Practice meetings are a great opportunity to bring your team together and address current topics or issues. They give individuals the chance to be heard as well as understand how others are coping, which can help strengthen communication within the practice. Read on to find out how you can make your meetings more effective.
To keep your audience engaged, mix a variety of clinical, administrative and fun topics. Opening with a review of the last meeting’s minutes is a good starting point, allowing you to establish what has been done and what may still be outstanding. Consider a ‘Stop, Start, Continue’ section where the team can discuss things that the practice should stop, start or continue doing. An A.O.B (any other business) section may be useful at the end, where points not covered by the agenda can be raised by anyone.
Although it’s important to keep your meetings professional they can still be enjoyable. You could take it in turns to bring in snacks or use some quick training ice breakers (ideas for these can be easily sourced online). An informal atmosphere will encourage quieter team members to contribute.
These are a written account of what was discussed during your meeting and the follow-up points agreed. This can then be circulated to all members of the team and printed out for display in your staff room. Minutes are also listed as a document that can be used as evidence for CQC, so they are useful to have.
Good meeting minutes include:
- The date
- The time
- Members of the team that were present
- Members of the team who were absent
- A breakdown of the agenda
- An overview of what was discussed about each topic
- The actions decided on and who is to implement these going forward
Establish achievable goals with realistic target dates for completion by specific members of the team. This helps to ensure ownership of each action point, avoiding any conflict or confusion. Add actions to the minutes for team members to review and take forward.
Ideally all team members should attend practice meetings. If this isn’t always possible, aim for majority attendance and circulate the minutes so everyone is up to date. If you have several part time members of staff, consider alternating meeting days to ensure that all team members attend at least one. Software such as Skype or Google Chat can also enable meeting attendance via video link.
Find out more
The support above is an extract from our ‘Getting to grips with working as a team and team communication’ guide. A full version is available to Denplan members from their Dental Business Consultant. We also publish a range of guides on other topics in our ‘Getting to grips with…’ series.
For more information on the wide range of complimentary marketing, business and regulatory support materials available, or how to become a member dentist, please request a call back or book an appointment with your local Dental Business consultant.