The Circle Model
Group and Facilitation Guide
(This is a guide to facilitating a Circle Model. To register for click here )
SOME BENEFITS OF CIRCLE MODEL GROUPS:
Role of a Facilitator: The facilitator plays an important role to ensure that Circle group discussions and interactions among members are positive, respectful and convey accurate information.
What qualities does a person need to become a facilitator: A desire to help others, kind, patient, and non-judgmental. You as the facilitator should lead and be there for others. You set the tone. Each group is unique. It takes on its own personality.
Have adequate (does not need to be an expert) basic knowledge of subject Circle Group is about.
Basics of disease, symptoms and outcomes, available treatments and related topics. Some useful resources. If you are not a medical expert you should have a medical advisor available to convey accurate information to members.
AVOID providing medical advice or answers. This does not mean there should not be discussions. Providing inappropriate medical advice could harm members and could also subject the facilitator to risk of legal action.
Medical Information at Meetings
Circle Groups need to have access to expert medical information. Insights from a doctor, nurse, or other qualified medical person with knowledge are essential to ensure that group discussions convey accurate information to members and that members’ questions are answered promptly and accurately. This expert will NOT replace or undermine members’ physicians or provide individual medical advice to members.
If possible, a facilitator will have a medical advisor, as a partner, at all Circle Group meetings. This individual can answer questions as they come up at meetings or correct any information or misconceptions during group discussions.
But for many Circle Group facilitators, having an expert partner present at all meetings will not be possible. Fortunately, there are other ways to make sure accurate information is available to the group. A facilitator may be able to have an expert participate in meetings remotely or through tele-support. Alternately, a facilitator may be able to make arrangements with a doctor, nurse practitioner, or other expert, to be available to speak with the facilitator between meetings. At that time, the expert can answer questions and provide input on topics discussed at the previous meeting, or to be discussed at upcoming sessions. The facilitator can then update the group with the expert’s input by using emails to members between meetings, or by answering questions and adding information at the next meeting of the group.
Be present with the group. Be focused, do not bring any distractions to meetings, no personal feelings. Don’t let this be about you. No cell phones, etc.
Show compassion to all group members, but maintain healthy emotional boundaries. Showing compassion will encourage the development of a cohesive group that can engage in supportive interactions.
Project a positive attitude and healthy energy to the group. As noted above, you set the tone of the group. While a Circle group facilitator cannot be expected to carry the mood of the entire group, his/her attitude will do a great deal to set the tone and energy level of the meeting.
Be open minded and non-judgmental when facilitating. The facilitator must be able to set aside personal prejudices and preferences in order to lead an open and inclusive meeting. The facilitator should watch the reactions of members during discussions that may be particularly sensitive or difficult for some. If one or more members seem distressed by a discussion of a sensitive issue, the facilitator may need to intervene or offer supportive comments to make sure all participants benefit from the session.
Be able to handle conflict and difficult situations at meetings
A variety of difficult situations may arise at Circle group meetings. Ideally, group members will resolve these situations among themselves, but the facilitator must be ready and able to step in to help the group get back on track and restore healthy discussion.
Help Circle group members manage feelings of stigma.
Circle groups show patients that they do not have to deal with their diagnosis and treatment alone. They may also provide opportunities to explore issues of stigma and potential discrimination among peers. Some Circle groups may benefit from presentations by experts on dealing with the social and psychological effects of illnesses or dealing with potential workplace or healthcare discrimination. Your group should decide if these are issues members want to consider together.
Meeting Logistics
How well a Circle group and its meetings are organized and planned will have an impact on the group’s success. The following are suggestions for organizing and running an accessible, comfortable, and useful group.
The Meeting Facility
Having a stable, known location for Circle group meetings is important. You may be able to use a meeting room in a local hospital, clinic, or syringe exchange particularly if you or potential members of the group are patients or are affiliated with the facility. Local public libraries, schools, or other public facilities may also make meeting rooms available for Circle groups.
