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How To Run A Investigator Meeting

Successfully running an investigator meeting involves setting clear objectives, developing a solid agenda, effectively communicating with all participants, providing comprehensive training, resolving any issues, and ensuring ICH-GCP (International Council for Harmonisation – Good Clinical Practice) compliance.

An Investigator Meeting, also known as an Investigators’ Meeting or site initiation visit, is a gathering of investigators or clinical site staff involved in a research study or clinical trial. The purpose of such a meeting is to provide investigators with essential information, training, and guidance on the study protocol, procedures, data collection, and participant safety. It helps ensure that investigators are adequately prepared to conduct the study, adhere to the study protocol, and maintain consistent practices across multiple sites. Investigator Meetings may include presentations from sponsors, regulatory authorities, and experts, as well as interactive sessions for addressing questions and addressing concerns related to the study.

What is the purpose of a Investigator Meeting?

The purpose of running an investigator meeting as a leader is to ensure effective communication and collaboration among the team. It provides an opportunity to discuss project goals, share updates, address challenges, and align everyone towards a common objective. By facilitating open dialogue and providing guidance, the leader can enhance productivity and drive successful outcomes.

How To Run A Investigator Meeting: Step-By-Step

Questions to ask as the leader of the meeting

1. What is the purpose of the investigation?
– This question helps to establish the overall objective of the investigation and ensures that everyone is clear on what needs to be accomplished.

2. Which individuals or teams were involved in the incident?
– By identifying the parties involved, the leader can gather necessary information from various sources and understand potential biases or perspectives.

3. When did the incident occur?
– Knowing the timeline of events is essential for reconstructing the sequence of occurrences accurately and identifying any potential gaps or delays.

4. What actions were taken immediately after the incident?
– This question helps the leader understand the initial response to the incident and determines if any immediate corrective actions were taken.

5. What evidence or documentation is available?
– Identifying the evidence and documentation helps the leader assess the credibility and reliability of the information gathered during the investigation.

6. Were there any witnesses to the incident?
– Discovering potential witnesses can provide additional perspectives and help verify information or uncover new facts about the incident.

7. Were there any communication records or logs related to the incident?
– This question aims to identify any communication channels used during the incident, such as emails, phone calls, or internal messaging systems, which can help in understanding the context or intent of certain actions.

8. Were there any relevant policies or procedures in place at the time of the incident?
– Understanding the organizational rules and protocols can help pinpoint any violations or deficiencies that may have contributed to the incident.

9. Have similar incidents occurred in the past?
– Knowing if similar incidents have happened before can provide insights into potential recurring issues or systemic problems that need to be addressed.

10. Have all relevant stakeholders been interviewed?
– Ensuring that all relevant individuals and parties have been interviewed helps gather comprehensive information and multiple perspectives to enhance the accuracy of the investigation.

11. Are there any additional factors or circumstances that might have contributed to the incident?
– This question encourages participants to identify any external or internal factors that might have influenced the incident, beyond what is already known.

12. What are the possible corrective actions or preventive measures that could be implemented based on this investigation?
– Identifying potential solutions ensures that the investigation serves its purpose in improving processes, preventing future incidents, and maintaining a safe working environment.

As a leader preparing an investigator meeting agenda, start by identifying the key objectives and topics to be covered. Determine the order in which these topics should be discussed, ensuring a logical flow of information. Allocate appropriate time for each item and include breaks to allow for discussions and networking. Finally, share the agenda with participants in advance to give them time to prepare and contribute effectively.

How To Prepare For A Investigator Meeting
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During an investigator meeting, it is crucial to discuss topics such as study objectives and design, participant recruitment and retention strategies, data collection and analysis methods, adverse event reporting procedures, and any protocol amendments. Other important subjects include regulatory compliance, site management, training requirements, and communication protocols between investigators and sponsors.

See Our Investigator Meeting Template
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Software tools to facilitate a Investigator Meeting

Software plays a crucial role in enabling leaders to efficiently run investigator meetings. It streamlines the process by providing tools for scheduling, organizing and tracking meeting agendas. Furthermore, software facilitates seamless communication, allowing leaders to easily collaborate with investigators, share important documents, and gather real-time feedback. This enhances productivity and ensures that all participants are aligned, ultimately leading to successful investigator meetings.

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Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

Popular Questions

What is the purpose of an investigator meeting?

An investigator meeting is a gathering of all the investigators, sponsors, and other essential members involved in a clinical trial. The purpose is to discuss protocols, review procedures, define responsibilities, and ensure everyone involved understands their roles.

When and where are investigator meetings normally held?

Investigator meetings are held prior to the start of a clinical trial. They can be organized at any suitable location agreed upon by the stakeholders, usually neutral spaces like conference halls or meeting rooms. Nowadays, virtual meetings have also become commonplace particularly due to COVID-19 restrictions.

Who typically attends an investigator meeting?

The primary attendees of an investigator meeting are the principal investigators. Sub-investigators, study coordinators, project managers, sponsors, regulatory and data management professionals may also attend these meetings.

How long do investigator meetings typically last?

The duration of an investigator meeting can vary. They can be anything from a half-day to full-day meetings, sometimes even spanning over a couple of days depending upon the complexity of the trial, the number of attendees, and the depth of the agenda to be covered.

What are the expected outcomes of an investigator meeting?

The expected outcome of an investigator meeting is to ensure everyone understands their roles and responsibilities in the upcoming trial. It encourages clear communication between all parties involved, fleshes out the procedures to be followed, identifies potential challenges, and agrees upon solutions to overcome these obstacles. Ultimately, it aims to aid in the successful execution of the clinical trial.

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