1. 1 Interprofessional Health Care Team Meetings OBJECTIVES: Identify key principles and characteristics of effective interprofessional team meetings Identify strategies for addressing dysfunctional teamwork behaviours and improving interprofessional team meetings

2. 2 Importance of Team Meetings Why are team meetings so important ? What have been your positive or negative experiences in team meetings? What strategies have you used in addressing dysfunctional team behaviour?

3. 3 Interprofessional Team Meetings: Roles and Responsibilities Team leader –Schedules and conducts meeting –Prepares, distributes agenda; ensures it is adhered to and identifies amount of time required for each item –Clarifies purpose of team and helps identify goals –Encourages participation –Identifies themes in discussion –Clarifies and restates when appropriate –Ensures that closure is reached on each agenda item –Encourages integration of new members

4. 4 Interprofessional Team Meetings: Roles and Responsibilities (Cont’d) Recorder –Documents the work of the group (summaries of decisions, action items and deadlines) –Maintains focus and direction –Clarifies the group's progress by summarizing and seeking clarification or detail –Produces written summaries (minutes)

5. 5 Interprofessional Team Meetings: Roles and Responsibilities (Cont’d) Timekeeper –Informs the group of start and end times for each agenda item –Indicates when the group is going over the allotted time for each item –Reminds team of issues still on the agenda and the time remaining to deal with them

6. 6 Key elements of a structured meeting are: Agenda (what do we expect to accomplish?) Estimated timeline for completing agenda Establishment of roles at meeting –Leader (calls meeting to order, has agenda, sets expectations) –Timekeeper (keeps group on task) –Recorder (records agreed upon changes to the care plan and responsibility for actionable items ) Summary of agreements (Recorder reports on agreements) Evaluation/reflection on team process/outcome ( an opportunity to address problems arising in the meeting before it gets addressed in less constructive way) Principles of Effective Team Meetings

7. 7 Step 1Clarify Objectives »All understand and are in agreement with objectives Step 2Review Roles »Who is recorder, leader, timekeeper Step 3Review Agenda »Clarify and make any additions to / deletions from agenda Step 4Work Through Agenda Items »Timekeeper ensures team stays on target for each item Step 5Review Meeting Record »Have recorder summarize meeting notes Step 6Plan Next Steps and Next Agenda »Recorder notes responsibilities for actions and asks for items for next meeting Step 7Evaluate Meeting »What is working well – what needs to done differently ? The Seven-Step Meeting Process

8. 8 Participation Did each team member adequately participate in the discussion, contribute to the problem? to the care plan? Did members express themselves clearly? Did members follow-up/ask for clarification on vague comments or positions by others? Did the team process business in a way that allowed each member to contribute his or her viewpoint/role? Was there leadership to create the necessary structure and organization for the team to complete its business? Was there adequate leadership to allow for the emergence of new ideas and ways of working together that will improve patient care? Evaluating Team Process

9. 9 Conflict Was there conflict? If not, should there have been? If yes, why didn’t it occur? When there was conflict or disagreement –Did some members dominate? –Did some withdraw not voicing their position? –Was the team able to reach an agreement? –Did the team move too quickly to reach agreement?

10. 10 Styles of Dealing With Conflict Withdrawal/avoidance –Pretend issue is not there. This approach usually increases the conflict over time. Accommodation –Give in to others, sometimes compromising yourself. This approach usually increases the conflict over time and causes conflicts within yourself. Competition –Work to get your own way rather than clarifying and addressing the issue. Competitors love accommodators. Compromise –Mutual give and take. Helps participants move beyond the issue. Collaboration –Focus on working together to meet mutual needs as much as possible. Creates commitment.

11. 11 Exercise: Interprofessional Health Care Team Meetings We will view a video of a team meeting with some effective and ineffective behaviours and processes Record your observations on the worksheet

12. 12 Exercise (Cont’d) Discuss –Team dynamics What rating did you give this team? What specific effective and ineffective behaviours did you see? What are three different ways you would have responded to the ineffective behaviours? –Team effectiveness Rating of how valuable the team meeting was in establishing or changing the care plan and 3 reasons why you gave the rating you did?

13. 13 Acknowledgements Curriculum materials were developed through the Building a Better Tomorrow Initiative, an Atlantic Provincial Primary Health Care Initiative. Video scenarios were produced by the Centre for Collaborative Health Professional Education, Memorial University of Newfoundland.