Management and Leadership in Dentistry: Meeting and Action Report

This report provides a comprehensive analysis of leadership and management principles within the context of Platinum Dental Care, a dental care organization. The report begins by defining management and leadership and then explores the different types of meetings conducted within the organization, including decision-making, team-building, and problem-solving meetings, along with the necessity of each. It delves into the purpose, objectives, and required resources for meetings, as well as the rationale behind inviting specific attendees and the information provided in advance. Furthermore, the report evaluates the author's ability to chair/lead a meeting, identifies areas for improvement, and develops a personal development plan. Finally, it examines the processes for monitoring meeting actions and evaluating their impact on the organization, concluding with an overall assessment of the leadership and management practices discussed. The report highlights the importance of effective communication, resource management, and strategic decision-making in achieving organizational goals within the dental care setting.

Management
and
Leadership in
Dentistry

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Different types of meetings in the organization...............................................................3
1.2 Explain why it is necessary to have different types of meeting.......................................4
TASK 2............................................................................................................................................4
2.1 Purpose and objectives of a meeting................................................................................4
2.2 Identify the resources required to support and manage the meeting................................5
2.3 The reason behind who is to be invited to the meeting....................................................6
2.4 Justification of the information that attendees will be provided with in advance of the
meeting...................................................................................................................................6
TASK 3 ...........................................................................................................................................7
3.1 Evaluation of own ability to chair/lead a meeting............................................................7
3.2 Identify areas of weakness in own performance when managing meetings....................8
3.3 Development of personal development plan to improve own performance when managing
meetings..................................................................................................................................8
TASK 4 ...........................................................................................................................................9
4.1 Monitor the progress of actions agreed by relevant meeting attendees............................9
4.2 Manage any personal actions from the meetings to deadlines.........................................9
4.3 Evaluation of the impact on the organization of all the actions agreed at the meeting..10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
.......................................................................................................................................................11

INTRODUCTION
Management refers to multiple activities that helps an organization in managing business
and people by utilizing available resources to achieve goals and objectives (Stray, Sjøberg, and
Dybå, 2016). Whereas, leadership is the ability of a company's management to set and
accomplish challenging goals by making decisions in order to outperform the rivals and to
motivate employees to perform well. The organization chosen in this report is Platinum Dental
Care Dentistry having its headquarters at London, United Kingdom. Further, the report covers
types of meetings, purpose and objective, resources required for the meeting, explanation of the
attendees and information necessary to be provided in advance. Along with this, evaluation of
ability to chair a meeting, identification in areas of weaknesses and creating of personal
development plan. Furthermore, reviewing of progress in meeting and evaluation of impact of
organization (World Health Organization, 2016).
TASK 1
1.1 Different types of meetings in the organization
Meeting is a gathering of number of people to discuss agenda and transaction of lawful
business. The types of meetings that are conducted in Platinum Dental Care dentistry are as
follows:
 Decision making meetings: It is a meeting which is held in a formal way to take votes
or to agree on major or key decisions along with a commitment to implement the
decisions so taken. These meetings are attended by top management of Platinum Dental
Care dentistry as they have authority for making significant decisions. These are held
when some important decisions have to be made. The agenda for this meeting must be
sent at least three days to one week before the date fixed for meeting. A meeting may be
concluded without a decision. Platinum Dental Care takes suggestions of its staff to
shortlist the best idea which can be included in final decision. Further, how these will be
implemented is always decided in the meetings only. This makes Platinum work in an
efficient manner without any hindrance.
 Team building meeting: These meetings are held to make types of activities directed
towards developing strong social relations and to define roles within teams to be
performed in a collective manner (Wiltshire, Butner and Fiore, 2018). All the Platinum

