a downloadable meeting template to help organizations structure their meetings effectively. But as we discussed, there’s no one-size-fits-all approach.
Lynn: Exactly. Take the bits and pieces that work for your organization and leave the rest.
David: One key takeaway is distributing meeting minutes or action items afterward. This keeps everyone accountable and prevents revisiting the same topics repeatedly.
Jan: Yes, sending out minutes and action items ensures follow-ups are addressed and keeps meetings productive.
Lynn: Action items are crucial for maintaining progress.
David: Absolutely. Any final thoughts, Jan?
Jan: Prioritize the meeting. Medical practices are busy, so it may mean adjusting schedules—starting late, blocking lunch hours, or finding the best time for your team.
Lynn: Agreed. A well-organized meeting with a clear agenda saves time and keeps everyone informed. Tailor it to fit your team’s energy levels and needs.
David: Great advice. Thank you both for your insights, and thanks to our audience for joining us.
If you’re ready to transform your staff meetings into productive, meaningful discussions, we’ve got you covered! Download our Effective Staff Meeting Template for Practice Managers today and take the first step towards better communication and enhanced team collaboration.
Questions? Just ask! Contact us at 1-800-259-5562 or info@pmimd.com.