Organising a Face-to-Face Clinical day
Scenario
Every 3 months, we arrange a day where our clinicians and therapist can meet up and discuss key topics. The day often brings collobration and ideas on how to manage patient care better.
The Challenge
The London office space is setup for our operations staff to work and collaborate. We have few operations staff than clinicians and therapists, so it is important we reorganise the space to fit as many clinical staff as possible. We alos need to make sure we order enough food for everyone who is attending.
The Turning Point
Having a plan to follow is essential to making sure we pre-order food, setup the day and dismantle the setup afterwards.
Workflow
Confirm Attendance Numbers: Send invitations to clinicians and therapists at least 3 weeks before the event and confirm final numbers two weeks prior to ensure accurate planning.
Allocate Roles and Responsibilities: Assign specific tasks, such as space setup, catering coordination, tech setup (for presentations), and cleanup, to ensure smooth preparation and execution.
Pre-Order Catering: Based on confirmed numbers, order sufficient food and refreshments to cater to all attendees, considering dietary requirements.
Setup for the Day: Two days before, rearrange furniture, set up seating and presentation areas, and ensure all equipment is working.
Facilitate the Day’s Agenda: Support presenters, and arrange food on tables for lunch.
Dismantle and Restore Office Setup: After the event, return the office space to its normal layout, ensuring cleanliness and readiness for operational staff the next day.
Impact
Enhanced organisation and smoother event setup and breakdown.
Efficient use of office space without disrupting operational workflow.
Improved collaboration and knowledge-sharing among clinicians and therapists.