Dental Care' team members along with team leader attend such meetings. Such meetings
are conducted on a monthly basis to set daily targets that should be accomplished within
the powers and roles as provided by Platinum Dental Care. These are best to hold with
an objective to foster collaboration among team members so that individual efforts can
be aligned with common goal. These are very useful meetings which should be held
more frequently. Also, to encourage the members to participate actively in their work for
desired results.
 Problem solving meetings: These meetings are held as and when problem arise in the
environment. It is highly formal meeting in which techniques and solutions are
developed. These are attended by the staff concerned and top management together with
HR and patient of Platinum Dental Care dentistry. Platinum Dental Care hold such kind
of meetings to resolve conflicts through negotiation. Such meetings often end with a new
strategy which can be implemented to prevent hindrance in current work.
1.2 Explain why it is necessary to have different types of meeting
 Decision making meetings: Platinum Dental Care dentistry has to make decisions
regarding changes in policies, finding ways to resolve conflicts, to improve system etc.
on a regular basis. Also, innovation and technologies are two prime needs of Platinum
Dental Care. The demand for advance solution is ever increasing and to meet them
constant supply and development of new machineries and technologies are needed.
Agendas regarding such decisions are made which are then discussed and put for votes so
as to pass the resolution. The goal of such meeting is to get maximum by allocating
resources and to remain effective and efficient (Glasdam, Oeye and Thrysoee, 2015).
Platinum Dental Care conduct decision making meeting to make strategies in order to
become more competitive.
 Team building meetings: Platinum Dental Care hold such meetings quite frequently to
boost the confidence of groups and allot them new tasks to be completed within specified
time. The individuals are given roles and responsibilities together with motivation so that
good relations with outside world can be created. Such meetings help in motivating
employees to achieve their tasks in a collaborative manner. In order to remove
dysfunctional element which can possibly slow down performance of team Platinum
Dental Care hold such meetings.

 Problem solving meetings: Platinum Dental Care faces problems with its patients quite a
lot, hence, the resolution of such situations are done in these meetings. These are
important as they can affect the reputation of Platinum Dental Care which will further
decrease the trust of people in the organization. The major impact of it will affect the
financial position in a significant way. Hence, remedies to conclude problems not just
with patients, but other parties such as investors, supplies etc. are necessary. Thus, the
goal is to keep dentistry's environment peaceful and healthy. Platinum Dental Care is
growing which may face more problems possessed by its rivals which can make it suffer
from serious financial distress, thus, such issues are resolved through these meetings.
TASK 2
2.1 Purpose and objectives of a meeting
Platinum Dental Care hospital is a hospital for dental care that is considered by UK
citizens. It provides high quality services and wish to continue to remain at this position (Pillay
and et. al., 2016). However, there has been two situations which needs to be resolved by
conducting a meeting. Platinum Dental Care top management will be arranging a decision
making meeting hospital staff. There are two purposes which are as follows:
1. The matter of unfulfilled job vacancy of various posts which led to inefficiency in the
health case system.
2. There have been multiple cases in which patients have failed to get timely appointment in
Platinum Dental Care dentistry.
The objectives of a meeting are basically the outcomes of discussion that the
management intend to get. The objectives of the meeting are as follows:
 To reduce the impact of problems that Platinum Dental Care has been facing.
 To meet the standard or Target before 2 weeks.
 To make budgets for new strategy.
 To utilise idle resources for better results.
2.2 Identify the resources required to support and manage the meeting
Various resources are required to meet the needs of an effective meeting which will give
fruitful outcomes (Grassi and et. al., 2017). The resources that are required to support and
manage a meeting are as follows:

