Background and need for innovation
Goal of the innovation
Steps taken for development and implementation of innovation
Workshop planning
Stages | Steps | Sample strategies |
---|---|---|
Before the session | Form a community of mentors/leaders | Reach out to educators with a shared interest in mentoring |
Hold multiple conversations to reach consensus on the vision and strategies | ||
Decide on formats for virtual events- didactic vs interactive vs hybrid; formal vs informal etc. | ||
Respect and welcome a variety of perspectives and ideas | ||
Organize the virtual workshop | Decide on topics for discussion | |
Discuss logistics—duration, time zone, publicity, recruitment, registration etc. | ||
Compose questions for polls, small group discussions | ||
Finalize guidelines for moderators—how to create a safe space, how to engage participants, allow participants to do most of the talking etc | ||
Finalize the agenda and timing for each segment of the workshop | ||
Do a practice run on the platform | ||
Assign roles to moderators, ensure back up if the session leader develops connectivity issues | ||
Chat moderators are critical to respond to all participant comments and questions | ||
Recruit participants | Recruit using known health professions educator group lists | |
Decide whether to register or just advertise with a link to join the session | ||
Discuss whether to limit number of participants. This depends on capacity of the platform and format of the session | ||
Pre-assignment of breakout groups if list of participants is available ahead of time and attendance can be ensured | ||
During the session | Welcome and introductions | Introduce each of the moderators using video and audio |
Establish ground rules | ||
Explore who the participants are using polls and chat-location, profession, goals for participation | ||
Present the agenda and goals | ||
If recording the session or saving chats, mention this and ensure that there are no objections | ||
Assurance of confidentiality of opinions | ||
Set the stage | Use ice-breakers-personal reflections, challenges faced/overcome, success stories | |
Showcase the diversity of the group | ||
Demonstrate facilitative and friendly body language | ||
Highlight peer learning and leaders model openness to learning from others | ||
Small group moderation | Use trigger questions for participants to reflect on while groups are forming | |
Moderators facilitate introductions in small groups‑1 personal fact and 1 professional fact | ||
Moderators avoid doing too much talking and ensuring participation from group members | ||
Request participants to share audio and video if they are comfortable, but allow chats for those who are not | ||
Debriefing and lessons learned | Conclude the workshop with presentation of key points raised by participants | |
Moderators/experts can add other tips | ||
Final poll/chat on one take home point | ||
Thank all participants for contributing to the learning | ||
After the session | Reflections | Session organisers meet to reflect on what went well and what needs improvement |
Reflections and lessons learned should be applied to future initiatives | ||
Educational initiatives, especially those are virtual and global, need a continuous quality improvement mindset |