The Art Science of Meetings Angela Prestia RN

The Art & Science of Meetings Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Are Meetings Extinct? Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Meeting Extinction? • Technologically enhanced communication may lead our society to think that meetings may be on the endangered species list due to: - E-mail - Face Time - Texting - Telephone • To Preserve Work/Life Balance • Generations X and Y may not see a need to come in on a day off to meet, or to meet even when at work. Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time • Is it important to engage face-to-face with individual(s) - Why? - Why not? Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time Are meetings a waste of time? • They can be. • So how do you as a leader prevent this from happening? • We need to focus on the: Who, What, Where, When and Why of meetings Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time The Who – Key Players • The Who – It is critical to have the right people at the meeting. - Are they invested in solving the problem? - Will they benefit from finding a solution? - Will it affect them positively or negatively? - Are they resourceful in general? Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time The What - Accomplishment • The WHAT IS THE MOST IMPORTANT. - What do we need to discuss? - What is the focus of the meeting? • As the leader, you need to have a razor sharp focus regarding what it is you want to accomplish. • Meetings can get derailed easily. Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time The Where – Home Court Advantage • The Where – It is always important to be strategic on the location of the meeting. • What is the message you want to convey? - Power - Collegiality - Care/Concern - Educational - Olive Branch - Impress • How might the location change in the above scenarios? Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time The When – Timing is Everything • The When – It is important to select a time that is mutually beneficial for the team you have assembled. • If there is a key player that is a must for attendance, you’ll have to work around his/her schedule. • Breakfast/Lunch → Food always appeals to people at meetings, even if it is cookies and drinks. • Be sensitive to other peoples needs, not just your own. • Offer conference calling for those who want to attend, but physically can not. Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time The Why – Motivation • The Why – It is important to understand why you want to accomplish the objective at hand. - Short term goal - Long term goal - Informational - Educational - Brainstorming/Participative - Next step (your stuck) Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time Seating Arrangements • Keep your friends close, but your enemies closer. • Strategically set you adversary by your side. You do not want them to be across the table from you. • Why might that be? Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time Knights of the Round Table • King Arthur was onto something - Send the message that everyone’s opinion is equal in importance and valued. Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time The How of Meeting Facilitation • • • The How Leader Sign in sheet Agenda Packets/handouts – begin and end time Discussion: a) consensus b) agree to disagree c) table if further information is needed d) time limited Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time Meeting Ground Rules • • • Leader has to assure the rules are followed Brainstorming – no idea is a bad idea Interrupting – (not acceptable) Chain of Command Rule Leader as a referee Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center

Face-Time Minutes Format Item Discussion Conclusion/ Recommendation Responsibility Target Date • Assure minutes are completed and distributed in a timely fashion Questions? Angela Prestia RN MSN NE-BC CNO/Good Samaritan Medical Center