Honegger, F, Tucker, MP and Hofer, S (2019) Minutes of FM Meetings in Swiss Hospitals – Worth a Look at. In: RESEARCH PAPERS FOR THE 18TH EUROFM RESEARCH SYMPOSIUM . pp. 88-99. (Papers from the 18th Research Symposium, European Facilities Management Conference, 13 June 2019 - 14 June 2019, Dublin, Ireland).

Preview

Text Pages from THE 18TH EUROFM RESEARCH PROCEEDINGS-3.pdf - Published Version Download (988kB) | Preview

Abstract

Purpose: Effective communication is a prerequisite for a well-functioning Facility Management (FM) in any organisation. As part of formal communication structures, meetings are a powerful tool at the disposal of Facility Managers. Minute-taking is predominantly done in formal meetings and performs four essential functions: constitutional, historical, executive and progressive. This research looks at the structure and content of minutes taken in FM meetings in Swiss general hospitals. The aim is to provide a guideline for managers to analyse and, if applicable, improve meeting minutes and hence meetings they are responsible for.
Methodology: The research is based on a case study design. Data collection methods include document research. A total of 402 sets of minutes of FM department and division meetings amounting to 1420 pages have been analysed applying qualitative coding procedures.
Key findings: Even though the formal structure of the meetings is similar, the spectrum of their content varies. Predominantly the content provides passive information with little evidence that the meeting is used as a platform to piece together the knowledge and experience of several people advancing FM.
Intended impact of the study: Within FM and especially within the context of FM in hospitals meetings have not been looked at using the suggested methodology. It provides a unique insight on what minutes as historical evidence reveal of the meetings’ purpose and provides food for thoughts for executives being responsible of meeting structure and content. The findings of this applied research and the method leading to them provide a guideline for FM executives, to analyse and, if applicable, to improve minute-taking practices and, critically, to improve their meetings. For instance, results indicating a predominant exchange of information among meeting participants whose areas of responsibilities due to the nature of FM have not so much common can lead to dissatisfaction of participants, as a large amount of meeting time is not directly addressed to their needs. Considering this, the findings enable to manage expectations, as knowing and if applicable proactively declaring that the purpose of the meeting is information exchange makes that procedure more tolerable for participants. Because in times of a tightening financial environment within the healthcare context, available resources such as meeting time must be used to their full extent.

Item Type:	Conference or Workshop Item (Paper)
Subjects:	H Social Sciences > HD Industries. Land use. Labor > HD28 Management. Industrial Management
Divisions:	Doctoral Management Studies (from Sep 19)
Publisher:	EuroFM
Date Deposited:	17 Feb 2022 10:07
Last Modified:	13 Apr 2022 15:18
URI:	https://researchonline.ljmu.ac.uk/id/eprint/16187

View Item