Seven Tips for Effective Meeting Management
We’re continuing our career development series designed to help medical service professionals (MSPs) advance their careers by improving productivity and efficiency—to truly become “Rock Star MSPs.” In today’s blog, we show how you can use technology to improve meetings.
Technology is integral to your work as an MSP. It helps you reduce errors while making processes easier and more efficient. Your organization may already use software for credentialing, privileging, quality and performance improvement, and peer review—and technology can help you improve other aspects of your job as well, such as meeting management.
Are you responsible for scheduling and organizing meetings for your medical staff? By incorporating these tips, you’ll not only become more efficient with your meeting management, you’ll also become a more valuable – and professional – member of the team.
As you plan the next meeting for your organization, try incorporating these seven tips:
1. Use electronic scheduling to notify attendees.
Meeting management always starts with letting your attendees know about the meeting. Create and maintain a master calendar for the year that can be electronically sent to all of your medical staff members. This allows everyone to see all their individual committee and department meetings, and it helps them plan their own schedules. Using Outlook to send meeting invitations to committee and department members is another great way to make direct contact on a physician’s calendar. Don’t forget to send out the meeting invitation and/or reminder at least two weeks in advance to maximize the potential for good attendance.
2. Create an electronic agenda template.
By standardizing the general agenda for your committee and department meetings, you’ll save time when planning each meeting. Just fill in the specifics, and the bulk of the work will already be done!
3. Distribute the agenda electronically.
Once the agenda is ready to be sent, attach it to an email or meeting invitation for all attendees, and send it along with any supporting material needed at the meeting. Do this at least one week prior to the meeting date. You may also be able to set up a shared folder on your organization’s internal server. This is an easy way for committee members to access upcoming agendas, past meeting minutes, and any other resource documents. Once that folder is set up, you can simply send a link to the committee members, so they can easily access the files with one click.
4. Record the meeting for easier minutes.
Bring a laptop or tablet computer with a keyboard to the meeting and record the session. This will significantly improve the transcription time and accuracy of your minutes. Then, if you have your meeting and agenda format already prepared and uploaded on your computer, it’s much easier to add the conclusions or actions from those discussions.
5. Screens beat paper handouts.
Yes, sometimes paper is required, but whenever possible take advantage of audio-visual technology. Display your agenda and/or materials using a projector or LCD screen hooked up to your laptop or tablet, so the material is easy to read by all attendees.
6. Take advantage of the time directly after the meeting.
You have all of the important players in the room, so don’t waste it! If you need to prepare a letter to a particular physician or send a communication to administration, be sure to generate these items electronically. Then, at the end of the meeting, the chair can review the documents, provide an electronic signature, or simply approve it and sign a printed version later. These tasks are much easier if you can catch the person right then while you have his or her attention.
7. Don’t forget the follow-up: Easily distribute materials and minutes after the meeting.
Be sure to send a link or an email with attachments to the committee members letting them know the minutes have been completed and how they can access them.
One Step Closer to Rock Star!
Let’s face it: your list of daily tasks continues to grow. By incorporating some simple tips into your meeting management – and by allowing technology to simplify your process – you’ll help improve attendance, save time, and be seen as the Rock Star MSP that you are!
To explore related tips and information, check out these other topics from our MSP career development series:
• Ready to Become a Rock Star MSP: Automating Your Business Practices (white paper)
• How to Measure Your Competence (blog)
• Eight Benefits of Technology for MSPs (blog)
Are you ready for a technology solution that keeps provider credentialing and related tasks on track while freeing up facility resources? Cactus and symplr have teamed up to bring you the most comprehensive suite of web-based provider management solutions, delivering easy and effective ways to manage the lifecycle of your providers. From initial appointment provider credentialing software to provider privileging software, payor enrollment, peer review and incident reporting, you have a reliable, single source to turn to for ensuring you maintain transparent and repeatable processes across all departments within your organization. Save time, reduce errors and ensure the consistency and integrity of your data. To learn more about provider management solutions from symplr, schedule a demo now.
About Donna Goestenkors
Donna is a full time healthcare consultant, speaker, author, educator, and mentor serving the Medical Staff Services industry for over 40 years. Her diverse project experience includes assignments in every work environment and rapport building among all levels of professional and executive staff. Donna is a past President of NAMSS and her client work covers all of the industry's environments from Healthcare Systems to critical access hospitals.