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MECA Consulting Blog

Conducting the Perfect Staff Meeting

Tuesday, December 29, 2015

There are six basic rules to conducting a staff meeting. Read on and learn the secrets of educating and empowering your staff in an efficient and effective way and just Getting Stuff Done (GSD).

  1. Have one - consistently.The most successful practices with the best bottom lines and the happiest staff share one common trait. They have frequent short staff meetings. This is not a coincidence. These businesses understand that communication is the key to success. Meetings do not have to be long and drawn out. Just the opposite in fact. A business is much better to have a series of short focused meetings during a week or month then one long one quarterly or monthly one. I encourage you to communicate the way people learn and assimilate information--in short bursts. Your first step for this blog is to SCHEDULE a series of short 5-15 minute meetings per week. Schedule them so they are a priority and nothing interferes with them such as the first patient slot after lunch or even at 12:45 so that first patient is the impetus to be done. Avoid first thing in the morning and last slot of the day because something always comes up, a patient runs late or someone shows up "just in time." Schedule one a week with the people that in ANY way act with the retail side of your business. Schedule one with your clinical staff. Schedule one with you administrative staff. Schedule one 30-minute meeting per month so the various departments can discuss with the group their action plan. Here is what you talk about in each of these meetings:
  2. Have a Plan.Each meeting needs to stay focused. The first meeting that you have should set the ground rules for all subsequent meetings. These are quick informational updates and planning sessions. They are not gossip or entertainment talks. You can download our complete list of ideas here for your meetings but here are some of the basics:
  • What is the goal of today?
  • What are the numbers to report?
  • What did we do well and what do we need to work on?
  • What is our plan to fix these numbers?
  • Any new ideas?
  • Resources need.
  • Objective and date of next meeting.

For each and every meeting there needs to be very clear goals and timelines established at the onset of the meeting. Schedule other ideas or issues for another meeting. Well conducted meetings stay focused and don’t stray from topic to topic. Set the standard of short concise GSD meetings. Everyone will be happier and more likely to participate.

  1. Delegate parts of staff meetings. For your once a monthly whole staff meeting, delegate the majority of the meeting to specific people. The meeting leader should start the meeting. Communicate the agenda and the goal of the meeting and then let the meeting be led by the staff. You might just be surprised by the ideas that your people come up with to make the business better.
  2. Listen more than you talk. God gave you two ears and one mouth - use proportionally. Most meetings fail and staff get bored because they are passive listeners instead of active participants. Change that.
  3. Take Notes. No meeting is worth having unless you track what was discussed and who is doing what and when from this point forward. These serve as both a reference and a guide for the future.

In summary, the key to an effective and efficient staff meeting is to start having one. The next step is yours.

Best wishes.

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