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    5 tips to effective, efficient staff meetings


    Meeting structure and preparation

    Record says that before a staff meeting you should consider:

    • Setting an agenda

    • Setting time limits

    • Advise attendees on what to bring

    • Set meeting time and place that is conducive

    • Avoid late-day meetings

    • Always summarize meetings

    Related: Getting your staff off to a great start

    “Holding a meeting for the whole office when it’s a topic that may pertain to a select few causes the staff to think their time is being wasted,” says Record. “It also sends the message that boss may not have the backbone to address only select few staff members who may be in violation.”

    Record says to choose one of three templates for your staff meetings:

    • Traditional: Introduction, tell the staff what information you are going to tell them, tell the staff that information, tell the staff what information you told them, ending

    • Question and answer (Q&A): Introduction, questions, answers, ending

    • Alcoholic Anonymous (AA): Introduction, AA, ending

    He also says that you must anticipate problems before the meeting, such as someone wanting to go against the meeting’s agenda.

    “Before the meeting you want to have the agenda set and a pre-call to establish expectations,” says Record. “Give the staff what they want such as, credibility, relevance, and substance.”

    Related: 4 steps to adjust staff salaries

    Keeping meeting attendees engaged

    Record says, to keep meeting attendees focused you should:

    • Start meetings with a bang, not a whimper

    • Tell a story, patient experience, or an employee kudos that is related to your practice

    • Form personal connections

    • Follow a specific outline

    • Manage Q&A like a pro

    -       Anticipate

    -       Prepare

    -       Rehearse

    -       Listen

    -       Repeat

    -       Involve

    “If questions are too complex to answer at the time, use the Keep it Simple, Stupid (KISS) method,” says Record. “It’s also OK to defer the question to later or admit it is too hard to answer. You can always ask the audience—but never bluff.”

    Giovanni Castelli
    Giovanni Castelli is the content specialist for Optometry Times. He is a 2014 graduate of Cleveland State University with a degree in ...


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