The specific layout of the meeting room is negotiable. A single meeting table with enough chairs for everyone is generally preferred. Such an arrangement tends to facilitate group discussion (Circle).But other arrangements (e.g. auditorium seating) may be workable as long as members can sit comfortably and see one another during discussions.
Scheduling Meetings
Circle groups can meet weekly or monthly (determined by the individual organization or site), typically for about one hour to one and a half hours. Having a stable, fixed meeting schedule works best. Selecting a day that is easy to remember is also a plus: for example, the first Monday of every month, the last Tuesday of the month, etc. The needs of the majority of members should dictate the start time of meetings.
Meeting Sign In/Attendance List
Most Circle group facilitators pass around a simple sign in sheet at the beginning of each meeting. Attendees provide their names (first only if one is sensitive about being identified) and email addresses. This allows the facilitator to maintain an up-to-date email distribution list to send out updates between meetings and announce future meetings. Articles that may be of interest.
Meeting Announcements
The facilitator can use an email distribution list to announce upcoming meetings and meeting topics to current members. Flyers announcing upcoming meetings can be posted at clinics, doctor’s offices, drop in centers, syringe exchanges, mobile units, and medical centers to make potential new participants aware of the Circle group. Over time, word of mouth will also bring new people to the group.
Outside Speakers
Along with needing ongoing expert medical advice to guide the group, it is very beneficial to have outside speakers make presentations at meetings from time to time. Participants may benefit from presentations by experts on topics such as: treatments, medical developments and testing; the impact of nutrition and treatment success; relaxation, and other lifestyle factors. The group may suggest other topics of interest. Presentations by experts not only educate and empower individuals, but also help make the group more engaged and vibrant. Ask participants what topics they would like to see.
Size of the Group
The size of the group will be driven by needs in your area. If a group becomes too large, however, it may become difficult to manage. In a very large group, some members may not have the opportunity to speak in each discussion and the sense of community of the group may be reduced. In this case, the group may need to be divided into two or more smaller groups. Additional facilitator(s) may need to be identified.
Circle groups often start with just a few members. The facilitator and members should not be worried that the group is too small. Over time, word of mouth, and the use of meeting announcement flyers, as well as social media will very likely bring new members.
Refreshments
There are several ways to obtain refreshments for meetings. Some foundations, organizations, or companies, or the hosting hospital/ clinic may provide refreshments for Circle group meetings. The facilitator may need to submit an application to secure refreshment funding. If this route is taken, it’s important to make sure the company providing funding is not doing so in order to attend meetings and market its products to members of the group. Most organizations will comply with this restriction. If outside funding is not available, members of the group may agree take up a collection to buy refreshments, or take turns providing food and beverages.
Meeting Ground Rules
Almost all Circle groups have rules of some kind to guide the behavior of members. These rules are often well understood by members, but may be virtually unspoken. Some groups may want or need clear and explicit rules, perhaps in written form. The facilitator and members should determine the type of ground rules your group needs, and how they will be communicated to members.
The following are suggested ground rules for patient Circle Groups:
- Partnerships and build community networks, Members can become advocates.
- Proven effective at engaging and retaining people in care and treatment, ultimately empowering them to be able to be active in developing a long term plan and take control of their overall health.
- It is natural for some to have need to want to belong to a “group”.
Role of a Facilitator: The facilitator plays an important role to ensure that Circle group discussions and interactions among members are positive, respectful and convey accurate information.
What qualities does a person need to become a facilitator: A desire to help others, kind, patient, and non-judgmental. You as the facilitator should lead and be there for others. You set the tone. Each group is unique. It takes on its own personality.
Have adequate (does not need to be an expert) basic knowledge of subject Circle Group is about.
Basics of disease, symptoms and outcomes, available treatments and related topics. Some useful resources. If you are not a medical expert you should have a medical advisor available to convey accurate information to members.
