Group sessions

• Connect to the virtual care manager or lead for support
• Identify technology needs and book the space that accommodates needs
• Test the technology and do a run through of the session
• Prepare a backup plan if technology fails and communicate this to participants, such as changing to another platform or reschedule the appointment
• Complete any required training
• Identify roles and responsibilities of staff supporting the session
• Plan and prepare materials for the session
• Practice an escalation, e.g. moving a participant to a breakout room for support
• Provide information about the program or session to participants
• If participants require handouts, send them in advance
• Provide opportunities for participants to test their connection before the session
• Provide core expectations of the group
• Provide tips and tricks, e.g. setting up activities or play area for a child of a parent participating, or for maintaining privacy when joining from home
• Provide a reminder

• Ensure content is relevant and pitched at the right level
• Consider the day and time of the session, e.g. don’t plan a 2.30pm group sessions for consumers with school-aged children because this is when they may be picking children up from school
• Consider the length of session:
  • Include enough time for introductions of participants
  • Schedule breaks as required
• Include a range of activities that actively involve participants, such as icebreakers; call on group participants; and encourage group discussion. In some cases, you can also use breakout rooms for small group discussions and encourage the use of platform functions, such as reactions, polls, emojis and chat messaging.

• Be on time
• Be engaged
  • Share thoughts
  • Participate in discussions and ask questions
  • Limit distractions
• Respectful communication
  • Listen to others
  • Act appropriately
  • Use platform functionality, e.g. raise hand
  • Avoid interrupting others
• Confidential
  • The group is a safe space to share
• Practice good etiquette
  • Mute microphones when not speaking
  • Use cameras to enhance connection with others

• Ensure your technology is simple to set up and use.
• Engage your virtual care manager or lead to support the selection of technology, e.g. wide lens camera, playing videos, large group, use of whiteboard, multi-cameras.
• Provide the consumer with clear instructions on how to use the platform. Offer tutorials or practice sessions before the main first session, and have a support channel for any questions.
• Start the session early, allowing participants to log in for support.
• Give tips on how to maintain privacy for all participants when joining from their home.
• Demonstrate how to use the functionality that you want participants to use.

A hybrid group session will have some participants attending in person and some joining virtually. It should include strategies to support high engagement for all participants, such as:

• providing online participants with resources in advance that will be available to participants attending in person
• introducing a facilitator who is responsible for rotating between in-room and online participants
• using breakout rooms to give those online an opportunity to engage with each other
• muting microphones when not speaking
• being aware of white noise and movement in the room that can be amplified, making it difficult to hear or be distracting for participants online.