Effective Meeting Management in Dental Practices Report

This report focuses on meeting management within dental practices. It begins by defining meetings and highlighting their importance for effective organizational functioning, particularly for middle managers. The report details various meeting types, distinguishing between formal (decision-making, informational) and informal (morning huddle, brainstorming) meetings, and explains their necessity. The primary focus is on CQC regulations meetings, outlining their purpose, objectives (ensuring patient safety and quality care), and the resources required (human, physical, and financial). The report justifies the inclusion of specific personnel (managers, dentists, nurses, receptionists) in these meetings, emphasizing the importance of pre-meeting communication and information dissemination. It then evaluates the author's leadership abilities, identifies areas for improvement, and proposes a personal development plan. Finally, it addresses the importance of monitoring action item progress and evaluating the impact of meeting outcomes on the organization, concluding with a reference list and appendices.

MANAGING
MEETINGS

TABLE OF CONTENTS
INTRODUCITON...........................................................................................................................3
TASK...............................................................................................................................................3
Describing different types of meeting in the organization...........................................................3
Explaining the necessity of different types of meeting................................................................4
Defining the purpose and objectives of a meeting.......................................................................5
Identification of the resources required to support and manage the meeting..............................5
Explaining the reasoning about the people invited for the meeting.............................................6
Justification of the information that are provided to the attendees of the meeting in advance....6
Evaluating own ability while leading a meeting..........................................................................7
Identifying the area of weakness in own performance while managing meetings......................8
Creating a personal development plan.........................................................................................8
Monitoring the progress of actions agreed by the meeting attendees........................................11
Managing any personal actions from meeting to deadlines.......................................................12
Evaluating the impact on the organization of all the action agreed at the meeting...................12
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14
APPENDIX....................................................................................................................................16
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INTRODUCITON
Meeting is basically a get together of two or more people discuss on one or more topics
usually in a formal setting. According to Whalin and et.al., (2012) meeting refers to as an act or
process of coming together as an assembly or for a common purpose. It is important for the
organization to manage the meetings so as to carry out the working in an effective manner.
Furthermore, meetings should also be managed in order to take proper decisions for the business
and to communicate the taken decisions to all the employees of the firm. This report is mainly
focused on the management of meetings by the middle manager in Dental practices. Further, the
report discuss the types of meetings and their suitability in the organization. However, major
emphasize has been made on the CQC regulations meeting. In this meeting, the management will
discuss the regulations defined by Control Quality Commission which has to be taken care by
every employee of dental practice in order to avoid any regulatory action. Moreover, the
description has been made on the effective preparation for the meeting and development of own
performance for managing meetings. In addition to this, follow up and effective action required
to take for the meetings have been discussed.
TASK
Describing different types of meeting in the organization
Meetings are called for numerous purposes and this has led to the formation of different
kind of meetings. There are basically two types of meeting that are formal and informal
meetings. Under these two types several meetings have been included. The meetings have been
described as follows: Formal Meeting: It is the formal gathering for discussing the task related and work
related agendas. Furthermore, it is called in a formal manner and members are required to
behave in a formal way. Along with that, the duration of such meeting is very short and
in a quick manner the aged get discussed (Wall, Hillier and Shrimpton, 2010). Some of
the formal meetings which are held in Dental practice are Decision Making Meetings,
informational meeting, motivational meeting, problem solving meeting, innovation
meetings and many more. These kind of meetings are held in the firm in order to share
the information and take decisions accordingly. Furthermore, these are also held for
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building teams and motivating the employees in order to carry out the working in an
effective manner. These meetings are held in order to accomplish the working of dental
practice in an effective manner. Furthermore, the formal meetings are led by the manager
of the dental practice as the person know how to carry out the task in an effective manner
(Schirling, 2011). Moreover, informational and problem solving meetings are held at the
regular interval in order to communicate with the employees of dental practice in an
effective manner. Furthermore, to solve the problems, it is important for the organization
to carry out the meeting so that small issues can be resolved on the hand. Along with that,
motivational and informational meetings are conducted quarterly, half yearly or regularly.
Along with that, all these meetings are attended by the manager, practitioner, doctors and
nursing staff. Informal Meeting: The departmental meeting is considered as informal meeting which is
done in order to discuss the daily operational task. Several types of informal types are
Morning Huddle Meeting, Brain storming, team building meetings, etc. Furthermore, the
informal meeting includes morning huddle meeting, brain storming, team building
meetings, etc. These meetings are mainly led by the team leaders and any person can
initiate for this meeting (Solomon and Soltes, 2015). Furthermore, they are conducted on
a continuous interval. Furthermore, the meetings are attended by the team of dentist,
nursing staff team or the multidisciplinary team.
Explaining the necessity of different types of meeting
It is very necessary for the Dental practice to conduct the above stated types of meetings.
