Good morning.

If you’ve ever walked into a care plan meeting thinking, “What floor is this family on, again?”—you’re not alone.

For us, it’s another meeting on the calendar.

For them, it’s the meeting.

It’s circled. It’s discussed. It’s the moment they’ve been waiting months for—the one time they get to ask the questions they’ve been saving, the one time they sit across from the people caring for their loved one.

That 20-minute window? It sets the tone for everything.

And yet, it’s one of the most overlooked leadership opportunities in skilled nursing.

If you’re ready to turn care plan meetings into a strategic advantage—one that builds trust, reduces complaints, and strengthens relationships—this step-by-step guide walks you through how to do exactly that.

Let’s get into it.

The Care Conference Advantage: How to Turn a 20-Minute Meeting Into a Leadership Win

Care plan meetings are too often rushed, transactional, and under-leveraged. For families, they’re the only time they get a seat at the table. For us, it’s one of dozens of meetings that week.

But what if you could turn that 20-minute window into a cornerstone of trust, service excellence, and resident-centered leadership?

This guide gives you a practical, repeatable way to elevate the care conference experience—without adding extra time to your already packed day.

Step 1: Send a Pre-Meeting Survey

When: 3–5 days before the scheduled care conference

Who sends it: The neighborhood leader or care conference coordinator

How: Email, text, or paper — whatever the family prefers

What to include:

1. What are the top three questions we can answer for you during your care conference?
2. What has been going well?
3. What could be better moving forward?
4. What is one thing our team doesn’t know about you that you’d like us to know?
5. What has been your best day here so far, and why?

Why this works:

• It humanizes the meeting. You’re starting with the person, not just the care plan.
• It helps you prepare. No one wants to be blindsided. This gives you time to get answers before you’re asked the questions.
• It gives you leverage. Their own words become data points you can share with your team—and act on.

Asking is great. Acting on what you learn is where the real impact happens.

Step 2: Prep Your Team

Once the survey responses come in, loop in your core care conference team:

• Nurse manager
• Social services
• Therapy (if relevant)
• Activities or dietary, depending on feedback

Your goal: ensure everyone knows what matters most to the resident and family before walking in.

Use their words. Build on their experiences. This creates a meeting that feels personal—not scripted.

Step 3: Reframe the Meeting

Start strong. Try one of these openers:

• “Thank you for filling out the survey. We’ve read your responses, and they really helped us prepare.”
• “You mentioned your best day here was when [insert quote]. We love hearing that—and we want to create more of those days.”

When you begin with what they said, you show you’ve listened—and that sets the tone for everything else.

Step 4: Document + Follow Up

Assign someone to jot down notes or new concerns that surface during the meeting.

Then close with this:

“We appreciate you sharing so openly today. Within the next few days, we’ll follow up on what we discussed—especially [insert key point or action item].”

Follow-through is where the trust is built. Don’t drop the ball.

Step 5: Use What You Learn

Each month, carve out 15 minutes in your leadership meeting to look at care conference feedback. Ask:

• Are we hearing any patterns or repeated concerns?
• What small wins can we implement this week?
• Where are we excelling—and how can we scale that across neighborhoods?

Care conferences don’t have to be reactive. Done right, they become one of your best tools for proactive service leadership.

Final Thought

This is how you build a culture that feels different.

Not by adding more to your plate—but by using what’s already on it in smarter, more intentional ways.

Try this approach in one neighborhood this month. Watch how it shifts the tone. Then expand.

It’s not about making meetings perfect.

It’s about making them matter.

Whenever you're ready, I can help you in a few ways.

1. Get 1 FREE CEU - Read our partner Viventium's "2025 Healthcare Workforce Management Report" and receive 1 NAB approved CE credit. Read here. 
2. Use our free AI-powered Chatbot trained on all 900 pages of CMS Nursing Home Regulations, proprietary processes, and information from decades of skilled nursing leadership experience.  Click here.
3. Sign up for Assisto and keep track of the regulatory environment in your state.  Know what deficiencies surveyors cite in real-time and ensure you're not at risk for the same tag.  Sign up here.
4. Take our Salary Lens survey and gain access to the largest database of senior living and SNF leadership salaries in the industry.  Check it out here.

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Thanks for reading.  Have a wonderful day.

Kevin Goedeke, Publisher and Founder