Developing Effective Leadership tools:Parts 1 and 2

Making Meetings Work – Creating an Effective Agenda and Managing your

Meeting for SuccessCheryl Phillips, M.D., AGSF

CMO On Lok, Inc

Practice Change Fellowship

Building an Effective Agenda

Essential Elements of an Agenda Purpose Place: location,

time, date, call-in number (as indicated)

Invitees Time for

introductions, as needed

Topics Timing and

scheduling Defining

responsible person (s)

Wrap up

Sample Agenda

Pharmacy Work GroupMay 2, 2007

1-4 pmConf Room 1-4, Buhler Building

Purpose: Review Annual Preferred Formulary Use

Invited: Greg Sachs: chair, David Ruben, Todd Semla, Cheryl PhillipsStaff: Nancy Lundebjerg

Time Item Action Responsible1:00 Introductions All

1:10 Consent Calendar X G. Sachsa. Minutes 3-17-07b. UM report: I Care Med Groupc. Recommended changes to mail order Rx list

1:15 Drug Recommended for XAddition to Formulary D. Ruben

C. Phillips

1:45 Drugs Recommended for XRemoval from formulary

2:15 “Educational Detailing” T. Semla

2:25 Wrap-up and evaluation G. Sachs

Next MeetingJune 6, 2007

Making the Agenda Work for You

Balance Time and Topic Consider the order:

Priority topics Topics likely to take extra time

Send out the agenda prior Define the action items Distribute support materials Use Consent Calendar, as appropriate, for

reports and simple approvals

Common Errors We all MakeToo many topics, not enough time!“Pop-up” agenda items at meeting“Didn’t see that one coming…”

Extended discussion time“So, what do you need me to do?”“Wow, that’s not what I heard!”“Are we done yet?”

Background to Successful Meetings

Great meetings don’t just happen. Is it karma? Is it merely the “right

mix of people”? We can’t always predict the

outcome of a meeting, but we can certainly have a significant role in guiding the process.

Essential Elements to a Successful Meeting

Preparation work before the meeting

Leadership during the meeting

Oversight to assigned work after the meeting

Before the Meeting

Determine the type of meeting

Decide the purpose of this specific meeting and what you want to accomplish.

Plan and distribute the agenda

Review and distribute all related materials, including Consent Agenda items

Before the Meeting (cont’d)

Meet with key stakeholdersReview action items from the

previous meeting.Anticipate potential conflict

During the Meeting

Manage time (including starting and stopping)

Set the tone with welcomes and introductions

Review the agendaLead the discussion and keep it

on track

During the Meeting (cont’d)

Ensure that “all voices are heard”

Oversee the recording of the meeting

Clarify work assignments, times lines and accountabilities

Lead wrap-up and meeting evaluation

Leading Effective Discussions

Open the Discussion Listen Ask for Clarification Summarize Points Test for Agreement Close the Discussion

Part A Nominal Group Technique: Generating Ideas

Define the task in the form of a questionClarify the question that will provide both

the purpose and the intended outcome of the discussion

Allow time to generate ideas. List ideas without discussion as to

whether they are “good” or “bad”Clarify each of the ideas listed, make sure

everyone understands the intent or wording.

Part B Nominal Group Technique: Moving to Decision

Eliminate/combine overlap ideas

Use process to rank as a group

Reach conclusion based on group input

Check for “heart burn”.

Remember…

Consensus does not mean

agreement

Voting is not the same as data

collection

Working Towards Successful Consensus

Practice active listeningEncourage all team members to participate.Seek out differences of opinionAvoid quickly choosing a solution;

understand the question firstConsider the time needed. Check understanding.

Strategies to Minimize Indecisiveness

Get the agenda out early.

Involve key decision-makers

Work on a series of decisions. This can help get to the “big picture”

After the Meeting

Effective minutes need to include the following elements:

The name of the meeting and the date, place and time

Who was in attendance A list of the agenda items covered

A summary of the motions or decisions A BRIEF summary of key discussion

pointsAssignments: what is assigned, who is

responsible and when it is due

Discussion

Suggested Resources Fisher, Roger; Ury, William; Getting to Yes;

Penguin Books, 1991 Kotter, John; Leading Change; Harvard

Business School Press, 1996 Lencioni, Patrick, Death by Meetings, Josey-

Bass publ., 2004 Lippincott, Sharon; Meetings: Do’s, Don’ts and

Donuts; Lighthouse Press, 2002 Scholtes, Peter; Joiner, Brian; Streibel,

Barbara; The Team Handbook; Joiner Associates, 1996

Ury, Wm, Getting Past No, Bantam, 2003