How to Prepare for Meetings

Before any meeting, it is important to get ready. Follow these tips to help you prepare and be effective. 

Preparing for the initial meeting:

Prepare a brief introduction of yourself, telling people some of the following:

• Your name
• Your role as an adviser
• A summary of your St. Jude journey
• What you bring to the meeting or group
• What motivated you to join the committee or group
• What your expectations are

Things you may want to bring to a meeting include:

• Copies of any documents you were sent before the meeting such as agendas or items for discussion
• Note-taking materials such as pens and notebooks
• A calendar
• Your St. Jude ID badge
• Any contact information you want to share
• A medical dictionary, even if it’s on your phone!

Things you may want to do if you are joining by phone or Webex:

• Check that you know how to call in or use Webex. There are helpful resource guides on the St. Jude website. Go to the website and search for “Webex.” Guides are in PDF format.
• Print copies of any documents that will be helpful to look at during the meeting. These may include agendas, documents, or emails.
• Be sure your phone or computer is charged and ready to last through the meeting.
• Check that the people you are working with know you will be calling in or using Webex so they can do their part to help you be involved in the meeting.

Be an active and effective member of meetings by:

• Reviewing the agenda in advance
• Getting involved – you are part of this meeting because you can make valuable contributions through your story and St. Jude experiences.
• As you listen to the discussion, ask yourself:
  • How can I contribute to the discussion?
  • What could be some possible concerns for patients/parents/staff?
  • What information can I bring to this discussion?
• Report back about the meeting to Patient Family-Centered Care (PFCC) staff. Either share your experience at a PFAC meeting or use a report form.

Tips for working well with others:

• Be respectful and open to each person’s ideas and opinions.
• Listen to learn and understand.
• Please turn off cell phones and pagers.
• Share your ideas and experiences. It is also OK to pass if you do not wish to contribute to a conversation.
• Share airtime. Make sure everyone has a chance to speak, including you.
• Avoid acronyms and abbreviations in case others do not know what they mean. Define them if they cannot be avoided.
• Be respectful of confidentiality. We always keep private any personal information shared.
• Respect start and end times.
• Take care of yourself. Do what you need to stay focused, involved, and emotionally well.
• Let PFCC staff know what we can do to help you by emailing us at PFCC@stjude.org