Host an Introduction Meeting - IHI



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Tips on Hosting a Launch Meeting to Introduce your Chapter

Your introductory meeting sets the stage for a successful year for your Chapter. It is the ideal occasion to introduce your fellow students to the “quality gap” – the gap between ideal care and the care that people actually receive – and to encourage them to join you as a member of your IHI Open School Chapter. You can use this guide for tips on how to run an effective and engaging launch meeting.

Preparation

Consider the following logistical questions:

▪ Where will you hold the meeting?

▪ What supplies will you need?

▪ Should/can you order food (pizza!)?

▪ What are the best ways to promote the meeting?

▪ Who will facilitate the meeting?

▪ Who will take minutes?

Create a Plan

Once you decide upon the logistics, work together as team to make your meeting successful:

▪ Design the meeting agenda and delegate tasks among your core group of coordinators. Set deadlines for each task.

o Put someone in charge of gathering printed materials about IHI and your Chapter, e.g., fact sheets, Chapter information fliers, Chapter members’ contact information, sign-up sheets.

o Assign someone to be in charge of reserving a room for the meeting.

o Assign someone to print and post fliers about the meeting around campus.

o Have someone arrange food or snacks for the meeting if possible.

▪ Set a goal for the number of attendees (you will need to contact 3 to 4 times as many students as you target)

▪ Invite your Faculty Advisor, Dean or Assistant Dean, and other interested faculty to attend the meeting

▪ Utilize the department bulletin board for posters and Chapter meeting notices

▪ Publicize the Chapter meetings in the campus newsletter

Finalize the Launch Meeting Agenda

Here is a suggested sample agenda for the introductory meeting:

▪ Welcome and thank attendees for coming. If the group is small enough, you may want to have everyone introduce themselves and their discipline. You may want to start with an informal “icebreaker.”

▪ Introduce the Chapter leadership. Personal testimonials are very powerful; have everyone say a few words about why they became involved in this initiative and why the work is important to them. It is important that students understand that by being active members, they can make a difference in their own life as a caregiver and in patients’ lives.

▪ Play the “Improvement Movement” DVD that IHI has provided to present an overview of the “quality gap” – the gap between ideal care and the care that people actually receive – as well as the overwhelming need to educate health professions students about patient safety and quality improvement before they enter the workforce.

▪ Open the meeting to questions and answers to ensure everyone has a basic understanding of his/her role in the Chapter.

▪ Post the date, time, and location of your next meeting or activity, and ask students to fill out the sign-up sheet to join the Chapter.

▪ Invite students to socialize after the meeting to discuss ideas for activities and follow-up opportunities.

Debrief and Follow-up

Follow up by sending an email to attendees within 24 hours. Thank them for their time and interest, and provide information about upcoming meetings and events. Also provide your contact information and invite them to evaluate the meeting—what went well, and what needs to be improved for future meetings and activities. Encourage them to invite other students to the next meeting.

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