 Required budget should be allocated to conduct an effective meeting. Without sufficient
funds, no meting can be conducted.
 An approachable venue along with all the amenities such as wash-rooms, parking lot etc.
 Seating arrangements should be made in a proper way along with this refreshment should
be provided to all the members.
 If Platinum Dental Care permits the members to attend meetings through video
conferencing, then video projector and internet facility should be there.
 Handouts about the meeting, along with tip sheet to keep members informed.
 Copy of rules and order.
 White board for explaining the matter.
 Proper registers should be maintained in which all the records of present or absent along
with the time of arrival should be noted.
 Furthermore, a minutes of meeting will be maintain in which details of resolutions so
passed will be recorded together with decisions made.
2.3 The reason behind who is to be invited to the meeting
The members that will be presented at the meeting will comprise of chairman which is
me board of directors, HR manager, senior doctors and shareholders. The reason being, I will
decide whether the resolution is passed or not and in case of equal votes, I will use my casting
vote. Board of directors are the one who manage all the activities of Platinum Dental Care, they
have records about everything going on in the organization. Their votes will hold a huge value
along with their opinions which can be included to make a better decision. HR manager is under
a responsibility to explain the reason about failure in the fulfilment of job vacancy. The
employment of staff such as doctors, nurses and midwives are managed by HR department so
they have the best information to provide which will help in understanding the situation in a
better way. This will speed up the process to fulfil the vacancy that are vacant. Senior doctors
can help with making decision in a more defined way. The doctors can specify the need of
employees in the area where improvement is required. And lastly, shareholders' approval is
important for expanding business by opening new branches as they are the ultimate owners.
Shareholders are key people whose money is involved in the organization, hence, no decision
can be taken without their approval.

2.4 Justification of the information that attendees will be provided with in advance of the
meeting
Every member is important and should be given a notice to enable them to know about
the meeting. A copy of budget will be given with bifurcation of expenditure along with time
within which tasks will be completed. Furthermore, a draft of strategies will he there suggesting
ways to remove problems affecting the business of Platinum Dental Care. Also, a proposal about
a new plan will be given so that suggestions or ideas can be given. The notice will contain
information about the place of the meeting, date and time, agenda to be discussed, decisions and
other relevant matter. Together with this the draft of the structure of new branches should be
provided so that their opinions can be gathered in order to make then more efficient (Newcomer,
Hatry and Wholey eds., 2015). Along with this, the copy of contract with various recruitment
agencies should be provided to ascertain the reliability and validity of the contract. Along with
this, a proxy form will also be attached to all the members.
TASK 3
3.1 Evaluation of own ability to chair/lead a meeting
Meeting Evaluation Form
Poor OK Good Great Score
The meeting was well planned and organised
1. Members were notified in advance
of meeting. Poor ------- ------- ------- 3
2. The notice included main agendas
of business. ------- ------- Good ------- 8
3. The meeting room was set-up. ------- ------- Good ------- 7
The meeting was well organized
4. The meeting started on time. Poor ------- ------- ------- 2
5. The purposes for the meeting were
made clear. ------- OK ------- ------- 5
6. The chair summarised main points
of discussion. ------- OK ------- ------- 6

7. Plans for next meeting were announced. ------- ------- ------- Great 9
8. Good use was made of audio-visual aids. Poor ------- ------- ------- 3
9. Committee and individual assignments
were specific, complete and clear. Poor ------- ------- ------- 4
10. The meeting was adjourned with good
timing. ------ OK ------- ------- 5
The members were not notified with the time and some were in non receipt of the notice
this caused delay in the meeting. On the other hand, the meeting venue was fully furnished and
sufficient amenities were there but the audio visual tools and equipments were not up to the
mark. There were clear inclusion of agendas to discuss in the meeting. Along with this, there
were technical issues. Furthermore, the committee assigned tasks which were not clear as
required.
From the above evaluation, it can be said that, meeting was good and appreciated by team
members. However, there are certain points which needs improvement so that next meeting can
be conducted in an effective way which was appreciated by others.
3.2 Identify areas of weakness in own performance when managing meetings
A meeting requires a lot of efforts so that issues can be discussed in an effective way.
However, from the above evaluation, it has been found that there are some areas where
improvement is required. There were few people who did not receive the notice on time which
caused problem (Katzenbach and Smith, 2015). Moreover, the meeting was started late because
few people couldn't make on time due to non-receive of notice. Further, there were some
ambiguity in the purposes which made it difficult to reach on a conclusion. Furthermore, the
technical management should be improved so that all the equipments can be used without any
hurdle or technical issues. Along with this, the staff such as dentists and receptionists were
assigned tasks which were not clear as expected. Hence, created problem and multiplied the
efforts in making them clear to each individual.
3.3 Development of personal development plan to improve own performance when managing
meetings
Personal Development Plan

