Establish Clear Roles and Responsibilities
Designate a primary lead physician who is responsible for coordinating group communication and acting as the main point of contact with health service delivery organizations (AHS, Covenant etc.), government and the Alberta Medical Association (AMA).
- While this individual serves as the lead for efficiency, all participating physicians remain equal peers in cARP program planning and decision-making.
- Ensure at least one physician, who is not the group’s lead, can access shared files and meeting links in case the primary lead is unavailable.
Discuss decision-making and communication preferences
- Note what subjects require full group discussion versus delegated coordination or follow-up.
- Clarify expectations and preferences for physician communication.
- Keep an “open questions” list that tracks unresolved decisions, who owns them and target resolution dates.
Identify potential bottlenecks and delays
- Note physician vacation schedules.
- Understand timelines for legal or accounting review
- Discuss required inputs from health service delivery organizations (HSDOs) and internal administrators.
Best Practices for Document Sharing
Create one central place for all files and links
Avoid sending multiple versions of documents by email or requiring physicians to download, edit and re-upload files. Free tools include:
- Google Drive
- Microsoft OneDrive
Use shared cloud-based documents whenever possible, so everyone works from the same version in real time
- Use comments and/or tracked change features instead of asking physicians to make edits on downloaded files independently. This allows the lead to quickly review, accept or reject edits and ensures feedback is visible to all physicians.
Develop best practice naming conventions for documents to prevent accidental use of outdated files
Examples:
- “ProgramApplication_Draft_v03_2026-05-28”
- “Final_ForApproval”
Best Practices for Group Meetings
Schedule recurring check-ins and use video calls for longer discussions that require group feedback and consensus
- 15–30-minute meetings can maintain momentum and reduce last-minute scrambling.
- Issues that require long email threads can often be resolved in a 20-minute conversation.
Use polling tools to quickly identify meeting availability
Free tools include:
- Doodle
- Rally
Keep meetings focused and action oriented
- Send agendas in advance
- Assign responsibilities during the meeting
- Document decisions and next steps