AVOID providing medical advice or answers. This does not mean there should not be discussions. Providing inappropriate medical advice could harm members and could also subject the facilitator to risk of legal action.
Medical Information at Meetings
Circle Groups need to have access to expert medical information. Insights from a doctor, nurse, or other qualified medical person with knowledge are essential to ensure that group discussions convey accurate information to members and that members’ questions are answered promptly and accurately. This expert will NOT replace or undermine members’ physicians or provide individual medical advice to members.
If possible, a facilitator will have a medical advisor, as a partner, at all Circle Group meetings. This individual can answer questions as they come up at meetings or correct any information or misconceptions during group discussions.
But for many Circle Group facilitators, having an expert partner present at all meetings will not be possible. Fortunately, there are other ways to make sure accurate information is available to the group. A facilitator may be able to have an expert participate in meetings remotely or through tele-support. Alternately, a facilitator may be able to make arrangements with a doctor, nurse practitioner, or other expert, to be available to speak with the facilitator between meetings. At that time, the expert can answer questions and provide input on topics discussed at the previous meeting, or to be discussed at upcoming sessions. The facilitator can then update the group with the expert’s input by using emails to members between meetings, or by answering questions and adding information at the next meeting of the group.
Be present with the group. Be focused, do not bring any distractions to meetings, no personal feelings. Don’t let this be about you. No cell phones, etc.
Show compassion to all group members, but maintain healthy emotional boundaries. Showing compassion will encourage the development of a cohesive group that can engage in supportive interactions.
Project a positive attitude and healthy energy to the group. As noted above, you set the tone of the group. While a Circle group facilitator cannot be expected to carry the mood of the entire group, his/her attitude will do a great deal to set the tone and energy level of the meeting.
Be open minded and non-judgmental when facilitating. The facilitator must be able to set aside personal prejudices and preferences in order to lead an open and inclusive meeting. The facilitator should watch the reactions of members during discussions that may be particularly sensitive or difficult for some. If one or more members seem distressed by a discussion of a sensitive issue, the facilitator may need to intervene or offer supportive comments to make sure all participants benefit from the session.
Be able to handle conflict and difficult situations at meetings
A variety of difficult situations may arise at Circle group meetings. Ideally, group members will resolve these situations among themselves, but the facilitator must be ready and able to step in to help the group get back on track and restore healthy discussion.
Help Circle group members manage feelings of stigma.
Circle groups show patients that they do not have to deal with their diagnosis and treatment alone. They may also provide opportunities to explore issues of stigma and potential discrimination among peers. Some Circle groups may benefit from presentations by experts on dealing with the social and psychological effects of illnesses or dealing with potential workplace or healthcare discrimination. Your group should decide if these are issues members want to consider together.
Meeting Logistics
How well a Circle group and its meetings are organized and planned will have an impact on the group’s success. The following are suggestions for organizing and running an accessible, comfortable, and useful group.
The Meeting Facility
Having a stable, known location for Circle group meetings is important. You may be able to use a meeting room in a local hospital, clinic, or syringe exchange particularly if you or potential members of the group are patients or are affiliated with the facility. Local public libraries, schools, or other public facilities may also make meeting rooms available for Circle groups.
The specific layout of the meeting room is negotiable. A single meeting table with enough chairs for everyone is generally preferred. Such an arrangement tends to facilitate group discussion (Circle).But other arrangements (e.g. auditorium seating) may be workable as long as members can sit comfortably and see one another during discussions.
Scheduling Meetings
Circle groups can meet weekly or monthly (determined by the individual organization or site), typically for about one hour to one and a half hours. Having a stable, fixed meeting schedule works best. Selecting a day that is easy to remember is also a plus: for example, the first Monday of every month, the last Tuesday of the month, etc. The needs of the majority of members should dictate the start time of meetings.
