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A Guide To Developing Live Virtual Group Education

Version 1.0, July 2021

Step 1: Identify your audience
 Identify your intended audience.
 Establish your audience’s interest and comfort with technology and virtual platforms.
Step 2: Meet your participants’ needs
 Consult with your intended audience to find out what they want to know, what they already know and how they would best learn in a virtual environment.
 Understand the needs of your audience. Consider both the information to be presented and the need for interpreters.
Step 3: Choose a virtual platform
 Find out if your organization has an IT Department, Telehealth, Telemedicine or Virtual Care program. If so, ask them:
‒ which virtual platforms are available and supported
‒ what support they can offer you before and during your virtual group education session
‒ what resources they can offer your participants to help them use and navigate the platform
 Identify your preferred platform based on privacy, accessibility, ease of use, access, cost and other features.
Step 4: Create your content and structure
 Decide on the length, format and flow of your session.
 Consult your organization’s Patient & Family Education program for guidance on how to create effective content and learning objectives.
 Find out if your organization has standardized slide templates.
 Design your presentation so it addresses 2-3 topics, with 2 to 3 key messages per topic.
 Make sure your slides are clear, concise, easy to read and visually appealing.
 Incorporate evaluation and feedback measures into your session.
Step 5: Schedule your virtual group education
 Find dates and times that work best for your participants, facilitators and technical support teams.
 Contact your manager or privacy department to determine what communication, participation and/or video recording consent forms must be filled out.
Step 6: Promote your virtual group education
 Establish which communication channels and social media outlets you can use to reach your intended audience.
 Build a plan to advertise and invite attendees.
 Create an information package for participants to be sent prior to session (possibly upon registration).
 Work with clinical teams, patient care areas, community partners and others to raise awareness and attract participants.
 Promote your session using all channels available to you.
Step 7: Deliver your virtual group education
 Log on 15- 30 minutes prior to starting. Test your environment and the technology. If using facilitators, discuss roles, privacy and session flow.
 Introduce speakers.
 Discuss etiquette, expectations and learning objectives.
 Go slow and engage with your audience.
 Use interactive tools wisely.
 Summarize key learnings, answer questions, suggest further resources and explain how to provide feedback.
 Debrief with presenters/co-facilitators. Discuss successes and improvement strategies.
Step 8: Follow up with your participants
 Send follow-up materials such as presentation slides, evaluation forms, resource lists and contact information.
 Compile feedback and share with stakeholders
Step 9: Evaluate your virtual group education
 Create a spreadsheet or database to help record and track the feedback.
 Evaluate success based on critical measurements and performance indicators. Analyze data for patterns or trends.
 Use feedback to revise your virtual group education and the processes surround it.