Managing a SIG Planning/Networking Meeting

Paula M. Muehlbauer, RN, MSN, OCN®Coordinator, Targeted and Biological

Therapies SIG

How Do I Know What to Do?

• SIG Checklist sent from Carol DeMarco– Dec/Jan/Feb

• Virtual Community

• Pay attention to deadlines

Preplanning Steps

• Review any SIG files• Follow up with outstanding projects to

get updates of progress• Email your SIG leadership

– Conference call with those attending

• Update poster and/or scrapbook prn• Write pre-Congress Communiqué • Develop agenda

Preplanning Steps: Agenda Elements • Welcome and introductions• Update on elections• Coordinator-State of the SIG• Old business

– Approval of last years meeting minutes• Work group reports• New Business

– Leadership opportunities– Review of Needs assessment survey and plans to address

needs identified– Review strategic plan & gather input– Present Certificates of Appreciation & any other awards– Brainstorm ideas for Congress & IOL topic submissions

• Assign point people to submit these • Copies need to be sent to the coordinator if SIG sponsored

Preplanning: SIG Checklist

• Handouts for Congress– Let Carol DeMarco know how many copies you

will need before the meeting – Agenda copies– Copy of previous year’s minutes– Copy of strategic plan

• Compile list of Certificates of Appreciation– Newsletter editor– Workgroup Members

Preplanning: Workgroup Reports • Workgroup rep either gives update or

the coordinator collates this info– Examples:

• Education work group• Newsletter editor• Nomination work group• Virtual community

– This is a good way to get other members involved in the SIG.

Getting the Word Out

• Pre-Congress Communiqué– Be sure to welcome new members– Entice them with some projects “In the

works”

• Place info on VC

• Some SIGs advertise the meeting– Ex: Radiation Oncology

Meeting Day

• Get SIG packet and sign at SLOW

• Arrive at room early to check out set up– EX: Tables may need to be moved

• Sign in sheet– You may want to assign someone to this

• Assign a recorder– You may choose to do this ahead of time

Running the Meeting• Don’t try to take notes and run the meeting• Make new folks feel welcome

– If size of meeting allows, have folks introduce themselves– Be sure to at least introduce your leadership team

• Stick to the agenda and watch the time– Preplanning is key to know which items may generate more

discussion

• Recruit volunteers– Offer volunteers mentoring so it is not so overwhelming– Everyone is enthusiastic at Congress = Golden

Opportunity

• Try to allow time for networking– This comes back to us on evaluations.

Running the Meeting: Recruit Volunteers• Opportunities for Increased Involvement

– Newsletter contributors• Assure them this is not a CJON length article

– Volunteers to submit topic ideas for Congress and IOL

– Needs identified in needs assessment survey tend to offer opportunities for projects

– HINT: Some institutions have Magnet status: they may need to be involved in the professional organization so ask

Running the Meeting: Tips

• Make sure attendees don’t feel like it is a clique – Many SIG members have known each

other for a while

• Be open and ask for suggestions from others

• Ask folks to write their names down for project involvement

• Inform attendees what they gain from further involvement in the SIG & ONS

Post Meeting• Collect all paperwork• Stay around to network/ answer questions

– Some people may not want to speak up in front of others but will talk to you 1:1

• Turn in minutes, roster and sign to Carol DeMarco– HINT: Make copy of minutes for you to keep;

you may be able to decipher and flesh out what is written

– I suggest looking at meeting minutes and flesh out as soon after meeting as possible

Post Meeting• Check SIG message board throughout

Congress and contact these people • Send post-Congress Communiqué • Follow up with workgroup volunteers• Follow up with those submitting topic ideas

– Deadlines are close to Congress

• Contact ONS about proposed SIG projects– Some might take funding