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Scheduling your annual program evaluation meeting

Residency Program Insider, September 10, 2019

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Editor’s Note: The following is an excerpt from The Program Evaluation Committee Handbook: From Annual Program Evaluation to Self-Study. For more information about this book, click here.

When planning your annual program evaluation meeting, make sure that key players are able to attend, including the program evaluation committee chair; the department chair, if applicable; at least two faculty members; and the resident or fellow representative. When scheduling, consider the following:

• Consult shared calendars. Does your institution/program utilize calendar sharing so that you can see when people are free?
• Check the vacation and on-call schedules for the key players.
• Avoid specialty and subspecialty organization meeting times, usually held in the spring.
• Avoid the Monday after anyone’s vacation. People are often trying to catch up on their first day back. It is best to be sensitive to their needs.
• Be sensitive to participants’ other obligations. For instance, try to avoid scheduling a meeting on a holiday, when faculty and residents tend to take three-day weekends. Even though all of the key players may be able to attend, their absence from their service might cause a shortage because others are away.
• Consider using Doodle.com or other free scheduling websites to poll participants for the best available times. 

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