Team Huddles, One to Ones and Breakfast Briefs

In our practice, we are seeing the benefits of team huddles, one2ones, breakfast briefs or whatever we decide to call them. However, I believe it’s massively important to not lose track of the monthly team meeting and ensure that we get the maximum benefit from our time together.

Having a clear format for these meetings is crucial; no surprises, no change in delivery, people like to know what to expect and know how they can contribute effectively during them.

Having some practice rules during a meeting can be like looking at how we deliver our patient journeys, a start, a middle and an end…. simple right?! We need to:

• Schedule regular meetings in diaries in advance

• Provide everyone with an agenda in advance

• Briefly describe the agenda points

• Never assume people know what you’re talking about. Take time to go over the issues and explain why you are discussing them.

• Always keep an eye on the time and move items on if necessary. If a point is taking longer than you assumed, then you may want to revisit it separately.

• Stick to the agenda item under discussion. If people try to raise other issues, or go off-topic, acknowledge them, but don’t get drawn in, e.g. “That’s an important point which we can come back to later…”

• Stop private conversations and asides as soon as they start, also pay attention to tuts, eye-rolling and other disruptive attitudes.
When discussing changes to work systems or problems arising, try to conclude with a solution. Ensure that you give detail on why you are making changes, so that they understand the implications of them not following guidance.
• Listen to other people.

• Make sure all viewpoints get heard – including those you disagree with.

Be assertive but fair

• Having a set structure is a great way to try and make sure that not all items on your agenda are full of doom, gloom and extra work. Include positive and negative feedback from patients. Give the team some statistics of how well they did last month and any team merits, new achievements or special praises will help round the meeting off to be a productive, positive feature.

• Ensuring everyone feels confident enough to have a voice is so important and whoever is chairing the meeting must sometimes act like referee……restraining those who talk too much (physically is not recommended!) and encouraging those who are quiet, nervous, or new to meetings.

Concluding the meeting
• Try to briefly recap on action points. Asking people individually if they have anything to add can be useful and sometimes raises more good points.
• If time is an issue, give all the team a form to fill out at the end to be handed back with any further thoughts.
• When writing up the minutes, allow there to be an opportunity for flexibility and ensure that everyone that needs to action any point has a time frame in which to do so.
• Place this meeting on the next meeting agenda to discuss briefly.