Communication Skills Mentoring Program

For Mentors

How to Schedule a Workshop

The following suggestions are offered to assist you in planning your first workshops:

1. Scheduling:
   First - Contact orthopedic residency Program Directors you may already know by phone. Explain the CSMP, and ask to schedule a workshop--- Saturday mornings, 7:30 hot breakfast, 7:50 start time with a 12:20 finish are ideal.

   Don't compromise the 4 1/2 hour time frame. Enlist the P.D. to both advocate, and attend the workshop, and to make attendance by residents mandatory, optional for staff.

   If possible schedule several different residency programs now, rather than one at a time.

   After a successful workshop the P.D. may be interested in sponsoring a subsequent workshop for community orthopedic surgeons as well.

   Next - Call the Presidents for the next state orthopaedic society, regional orthopaedic meetings, or your hospital system and request permission to give a full workshop at the meeting they are hosting. This might be a year or more out. If 4 1/2 hrs is a problem for them, suggest giving the program the day before the regular meeting. Be sure to tell them that the Institute for Heathcare Communication will award 4 hrs of CME credit to all full participants. You want 6 - 30 participants. With appropriate notification (and, if necessary, some arm twisting), you can be assured of a satisfactory level of participation from any just about any organization. Generally, the best communicators will sign up to be in your first workshop with a given organization.

   Finally Notify the AAOS of all scheduled workshops. Our staff will coordinate subsequent evaluations, and make written reports to the AAOS BOD regarding our efforts/accomplishments.

2. The schools/organizations should supply: the meeting room, seating arrangements, projectors, chart paper, and food.

   AAOS, thru our partnership with the Institute for Healthcare Communication, will provide the instructors, workbooks, and educational AV materials.

   Get the name of the residency program coordinator who can make the necessary arrangements, then communicate directly with that staff person as frequently as may be necessary to assure getting needed resources.

3. This is an AV dependent educational workshop, so it's ideal to preview the venue: Check the equipment, projection, lighting, sight lines, etc. in advance. The power point presentation is preferable to the slides, but the projection of power point presentations may not be available or affordable. Don't stand near screens or monitors while they're in use.

4. Food:Hot breakfast, and break refreshments make this educational experience much more palatable for all concerned. Food relaxes tired, anxious physicians and promotes their 'engagement', i.e. "loosens the lips". The early start, and some normal initial participant anxiety make a good breakfast a must.

5. The meeting room should be of appropriate size for your group of 6 - 30 participants, with a flat floor (not a tired lecture hall), and moveable chairs to facilitate small group discussions. The table should be in the same U - shaped configuration you had for your class. Tent cards in front of each participant's place can be hand written by the participant in letters everyone can read. Chart paper is very important for the frustrations exercise, and other instructions. You may wish to write out a timed agenda and post it on the wall to remind you how to pace your workshop.

6. Your first workshop will be supported by a regional Institute staff member, so coordinate that tentative initial date with your staff person before committing to the P.D. Call the support staff member for advice, and ask them to teach part of the workshop with you. I suggest you teach the first half, then divide the second half of the workshop time. You'll learn from their participation, and they will bring energy to the process just when yours in starting to slide a bit.

7. Read the Faculty Leader's Manual carefully, especially the instructions re transitions, and pitfalls for presentations. Example: give the participants two minutes the write notes about frustrating patients before starting the exercise: that will prime the pump, and set the tone of participation for the entire workshop.

8. Style points: Remember that enthusiasm will cover a multitude of glitches and mistakes. Show it in your voice tone, smile, humor, and w/ orthopedic specific examples you share. Present yourself as a learner, who studied communication skills after learning some behaviors you are trying to improve! Appreciate, and then ask help from the participants to answer difficult questions.

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