No More Bad Meetings! October 19, 2015 Participation is Strongly - - PowerPoint PPT Presentation

No More Bad Meetings!

October 19, 2015

Participation is Strongly Encouraged

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Patient-Centered Primary Care Institute

Online Modules Webinars Website Learning Collaboratives Trainings TA Network

Coming Up

• Resource Orientation – October 27th

– 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 18th

– www.pcpci.org

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

PCPCH Model of Care

Kate Elliott, Program Director

Oregon Health Care Quality Corporation (Q Corp)

Shelley Buettner, Q Corp Consultant HealthNOW Consulting

Facilitators

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

• rganization?

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

• Act I: Before the

Meeting

• Act II: During the

Meeting

• Act III: After the

Meeting

A Meeting in Three Acts

Act I: Before the Meeting – 3 Ps

Remember to define the purpose, consider the participants and determine the process.

Purpose When It Goes Right When It Goes Wrong

Brainstorm

Everyone contributes Tons of ideas, but no next steps

Discuss

Participants equally contribute & multiple perspectives are heard Meeting is taken hostage by an over-participator; all talk and no action

Decide

An issue is analyzed and resolved in a way that reflects group norms People feel left out of the loop or unsure about how to move forward

Produce

Something gets done! Two words: Group wordsmithing

Purpose: Don’t Host Meetings Without It

Purpose When It Goes Right When It Goes Wrong

Learn

New skills, knowledge or ideas are incorporated into work People are doing their jobs without a full understanding

Inspire

Participants understand the vision and are ready for what’s next – batteries are charged Attempts to rally come off as insincere

Teambuild

People know and understand their colleagues better than before Seems silly or a waste of time

Celebrate

Hard work is recognized and rewarded People feel unappreciated and lose motivation

Purpose: Don’t Host Meetings Without It

Strategies for Defining Purpose

Product Decision Plan List of actions or ideas Knowledge Awareness Understanding Skill

• 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?

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?

Get the Right People at the Table

Standing or walking meetings Huddles Make objectives clear; provide an out Pre-meetings Consider varying schedules Make the value of the meeting clear

Strategies for Getting the Right People

Plan Your Process – Road Tested Strategies

How will the group make decisions? How can you facilitate the discussion? Facilitation Method When To Use It

Talking Chips

Prevent over-participation, encourage everyone to contribute

Fist to Five

Gauging level of agreement or understanding from a group

Six Thinking Hats

When participants need to think about an issue from a variety of perspectives

Dot Voting & Sticky Notes

When you need to brainstorm and prioritize

+ / ∆ (plus/delta)

Engage participants in a discussion about what went well and what could be improved

Act II: During the Meeting

Focus on engagement & have fun!

Engagement Techniques Establish meetings roles: Facilitator, Scribe, Timekeeper Create Ground Rules or Group Agreements Practice techniques for handling different meeting characters

Poll What are some ground rules or group agreements you have seen work well?

Meeting Characters – Heroes & Villains

Monopolizer Naysayer Devil’s Advocate Shy Creative Inclusive

Be a good meeting participant

• Help the facilitator – offer to

scribe, take notes, or keep time

• Limit distractions
• Remember the group

agreements

• Attend a regular meeting that

needs some help? Volunteer to meet with the facilitator to discuss ways you can help

Engagement as a Participant: Practice What You Preach

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

• Include dedicated time on the agenda to review action items
• Afterwards: circulate a re-cap of action items in writing

Evaluate Who, Do, When

• Plus/Delta
• Regularly revisit the need for recurring meetings

Encore: Strategies for Meeting Alternatives

Same Time, Same Place Meeting Same Time, Different Place Virtual Meeting Different Time, Same Place Bulletin Boards Mailboxes Different Time, Different Place Email

Poll What are other meeting alternatives you use in your

• rganization?

What About Your Meeting?

Mega-rich Resources

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”

AHRQ PCMH Resources http://pcmh.ahrq.gov/sites/default/files/attachments/pcpf- module-22-meetings.pdf

Quick Read Resources

University of Oregon – Holden Leadership Center Tips for Walking Meetings 7 Dangerous Meeting Personalities and How to Keep Them on Track

Books for Facilitators

Thank you! Please take the post-webinar survey (it’s our plus delta)

Other Resources