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.