Continuous Quality Improvement Initiative

Effective Team Meetings

The key to effective team meetings is planning.   The Team Leader and Team Facilitator should meet briefly prior to each team meeting to:

o    Set meeting objectives and the agenda

o    Identify the methods and tools needed by the group to facilitate idea generation, problem solving, and decision-making

o    Assign responsibility and time allotments for each part of the agenda

o    Distribute the agenda

o    Schedule and set up the meeting area

Purposes for meetings might include: 

o    Gather input and ideas

o    Increase collaboration among team members

o    Make decisions

o    Share information

o    Resolve a problem or barrier

Having regularly scheduled meetings is an unrealistic ideal for busy radiology practices.  The most important thing to remember when the team meets is that everyone’s time should be spent productively so that goals of the project can be met.

Additional tips for effective meetings –

o    In addition to team members, invite key people to the meeting who can either advise the team or provide information on the process.       These people may not be at every meeting.

o    Prior to each meeting, create and distribute an agenda and notes from the previous meeting

o    Work efficiently through the agenda; avoid deviation from the topic at hand.  If an important discussion point comes up that is off the topic, put it in a ‘parking lot’ for follow-up later during the meeting or at the next meeting.

o    Encourage participation from all team members

o    End the meeting on time

o    Do not hold a meeting when:

     - Preparations cannot be done, or are incomplete

     - People who need to attend cannot be there

     - Anger or hostility between parties will not allow for focused discussions.

Sample agenda for a first team meeting:  

Continuous Quality Improvement Team Meeting

       Place

   Date & Time

I.          Introduction of team members

                        Clarify each member’s role within the department/organization,
                        and his or her role within the process being improved.  The team
                        leader and facilitator should also explain their roles.  Introductions should
                        be done at any subsequent meeting if new members or guests
                        are present.  Select a team recorder and meeting timer.  This can either be
                        a permanent assignment or the tasks can be rotated among the
                        team members.

II.         Develop team guidelines (ground rules)*

III.        Select and clarify the problem-solving approach to be used by

                        the team.

IV.        Recap the present meetings discussion

                        Confirm who will be following up on which activities as well as
                        the expected due date.  Identify what additional resources will be
                        required and how and when they will be obtained.

V.        Establish the data and time for the next meeting.

*  SAMPLE TEAM MEETING GROUND RULES
     § Meetings will Start and End on Time
     § Team Members will Arrive on Time
     § Everyone Participates
     § Actions will be Followed through on
     § Meetings will not be Interrupted
     § Team Members will show speakers respect by active listening
     § Team Members will not conduct other work or conversations during Team Meetings
        – Cell phones and Pagers will be turned off (or on vibrate)
     § Team Members will show a willingness to reach consensus on decisions
     § Different Opinions are Welcome; Be Constructive
     § Disagree in private; Unite in Public
     § Problems will be discussed, analyzed or attacked; not people
     § Silence will equal agreement
     § There are no right or wrong answers