How to run effective meetings in healthcare and how it helps with accreditation

In the fast-paced world of primary care, meetings are often seen as time-wasters. But when done well, they can be powerful tools for communication, accountability, and even accreditation evidence. At QIP Consulting, we support healthcare teams to embed quality improvement and compliance practices into everyday operations, and effective meetings are a cornerstone of that.

Here are five key ways to get more value out of your meetings while ticking off core accreditation requirements.

1. Use meeting minutes as accreditation evidence

Your meeting notes aren’t just admin – they’re proof. Minutes can demonstrate alignment with dozens of RACGP indicators, from cultural safety and ethical decision-making to WHS, cold chain training, and quality improvement activities.

Tip: Always minute who attended, what was discussed, and any decisions or actions. Capture discussions on risks, patient feedback and complaints, and clinical incidents where relevant.

2. Structure meetings by purpose and audience

One size doesn’t fit all. Your management team might need weekly huddles, while your full staff only needs to meet quarterly.

Tip: Map out your ideal meeting structure by team and frequency. Clinical meetings, admin team check-ins, senior leadership stand-ups – each should have a purpose, agenda, and cadence that suits your operations. Don’t get too caught up in the formality of the agenda you use – dot points to keep the conversation on track are often enough to get the job done.

3. Keep meetings focused and accountable

Avoid meetings that “could’ve been an email.” Use standing agendas or simple structures like three guiding questions to stay on track. Keep people accountable with action items and due dates, and make sure to follow these up.

Tip: Consider tools like rotating facilitators or standing meetings to create rhythm. Disseminate outcomes clearly – don’t bury minutes in hard-to-access folders or files no one checks. Reiterate ‘To Do’ lists in post-meeting summary emails if you need to.

4. Improve internal communication styles

Communication breakdown is one of the most common barriers to implementation and staff buy-in. Tailor your approach to your audience: some people want clarity, others context. Some need direct instruction, others prefer collaboration.

Tip: Use formatting tools (bold, underline, clever use of spacing) to draw attention to key points in emails. Don’t overload the Friday afternoon inbox. Use subject headers like “FOR APPROVAL” or “ACTION REQUIRED” for items that need action from the recipient.

5. Make time for the human element

Incorporating “soft” agenda items – like team wins or wellbeing check-ins – helps build trust and engagement. It also encourages staff to speak up about risks, patient incidents, or feedback they may otherwise keep quiet.

Tip: A short morning huddle can do more for culture and safety than a once-a-month formal meeting. Consistency beats complexity.

At QIP Consulting, we help healthcare organisations embed operational systems that support compliance, culture, and clinical safety. From business continuity to quality improvement, we provide healthcare business planning and consulting support tailored to your team.

Struggling with ineffective meetings or communication chaos? Let’s talk about how to make your operations work better for everyone.