It is because each kind of meeting carry different purpose and to fulfil those purpose meetings
are mainly carried out. If the company carries out decision making meetings then it will help the
dental practice to take better decision about every aspect (Sperstad and Cecil, 2011). For
instance, the manager of dental practice wants to change the structure of the organization where
decentralization will be done and all the dentist could be easily take the decisions during the
treatment of patients. Further, there will be heavy involvement of employees and this will
motivate them to do work in a most effective manner. Moreover, the team building and
motivational meetings are important because this will boost the morale of the care workers and
practitioners. This will also assist the managers in carrying out the task in an effective manner
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(Seferian, Hanson and Leerentveld, 2011). Along with that, the team meetings helps in taking
follow up of the action plan which have been implemented in the organization and this way
conflicts will also get resolved. For example, when the company wants to motivate the staff for
the adoption of safe and quality dental practice by the dental staff so that firm can remain adhere
towards the regulations defined by the CQC.
Along with these, these types of meetings help in keeping the organization on track and also act
as a powerful weapon for the business.
Defining the purpose and objectives of a meeting
The main meeting held in dental practice is for the CQC regulations. The sole purpose of
this meeting is to communicate the staff about the safety regulations and quality stnadrads which
is required to be followed by the service providers. Along with that, organization examine that
CQC regulations comply with the organizational policies with the defined regulations (Seferian,
Hanson and Leerentveld, 2011). Further, it examine that dental practice provides treatment
according to the set standards and quality of service is maintained as per the standard defined by
the CQC regulations. Moreover, the patients get the treatment in safe manner so that any harm or
error does not get occur while carrying out such services.
Furthermore, the objective behind this meeting is to reduce the incidents of medical
errors so that safe and quality care can be provided to the patients. This meeting will be
conducted with the purpose of discussing and implementing the service quality standards of
dental practice that have been established by the Care Quality Commission. The meeting should
be held once in a month so that its purpose can be fulfilled (Whalin and et.al., 2012). Moreover,
the manager must look that every employee of the organization is following the safe practice and
quality standard while carrying out their practice and thus the middle manager can encourage the
team members to participate in this meeting.
Identification of the resources required to support and manage the meeting
In order to provide support and manage the CQC regulations meeting, the manager
require several resources for that. Some of the resources have been described as follows: Human Resources: Human resource is the main resource which is required in the
meeting in a form of attendees. They are such as managers, dentist, practitioner and
nursing staff for organizing and attending the meeting. Furthermore, these resources are
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required for communicating these standards set by the CQC regulations so that they can
carry out their working in accordance with the quality standards of CQC. Physical Resources: Moreover, the company require resources such as computer
system, DBMS, stationery tools such as notepad and pens for the team members. These
are required in order to note down the every aspect of CQC regulations. Furthermore,
the
 Financial Resources: These resources will be required for the fund for hiring
equipments used in the meeting and finance for electricity and snacks for the people
attending meeting.
Explaining the reasoning about the people invited for the meeting
In dental practice, CQC regulation meeting is to be organized once in a month. This
meeting is called in order to identify that working is carried out in a dental practice by obeying
the safety and quality regulations given by CQC. Furthermore, this meeting is to be conducted
for reducing the incidents of medical errors so that safe and quality care can be provided to the
patients as per the CQC regulations. In this meeting, dentist, practitioners, nursing staff,
receptionist and managers will be invited (Solomon and Soltes, 2015). There are valid reasons
behind the invitation to these people. It is the manager who manages the various aspects of
dental practice. He is capable of communicating the steps that can be taken for reducing medical
errors. Moreover, the overall management responsibility rests in his hands. Therefore, manager
will be called for the meeting. Manager will provide i0nformation regarding the regulations
defined by the Care Quality Commission. Furthermore, there are several changes which is
required to be made in the working of the employees so that organization can comply with the
safety regulations defined by the CQC in order to provide quality service to the service users
(Blagodurov and et.al., 2013). Along with that, manager advices the receptionist and nursing
staff to handle the service users in an effective manner so that regulatory standards can be
followed (Pabla, Pouyoul and Cheng, 2010). Furthermore, dentist is invited in the meeting
because they are the main attendees as they are going to treat the patients. Thus, it becomes
necessary to communicate the CQC regulations to them. Through this, dentist can identify the
medical errors and they will take care of them while treating the patients.
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Along with that, nursing staff is also invited in the meeting. The main reason behind
invitation to the nursing staff is that they are the one who are going to assist the dentist and they
must know all the CQC regulations related to safe and quality care so they can provide safe
services to the service users. In addition to this, receptionist have been invited to the meeting
which is based on the CQC regulations. The reason being is that receptionist can note down all
the points to be followed according to CQC regulations and then they can make the charts which
can be tagged on the notice board. Therefore, these people have been invited to the CQC
regulations meetings.
Justification of the information that are provided to the attendees of the meeting in advance
Before conducting the meeting, it is important to communicate the reason behind this
meeting so that attendees can attend it without fail. For this aspect, manager will mail to all the
attendees that are dentist, nursing staff, receptionist, etc. This way, all the attendees can be
present in the meeting on a given time. Furthermore, in a mail, manager will mention the reason
for the meeting that is meeting will be held for discussing the CQC regulations. Moreover, the
time and place for the meeting will also be mentioned within the mail. This way, all the attendees
will get the information related to the meeting. This mail will be done in the morning itself.
