NHS Greater Glasgow & Clyde Case Study

Support for Managers to Prepare for, Carry out and record Review Meetings

The organisation

NHSGGC serves a population of 1.2 million, employs over 44,000 staff and provides health services from 35 different hospitals, over 50 health centres and clinics and through 10 community health partnerships.

What we did and why

The focus up to and including March ’09 had been on ensuring all staff had a KSF based PDP in place. Although the training for Managers provided at that time included preparing, conducting and following up the Review meeting, there was inevitably a time gap between then and actually conducting a meeting. It became evident that some sort of short, simple step by step approach would be a helpful reference tool for Managers.

How we did it

A “Summary Information Sheet” was devised and made available via Staffnet (intranet) with live links to provide access to additional supporting materials. In addition, further information on recording evidence was included to ensure focus of the meeting was maintained. The mnemonic DOVE (documentary, observed, verbal and electronic) is suggested as an approach to recording the evidence and is included in the step by step guide.

This checklist is included as part of the on-going KSF PDP&R training for Managers. It is used as an integral part of the course material and provides both direction and summary information.

All supporting material is readily accessible and re-enforces the importance of ensuring that the main focus of the meeting is the discussion. Although preparation and follow up is required, this Guide breaks the process down into more manageable steps.

Access to intranet/internet is vital as there are links to supporting information. Paper copies can be made available through established internal communication routes however this results in many pages of text as opposed to the two pages that constitute the summary information. This is also an effective discussion document as increasing number of requests are received from management teams across NHSGGC for someone to provide up to date and refresher guidance on conducting the review meetings.

Results and next steps

The short, simple concise language of the Guide along with the suggested approach to recording evidence has helped to ensure that the mainstreaming of KSF continues with a focus firmly on joint review, discussion and commitment to agreeing personal development plans as opposed to unnecessary time and energy spent on filling in the review document.

Contact Details

Ishbel Whitters
Learning and e-Support Manager
Telephone: 0141 201 0769

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