Development
Areas
Action Results Target date Monitoring and
review
Learn to prepare
and send notices
on time
Practice along
with
time management
Timely
proceeding of the
meeting without
any delay
Within 3-4 weeks
from the last
meeting
This will be
evaluated through
records
maintained at the
office
More focus on
purposes of the
meeting
Good written
skills with short
and precise notes
Accurate
decisions can be
taken within the
specified time and
there will be no
confusion
Within 2 weeks The feedback
from team
members
Learn to use
electronic audio-
visual tools
Advance learning Increased
involvement of
members who can
not attend the
meeting in person
Within 3 weeks Practical
application of
knowledge on the
tools and their
usage.
TASK 4
4.1 Monitor the progress of actions agreed by relevant meeting attendees
The meeting was successful and fruitful as all the agendas were discussed which gave the
roles and responsibilities on the members who have attended the meeting. The senior doctors
were assigned the tasks to formulate and implement the policies and resolve the conflicts arising
within Platinum Dental Care as well as with outside parties. Furthermore, new branches were
opened in some of the specified locations which was in the hands of the owner including the two
dentists. The time limit for this was 3 months, which was delayed by 15 days. Along with this,
one of the receptionist was managing the job vacancy taking place in the hospital for which calls
were made in order to convince the candidates to apply to vacant job. Each of the tasks were
analysed and evaluated through performance management system in which each the work

performed by each individual was assessed. Furthermore, to provide sufficient evidence, the
reports prepared were presented by each personnel along with proper documentation.
Furthermore, checklist were used in order to monitor how efficiently the work has been done
together with the budget expenditure (Solomon and Soltes, 2015).
4.2 Manage any personal actions from the meetings to deadlines
The actions that have been carried out personally such as providing notices within time so
prescribed, good arrangements of room in which meetings are to be conducted, proper and
complete attendance of all the attendees. Further, team meetings on fixed intervals etc. Along
with this, the advanced learning of using audio-visual tools, establishment of new branches in
order to easy accessibility of the services of dental care. Further, there are many more actions
that was fixed to be completed within the allotted time. These can be evaluated from the registers
so maintained by Platinum Dental Care. Due to time management, notices of all the meetings are
now received by the members within time. More informed decisions are taken by the attendees
which reduced the level of queries and encourage all of them to participate in the proceedings.
Furthermore, the operations of the new branches have been started and the management of each
such branch is being managed by team which monitor the activities of employees and patients so
that no disputes or conflicts arise.
4.3 Evaluation of the impact on the organization of all the actions agreed at the meeting
Platinum Dental Care is a small scale but growing hospital providing specialised services
for teeth and mouth related problems. The meetings that have been conducted so far produced
some fruitful results which were implemented in order to achieve the objectives. The members
passed the resolution for the establishment of new branches within 3 months so that more people
can avail the quality services. This was an important decision as it increased the sales along with
customer base which added into its goodwill. Furthermore, jobs were allotted to talented people
who have the skills and knowledge and can operate in critical situations. This eased the
deficiency of efficient staff who can manage the whole operation carefully. This was the second
bets decision which decreased the time taken by staff in producing reports, making bills and their
payments etc. The hiring also contributed to increased the brand image of the organization which
attracts more people to use their service (Pisera and et. al., 2016). Apart from this, timely
dispatching of notice has reduced delay in meetings which helped in saving time so that more
matters can be discussed at the meeting. Further, the attendees may request to add or delete items

that will be going to be discussed in the meetings, this has brought a sense of responsibilities and
belongingness in the staff, which reduces conflicts and disputes. Further, the policies that have
been formed and made applicable on the staff have produced desired results, which have
impacted the organization in a positive way.
CONCLUSION
From the above report, it can be concluded that meetings are necessary for each type of
organization irrespective of the size and nature of business it conducts. It is a gathering of major
people whose ideas and opinions can has significant influence on the working of the entity.
Further, each meeting should be held within the prescribed time and with clearly defined
purposes so that not a single items is left to discussed. Further, feedbacks must be obtained from
the attendees to know whether it was successful or not. Furthermore, continuous monitoring of
all the actions that have been discussed, is necessary to avoid any contingencies.

REFERENCES