No More Bad Meetings! October 19, 2015
Participation is Strongly Encouraged Type questions into the Poll Questions Pane at any time Link in the Chat Box during this presentation or On-Screen Links will be active in PDF Enter your Audio Pin
Patient-Centered Primary Care Institute Online Modules Webinars Website Learning Collaboratives Trainings TA Network
Coming Up • Resource Orientation – October 27 th – Email info@pcpci.org to register • Metric Fatigue? Share your experience on an upcoming listening session – November 11th – www.q-corp.org • Tobacco Use: Identification, Intervention and Referral – November 18 th – www.pcpci.org
PCPCH Model of Care Oregon’s PCPCH Model is defined by six core attributes, each with specific standards and measures Access to Care “Health care team, be there when we need you” • Accountability “Take responsibility for making sure we receive the best • possible health care” Comprehensive Whole Person Care “Provide or help us get the health care, • information and services we need” Continuity “Be our partner over time in caring for us” • Coordination and Integration “Help us navigate the health care system to get • the care we need in a safe and timely way” Person and Family Centered Care “Recognize that we are the most important • part of the care team - and that we are ultimately responsible for our overall health and wellness” Learn more: http://primarycarehome.oregon.gov
Facilitators Kate Elliott, Program Director Oregon Health Care Quality Corporation (Q Corp) Shelley Buettner, Q Corp Consultant HealthNOW Consulting
Objectives • What makes a meeting good (and not so good) • Strategies for meeting organizational needs without having a meeting • Resources for facilitating productive and energizing meetings
Who is here? • What types of meetings do you lead/participate • What brought you here today? • What is your comfort level leading meetings?
Thanks for Joining! Poll How would you describe meeting culture in your organization? Be one of the first 25 to respond!
Think of a Meeting
What makes meeting such a dirty word? Status Updates Because we always have Because we think we should Lack of options [perceived] No time to plan or reconsider
A Meeting in Three Acts • Act I: Before the Meeting • Act II: During the Meeting • Act III: After the Meeting
Act I: Before the Meeting – 3 Ps Remember to define the purpose , consider the participants and determine the process .
Purpose: Don’t Host Meetings Without It Purpose When It Goes Right When It Goes Wrong Brainstorm Tons of ideas, but no next Everyone contributes steps Participants equally Meeting is taken hostage Discuss contribute & multiple by an over-participator; perspectives are heard all talk and no action An issue is analyzed and People feel left out of the Decide resolved in a way that loop or unsure about how reflects group norms to move forward Two words: Group Produce Something gets done! wordsmithing
Purpose: Don’t Host Meetings Without It Purpose When It Goes Right When It Goes Wrong New skills, knowledge or People are doing their Learn ideas are incorporated jobs without a full into work understanding Participants understand the vision and are ready Attempts to rally come off Inspire for what’s next – batteries as insincere are charged People know and Teambuild understand their Seems silly or a waste of colleagues better than time before People feel Hard work is recognized Celebrate unappreciated and lose and rewarded motivation
Strategies for Defining Purpose • Create and distribute a thoughtfully constructed agenda prior to the meeting • Include an outcome statement • Mission that establishes the purpose of the group • Double check – should this be included? • Standard templates • Are we getting together to create a product or increase knowledge ? Knowledge Product Awareness Decision Understanding Plan Skill List of actions or ideas
Get the Right People at the Table Are relevant perspectives adequately represented? Do participants have the time to be fully present? Have participants received sufficient notice of the meeting and its purpose/objectives? Is it acceptable for participants to ask the facilitator – do you need me for this?
Strategies for Getting the Right People Standing or walking meetings Huddles Make objectives clear; provide an out Pre-meetings Consider varying schedules Make the value of the meeting clear
Plan Your Process – Road Tested Strategies How will the group make decisions? How can you facilitate the discussion? Facilitation Method When To Use It Prevent over-participation, encourage everyone to contribute Talking Chips Gauging level of agreement or understanding from a group Fist to Five Six Thinking When participants need to think about an issue from a variety of perspectives Hats Dot Voting & When you need to brainstorm and prioritize Sticky Notes + / ∆ Engage participants in a discussion about what went well and what could be improved (plus/delta)
Act II: During the Meeting Focus on engagement & have fun!
Engagement Techniques Establish meetings roles: Poll Facilitator, Scribe, What are Timekeeper some ground rules or group Create Ground Rules or Group Agreements agreements you have seen Practice techniques for work well? handling different meeting characters
Meeting Characters – Heroes & Villains Shy Creative Inclusive Monopolizer Naysayer Devil’s Advocate
Engagement as a Participant: Practice What You Preach • Help the facilitator – offer to scribe, take notes, or keep time • Limit distractions • Remember the group agreements Be a good meeting participant • Attend a regular meeting that needs some help? Volunteer to meet with the facilitator to discuss ways you can help
Making Meetings Fun • Celebrate and acknowledge team members, or goals that have been met • Get to know each other – submit a photo of your favorite thing in the world • Don’t underestimate the importance of humor – cartoons, jokes • Consider getting toys for longer meetings
Act III: End of/After the Meeting Who, Do, When • Include dedicated time on the agenda to review action items • Afterwards: circulate a re-cap of action items in writing Evaluate • Plus/Delta • Regularly revisit the need for recurring meetings
Encore: Strategies for Meeting Alternatives Same Time, Same Place Same Time, Different Place Meeting Virtual Meeting Different Time, Same Place Different Time, Different Place Bulletin Boards Email Mailboxes Poll What are other meeting alternatives you use in your organization?
What About Your Meeting?
Mega-rich Resources AHRQ PCMH Resources http://pcmh.ahrq.gov/sites/default/files/attachments/pcpf- module-22-meetings.pdf Scrubbing and Huddling http://www.pcpci.org/resources/webinars/scrubbing-and-huddling Daily scrubbing of patient charts and team huddles are two activities that close gaps in care, improve the efficiency of clinic teams, and encourage staff to work at the top of their license. Access other resources, including checklists and training videos by searching “huddles”
Other Resources Books for Facilitators Quick Read Resources University of Oregon – Holden Leadership Center Tips for Walking Meetings 7 Dangerous Meeting Personalities and How to Keep Them on Track Thank you! Please take the post-webinar survey (it’s our plus delta)
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