Department managers slowly shuffle into the conference room, exchanging pleasantries as they open up their laptops and begin typing away.  Eventually, the meeting begins, and one by one, the oral reports move around the table. “Our Elvis entertainer is visiting today at 2 o’clock.” “We had two falls yesterday.” “We have three appointments and two discharges today.” 

What began in the healthcare industry as the morning stand-up meeting has devolved into a lengthy sit-down meeting with repetitive resuscitations of yesterday’s news and today’s events.  Though the morning stand-up meeting may be called by different names, its purpose and ultimate goal should be clear to all those leading the charge.

If organized effectively, the daily stand-up meeting moves the leadership team forward in accomplishing goals and improving the patient experience, promotes camaraderie and collaboration, and motivates and inspires the team to go forward reengaged and refocused on achieving their departmental objectives and the broader mission of the organization.

Below are five communication tactics that can help both administrators and department managers attending stand-up meetings make sure those meetings accomplish their missions.

1. Prepare an agenda with key points

Leaders ensure that meetings focus on what is most important.  An agenda is a helpful meeting roadmap and, when coupled with pertinent key points, can ensure that the meeting stays on course.  

Some questions to ask that can help develop these key points:

  • “What ideas do I want to raise at this meeting?”
  • “Who deserves praise or recognition?”
  • “What questions do I most want the managers to discuss and consider?”

Bring the answers to the meeting and share them at the start or when related agenda topics come up.

An effective agenda with detailed reporting metrics will allow managers to come prepared to share those items that are most pertinent to the group.  Including in the agenda time to follow up on actionable items from previous meetings will help ensure the goals are accomplished.

2. Report on measurable objectives

“When performance is measured, performance improves. When performance is measured and reported, the rate of improvement accelerates.”

This timeless business principle rings true in healthcare and can bear fruit in the morning stand-up meeting if the performance measurements are selected appropriately.  Moving beyond the report on the day’s upcoming bingo game to measurable objectives like the number of residents who participated in yesterday’s activities or the percentage of residents who indicated they were “highly satisfied” with last week’s activity schedule gets closer to accelerating the quality improvement of the activities department.  

Taking time to drill down on the most important objectives for each department and developing reporting metrics that accurately measure the progress towards achieving the desired goal is key to making this a valuable part of the daily stand-up meeting.

3. Be purposeful in creating opportunities to strengthen your facility culture

Potluck breakfasts, reminiscing over last night’s candlelight dinner, surprising a manager on their birthday, or sharing an inspirational video clip can all contribute positively to the manager-driven culture in the facility.  We are social creatures and, particularly in healthcare, we have a natural love and concern for those around us.  

Establishing traditions, creating company folklore and strengthening relationships can and should be one of the best parts of the morning meeting.  Sometimes these team-building moments happen spontaneously, but they should also be planned and nurtured to ensure this critical meeting component is not lost in the rush through the sharing of information.

4. Motivate and inspire

Providing attentive and compassionate care consistently in the long-term care setting is difficult for even the best leaders.  Managers are human and have rough days, challenges in their personal lives, and feelings of burnout and exhaustion.  Much like a coach in the locker room before a big game, administrators can use the stand-up meeting forum to inspire the team anew.  Poems like the one cited below can remind managers of what really matters as they go about their daily tasks.

Have I done any good in the world today?

Have I helped anyone in need?

Have I cheered up the sad and made someone feel glad?

If not, I have failed indeed.

Has anyone’s burden been lighter today

Because I was willing to share?

Have the sick and the weary been helped on their way?

When they needed my help was I there?

5. Follow up 

It’s easy to think that the stand-up meeting is over when the managers exit the conference room.  But the conversations and decisions made in the meeting will only be effective if there is consistent follow-up.  Well-kept summaries of the meeting, including assignments and deadlines for completion, are key to ensuring that the momentum of the meeting carries through the day and leads to improvement and results.  

Starting the workday with a productive and inspiring stand-up meeting will create and strengthen meaningful bonds among the management team and lead to better goal achievement and execution on critical assignments.  Inspiration from a meeting that is well-prepared and follows the guidelines described above will lead managers to work more effectively, spread positivity and contribute to a strong and healthy facility culture.

Jeff Stewart has worked as an administrator and executive leader in long-term care on the West Coast for the past 16 years. He currently works as the COO of Rockwell Healthcare, located in Ontario, CA.

The opinions expressed in McKnight’s Long-Term Care News guest submissions are the author’s and are not necessarily those of McKnight’s Long-Term Care News or its editors.