Head of IT
Hospital Service & Catering
GmbH c/o Stiftung Hospital Zum Heiligen Geist
The Foundation Hospital zum Heiligen Geist is a non-denominational foundation under public law in Frankfurt am Main. It is affiliated to two hospitals (Krankenhaus Nordwest GmbH and Hospital zum Heiligen Geist GmbH), two seniors’ pens (Hohenwald and Kronthal) and a nursing school, since November 1998 the service company Hospital Service & Catering GmbH and FÄZ Frankfurt GmbH, the largest operator of medical care centers in the Rhine -Main area. In total, about 2800 employees are employed.
The starting point
The meeting culture of the department.
In addition to a monthly departmental meeting, there are weekly meetings of the three teams within the IT department. These are logged based on forms created in QM.
Tasks are recorded in the minutes and the open points of the last meeting are reviewed for their current status recorded in the new minutes.
In the run-up to the meeting, there is no agenda that will be made available to the participants in advance.
Which problems resulted from this process?
Meetings are too long
Due to the procedure described above, the meetings are timeconsuming, missing intermediate information on the tasks discussed leads to problems being discussed again and again and the duration of the meeting is too long with one hour to 1.5 or 2 hours.
Under which criteria did you evaluate MeetingBooster?
The written procedure for logging should be replaced by a modern, innovative and above all time-saving tool. The focus was on the realization of a common platform with simple handling, so that all involved in the process enjoy the operation and recognize the benefits.
Since our IT manager, Mr. Reimar Engelhardt, knew the MeetingBooster solution from his board work at the Federal Association of KH-IT and found the application options suitable for the IT department, MeetingBooster was tested in a six-month test phase.
What was the objective of the introduction?
Initially, MeetingBooster was used in the departmental meetings. It quickly became apparent that the use of MeetingBooster saved a considerable amount of time. The agenda was sent to all participants in advance including all attachments in a PDF. The meetings were more structured. In addition, the report could be sent to the participants directly after the meeting because it was logged directly during the meeting and all participants were able to follow it.
With the introduction of MeetingBooster in two of the three abovementioned teams, these meetings also became more efficient. In particular, the feature allowing the planned participants to add their comments and suggestions to the agenda proved useful. Questions and topic ideas, which previously had been exchanged by e-mail, could now be entered directly into the agenda, a more efficient process which also allowed everyone involved to have all the information centrally available.
The determination of tasks in the MeetingBooster was not used to avoid redundancies to the existing ticket system.
- Standardization of the meeting culture
- Time savings of the involved employees
- Consistent, recurring structure of the agenda
- Direct inclusion of attachments in the agenda and in the log, so that full availability of all documents in a file, which in turn can be easily distributed
Our expectations for the future meeting culture were met by the use of MeetingBooster from the company Matchware and an extension to other licenses has already been carried out. The meetings are more efficient and the collaboration is much better.
The use of the tool beyond the IT department is also conceivable. An internal presentation of the solution met with great approval.