Think regular office meetings are a waste of time for your staff? Think again! Regular meetings with members of your medical practice are very important, and can greatly improve how efficiently your staff works. Think regular office meetings are a waste of time for your staff? Think again! Regular meetings with members of your medical practice are very important, and can greatly improve how efficiently your staff works.
Benefits of Holding Meetings
There are many benefits of holding meetings with your staff regularly:
• Keep everyone in the loop: Make sure no employee is left in the dark about certain issues. People tend not to read emails too carefully and you may not interact with each employee every day, so a meeting is a great way to keep everyone informed.
• Problem solve: Meetings are a great time to problem solve. With more brains thinking of solutions to a problem, you are bound to have at least one great idea.
• Be a leader: Show your staff your leadership skills at these meetings. Instill confidence in them about your skills, and show them you can lead them.
• Performance feedback: Nip issues in the bud with these staff meetings. Do not call out or single out individuals for poor performance, instead highlight office-wide problems and inspire your staff to make it right (save one-one meetings for individual problems).
• Achieve goals: These staff meetings can also help hold your team accountable, encouraging them to stick to their goals and timelines to complete projects. They can also be a great time for employees to bring up any obstacles they are facing when trying to complete goals so that you and the team can brainstorm solutions.
• Bond and celebrate: Another great benefit is to provide opportunities for employees to bond and celebrate through these meetings. Celebrate birthdays, work anniversaries and other milestones. You can even start of the meeting with coffee and snacks so employees can mingle for a bit.
Set Yourself Up for Success
Some medical practices have too few office meetings; others have way too many. It’s up to you to find the sweet spot for your unique needs. Try having them once every 2 weeks at first, and judge if you need them more or less often. Make sure they are at the same time and place every week as well so your employees can easily get into this new routine.
Also make sure that your meetings have adequate preparation by the meeting’s leaders, an agenda with action items and a follow-up procedure. Your meetings should have a clear structure, and include things like improvement items for staff to consider, developing solutions to meet the needs of patients, remedies for slowdowns and even a few fun items, like birthday shoutouts.
Learn from Past Mistakes
When planning your office meetings, learn from past mistakes you or your staff may have made at previous meetings. If your past meetings have failed miserably, look into possible reasons why. Sometimes, meetings fail when leaders did not prepare enough or they did not present their agenda items very well. Other times employees complain that the information they got could have just been sent in an email. Learn from past mistakes so that you can make sure your employees can get the most out of these meetings. Make sure to plan in advance so that your meetings run on time and provides employees relevant and useful information.
A huge complaint in many medical practices is a lack of communication around the office, so make sure to include time for announcements in your meetings.
Boulevard LA specializes in custom, state-of-the-art medical and dental office space in Downtown Los Angeles. We have worked with clients like Quest Diagnostics, USC Fertility and Perinatal and nonprofit community clinics. Because we understand that every practice is unique, we can provide a custom space for your office.