Having effective Patient

Participation Group meetings

NHS Southwark CCG

National PPG week event

3 June 2014

What makes an effective PPG

meeting?

Tell us what you think is important for an

effective PPG meeting

– Use post-it notes

– Stick them up on sheet

– This will be used as part of event write up

Approach to effective meetings

• Preparation before a PPG meeting

• Within the PPG meeting

• Follow up after the PPG meeting

Preparation before a PPG meeting • Setting dates in advance

• Promoting the meeting in advance, stating clear purpose

– Flyers, posters, emails

• Planning agenda – patients and staff

• Distributing agendas and minutes of previous meeting in advance

• Sort out refreshments

• Terms of reference for clarity

Within the PPG meeting

• Ground rules that are agreed by members

• A strong chair to lead and facilitate discussions so everyone has a chance to take part

• A timed and interesting agenda

• Accurate minute taker

• Refreshments

• Meeting finishes on time

Within the PPG meeting Ground rules: • Show respect to others

• One person talk at a time

• Don’t have conversations with people next to you

• Don’t take over the speaking

• Mobile phones on silent

Agendas:

• Start and finish times

• Standing agenda items: – Minutes & Matters Arising (including action log), feedback

from Locality PPGs, agree issues to feed up

• Self explanatory titles for agenda items

• Speakers names and titles, roles

• Date and time of next meeting

Within the PPG meeting

Within the PPG meeting Role of Chair: • Welcome people

• Start meeting on time

• Outline purpose of meeting and announce agenda items

• Introduce speakers

• Summarise key points at end of each agenda item

• Check that people who want to speak can but keep to time

• Challenge difficult behaviour

• Thank people for time and contributions

Follow up after the PPG meeting

• Produce draft clear minutes as promptly as possible, with all decisions and actions clearly noted (check for accuracy with speakers)

• Respond to questions and queries as soon as possible after meeting

• Start taking actions forward as soon as possible after meetings

• Send out or share any additional information (ie presentations form speakers)

Best practice principles

• Dates for the year

• Clear objective of meeting

• Papers in advance

• Well planned agenda

• Strong chair / facilitator

• Good communication

• Timely follow up

Examples from practices

• Camberwell Green

• Any others?

Templates and Resources • Click on the Locality PPG and Resources

button at

http://www.southwarkccg.nhs.uk/get-involved/locality-patient-participation-groups/Pages/default.aspx

• National Association of Patient Participation Healthy PPG Framework

http://www.napp.org.uk/