Furthermore, this is justified on the ground that information provided to the attendees of
the meeting is advance is appropriate. Moreover, by doing mail in the morning will help the
attendees to manage their whole day work in an effective manner. Furthermore, if mail is done to
communicate about the meeting then it is justified because in a mail, manager will mention all
the information related to the meeting that is purpose of the meeting, date, time and place of the
meeting so that attendees do not get confuse and they reach the decided place on time and along
with that all the attendees can attend the meeting without fail (Wall, Hillier and Shrimpton,
2010).
Evaluating own ability while leading a meeting
Questions Results
Response Number of respondents
1. Was the purpose of the
meeting explained or not?
 Yes
 No
3
2
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2. Was the written agenda for
the meeting prepared or not?
 Yes
 No
4
1
3. Was the meeting on CQC
regulation initiated
enthusiastically?
 Yes
 No
2
3
4. Were all the action items
were assigned to the
participants?
 Yes
 No
3
2
5. Were sufficient time given
to the members for solving
their queries at the end of the
meeting?
 Yes
 No
1
4
6. Did i manage the time
appropriately in the meeting?
 Yes
 No
2
3
7. Are you satisfied with my
current management styles at
workplace?
 Yes
 No
4
1
8. In which of the following
areas do I need to improve the
most? please mark your
response.
 Presentation skills
 Self Confidence
 Conflict Handling Skill
 Motivational Skills
1
1
2
1
As a middle manager at dental practice, it is my duty to manage the meetings for several
aspects. While managing the meeting sometimes I also get an opportunity to lead the meetings at
this dental practice. One of the most important meeting that is CQC regulations meeting lead by
me where I am required to discuss the set standards for the safe care and quality care for carrying
out the practice in accordance with. In this, I communicate the actions on the reduction of
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medical errors and also the provisions of quality measures. After conducting this meeting,
evaluation of my own ability has been done. For this aspect, I took the feedback using the
feedback form of the people who attended the meeting [Refer Appendix 1]. From that survey
form, it has been analyzed that I am effective in delivering the purpose of the meeting. Because I
clearly explained the reason for which meeting is held and in that I also mentioned all the laws
which are related with the safe care in dentistry and quality service in the same field.
Furthermore, all the people who were present there clearly understood the purpose of the
meeting. Secondly, I have duly prepared the agenda for the meeting because I note the points
which is to be communicated to the employees of dental practice and also I called the meeting on
time by managing my another work. Furthermore, the action items were properly assigned to the
participants by allotting the duty to the employees for making report of the same. Along with
that, by doing this survey, it was identified that I am practising effective management style.
These are the outcome of the survey form which have been filled by the attendees of the meeting.
Identifying the area of weakness in own performance while managing meetings
By taking the survey feedback from the attendees of the CQC meeting, there are several
areas of weaknesses which have been identified by me. From the survey form, people gave the
feedback that I do not take the meeting in an enthusiastic manner because the meeting were quite
boredom. This requires that, meeting should be made enthusiastic so that employees attend it
with the harm. This means that I lack in the presentation skills I cannot present well in front of
others. Furthermore, I was unable to motivate the employees for the adoption of these regulations
in their working in order to provide safe care and quality care services. Moreover, it was also
identified that I do not provide sufficient time to discuss and resolve the queries of the member
present in the meeting. This suggested that I also lack the conflict handling skills. It is required
by me to work upon these weaknesses in order to carry out effective management practices in the
dental practices.
Creating a personal development plan
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Development
Needs
Actions Success Criteria Application Deadline
Motivational
Skills
 To study
the
motivatio
nal
theories.
 Applicatio
n of
theory in
real
working.
 Solving
case
studies
based on
motivatio
nal skills.
I would be able to
motivate the
employees by talking
during a meeting.
To motivate the
employees during
the critical
situation such as
to comply with
the CQC standard
even if the
employees resist
them.
1st June 2016 -
21st June 2016
Self
Confidence
Skill
 Reading
blogs on
the
internet
about
raising the
self
confidenc
e
(Welbury,
Duggal
I would be able to
command the duties
without doubting
myself.
To develop the
personality of
mine as a middle
manager and can
enhance my
career for the
higher position.
1st June 2016 - 7th
July 2016
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and
Hosey,
2012).
 Building
an ability
to
believing
oneself.
 To attend
the online
personalit
y
developm
ent
session in
order to
build the
self
confidenc
e among
themselve
s. In this,
all the
aspect for
building
self
confidenc
e have
been
discussed
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which will
help me
raising the
self
confidenc
e.
Conflict
Handling Skill
 Solving
mini
issues at
workplace
and home
so as to
develop
this skill.
 Reading
and
solving
case
studies on
these
skills.
 Reading
the
internet
blogs on
conflict
situation
and how
to handle
I would be able to
solve bigger issues
without involving
third party in an
organization.
While becoming a
senior manager I
can solve the
grievances of the
employees.
1st June 2016 - 1st
August 2016
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