Generally; no less than once per month, and at a time that allows for all staff members to be present. Meetings should be held on the same day each month, so that time can automatically be blocked out.
Here are some ideas to get the maximum benefit from staff meetings:
Avoid the tendency for staff meetings to become a lecture by the doctor. Rather, this should be a time for interchange of ideas.
Try having a different staff member moderate each meeting. Staff members need to feel that their ideas are valuable, so develop an atmosphere where individual ideas can flourish.
Establish a specific agenda, and define the purpose of the meeting in advance by posting a notice of the meeting and requesting chat staff members list suggested items for review Two days before the scheduled meeting, define the order in which these topics will be discussed. Prepare a typed agenda for each staff member. Each months facilitator will need a timekeeper to help the group stay on schedule and avoid unnecessary tangents.
Follow the established agenda! Always carry over uncompleted old business to the next meeting. This assures the staff that you intend to follow through on all of their concerns. Loose ends should be tied up with definite assignments and responsibilities listed. Staff meetings pay real dividends when action results!
Be sure to avoid letting any one staffer monopolize the meeting. Never let your meetings deteriorate into a gripe session. Be respectful of each other and avoid interrupting when another is speaking.
Note to the doctor: Be an active listener so that staff members will increase their sensitivity to each other. Good communication is a joint enterprise. Get good at this and the benefit will extend to greater patient appreciation and understanding!