Plan and Prepare for a Meeting
Jun 06, 2016

ASSESSMENT TASK 1: PLAN & PREPARE FOR A MEETING

The topic chosen for this meeting is regarding the project Strategic Information Systems Planning (SISP) in the healthcare domain. This meeting would discuss the related plan, requirements, encountered problems, and which measures and training techniques can be presented in this context. The following organisational chart identifies the participants and the individuals that would fill their respective roles for this meeting.


Meeting Requirements Form

Chairperson

Managing Director (Individual F)

Department

Healthcare Management

Meeting name

Understanding the Strategic Information Systems Planning (SISP)

Meeting details

Date

25th May 2016

Time

09:00 am

Location

Conference Room #01

Budget

A$ 600

Meeting format

Purpose

To enhance the developed Strategic Information System Planning (SISP) for properly analysing budgeting, staff usage and related requirements in an improved manner

Agenda

  • Developing relevant strategies
  • Investigating software and hardware operating systems
  • Analysing budget and staff usage, associated requirements and demands
  • Presenting a long-range and tactical information systems plan for the facility
  • Analysing healthcare IT vendors for proper technology strategy

Participants

Internal

  • Health Services Assistant Secretary
  • Director of Medical Services
  • Health Services Administration
  • Health Support Manager
  • Healthcare IT Engineer
  • Managing Director
  • Minute Taker

External

  • Healthcare IT professional trainer

 

Speakers

  • Managing Director (addressing the concerned issue)
  • Healthcare IT Support (identifying key areas of improvement and current position of the system)
  • Healthcare IT professional trainer (indicating his/her professional opinions and enhancement strategies)

Seating arrangements

U-shaped arrangement

Video or teleconference requirements

Projector and related accessories

 

Supporting materials

Pre-reading

  • Material regarding the Strategic Information System Planning (SISP)
  • Manual reports of the organisation in terms of the past and current performance of SISP

Meeting documentation

  • First draft of defining reasons for implementing changes in the system
  • First draft of which strategies and techniques (manual and technical) should be applied and how can they be performed based on the resources of the organisation

Equipment requirements

Laptops

Hospitality requirements

Catering requirements

Light breakfast snacks, water, and coffee:

  • Fruits
  • Bread
  • Oatmeal

Accommodation requirements

  • Catering
  • Audiovisual
  • Medium sized conference table
  • Running air condition
  • Comfortable seating arrangements
  • Napkins

Other requirements

Special needs of attendees

No needs as such

Other organisational requirements for conducting meetings

  • Set of papers and pens
  • Working staff (if needed)

Applicable conventions for conducting meetings

In order to follow the Standards of Ethical Coding that are based on focusing and agreeing on the decision of implementing the presented strategies for enhancing the SISP system, the American Health Information Management Association`s (AHIMA`s) Code of Ethics would be regarded as an applicable convention

Legal and ethical requirements for conducting meetings

  • Code of ethics
  • Treating each other with honesty, respect, and understanding
  • Decent Behaviour
  • Timely accuracy
  • Participants should refrain from being involved in illegal, unethical, and unprofessional activities during the meeting
  • Not to engage in actions that would disrepute not only the meeting but the whole organisation
  • Promote generosity, ethical discipline, tolerance, perseverance, patience, enthusiasm, wisdom, and concentration
  • Refrain from harmful intent, sexual misconduct, harsh speech, wrong views, insulting behaviour, idle gossip, lying, and covetousness.

Other specific requirements

Implementing strategies would require training for the employees that would be operating the system

Meeting preparation action plan

Meeting name:

Understanding the Strategic Information Systems (SISP)

Meeting date:

25th May 2016

Chairperson/host:

Managing Director (Individual G)

Action required

By whom

By when

Initiate the meeting by identifying the topic and a brief introduction, identifying the members of the meeting, their professions and their relation to the meeting

Managing Director

(Individual F)

9:00 am

Address the issue, highlighting the purpose and agenda and which particular details would be defined by the participants present in the meeting

Health Services Assistant Secretary (Individual A)

 

9:20 am

Indicate the encounters faced by employees regarding the system

Director of Medical Services

(Individual B)

9:50 am

Details of the encounters that were reported directly to the administration and received suggestions from the employee`s

Health Services Administration

(Individual C)

10:05 am

Explaining the process of the system and what problems are occurring in it, based on technical and manual aspects, whether problems were caused by the employees or by equipment. 

Health Support Manager

(Individual D)

10:20 am

Presenting strategies in terms of the hardware and software of the system, and what measures are to be taken by the people who operate it and to what extent can they be questioned to make the system more reliable and enhanced

Healthcare IT Engineer

(Individual E)

10:45 am

Providing his/her opinions and further improvements that can be made in the designs provided by the Healthcare IT Support and training measures that should be adopted

Healthcare IT professional

(Individual G)

11:10 am

Highlighting major points of the meeting and initiate discussion amongst the members

Managing Director

(Individual F)

11:30 am

       

 


 

Invitation Email

Following email will be sent to all the concerned participants of this meeting, with subject line being ‘Meeting regarding enhancing the problems encountered in Strategic Information Systems (SISP)’.

 

Good morning,

A three-hour meeting has been arranged on 25th May 2016 Wednesday morning at 09:00 am in order to analyse the issues that were faced in the Strategic Information System (SISP) and further discuss the developed improvement strategies for it. It is best to fix this problem because it has been causing issues in the technical administration of data and as such.

Please read the attached documents in the email, Material regarding the Strategic Information System Planning (SISP) and Manual reports of the organisation in terms of the past and current performance of SISP. A meeting agenda has also been attached in this email highlighting the key points that would be addressed in this meeting.

Please identify your presence by acknowledging this email.

Thank you.

Sincerely yours,

XYZ


 

Meeting Agenda

·         Developing relevant strategies

·         Investigating software and hardware operating systems

·         Analysing budget and staff usage, associated requirements and demands

·         Presenting a long-range and tactical information systems plan for the facility

·         Analysing healthcare IT vendors for proper technology strategy

 View more

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