Meeting Sign In/Attendance List
Most Circle group facilitators pass around a simple sign in sheet at the beginning of each meeting. Attendees provide their names (first only if one is sensitive about being identified) and email addresses. This allows the facilitator to maintain an up-to-date email distribution list to send out updates between meetings and announce future meetings. Articles that may be of interest.
Meeting Announcements
The facilitator can use an email distribution list to announce upcoming meetings and meeting topics to current members. Flyers announcing upcoming meetings can be posted at clinics, doctor’s offices, drop in centers, syringe exchanges, mobile units, and medical centers to make potential new participants aware of the Circle group. Over time, word of mouth will also bring new people to the group.
Outside Speakers
Along with needing ongoing expert medical advice to guide the group, it is very beneficial to have outside speakers make presentations at meetings from time to time. Participants may benefit from presentations by experts on topics such as: treatments, medical developments and testing; the impact of nutrition and treatment success; relaxation, and other lifestyle factors. The group may suggest other topics of interest. Presentations by experts not only educate and empower individuals, but also help make the group more engaged and vibrant. Ask participants what topics they would like to see.
Size of the Group
The size of the group will be driven by needs in your area. If a group becomes too large, however, it may become difficult to manage. In a very large group, some members may not have the opportunity to speak in each discussion and the sense of community of the group may be reduced. In this case, the group may need to be divided into two or more smaller groups. Additional facilitator(s) may need to be identified.
Circle groups often start with just a few members. The facilitator and members should not be worried that the group is too small. Over time, word of mouth, and the use of meeting announcement flyers, as well as social media will very likely bring new members.
Refreshments
There are several ways to obtain refreshments for meetings. Some foundations, organizations, or companies, or the hosting hospital/ clinic may provide refreshments for Circle group meetings. The facilitator may need to submit an application to secure refreshment funding. If this route is taken, it’s important to make sure the company providing funding is not doing so in order to attend meetings and market its products to members of the group. Most organizations will comply with this restriction. If outside funding is not available, members of the group may agree take up a collection to buy refreshments, or take turns providing food and beverages.
Meeting Ground Rules
Almost all Circle groups have rules of some kind to guide the behavior of members. These rules are often well understood by members, but may be virtually unspoken. Some groups may want or need clear and explicit rules, perhaps in written form. The facilitator and members should determine the type of ground rules your group needs, and how they will be communicated to members.
The following are suggested ground rules for patient Circle Groups:
- Confidentiality - This is a critical rule for the facilitator and all members of the group. What is discussed at a Circle Group meeting stays at the meeting. Members must understand that discussions at meetings are confidential and sensitive. The identity of members of the group, and the issues and concerns expressed at meetings, are not to be shared with members’ family, friends and associates. Group members should also be aware that some members may be sensitive about having a disease and their membership in a Circle Group. If members encounter one another outside of meetings, they must be aware of potential sensitivities and not announce seeing them in the group to non-members.
- On-Time Arrival - Members should respect one another and arrive at Circle Group meetings on time. Late arrivals can disrupt discussions and presentations.
- One Person Speaks at a Time - It is important for members to hear and respect one another’s ideas and views. Each member should be permitted to complete his/her statement or question on a topic before another member speaks.
- No Side Conversations - Members should not engage in private, side conversations during meeting discussions and presentations. This behavior can interrupt group discussions and undermine the cohesiveness of the group.
- Equal Time for All Members - Every member of the Circle Group should have the opportunity to add his/her views to discussions and to ask questions at meetings. The facilitator, as well as members, should make sure that more members are encouraged to participate in discussions. Members who take excessive time during discussions can be gently reminded that everyone should be given the chance to speak.
- Ending a Meeting - Your Circle Group will develop its own procedures and traditions – its own “personality”. Some Circle Group facilitators end meetings with a quick go-around to make sure all members’ questions and concerns have been addressed at the meeting. Others may want to discuss potential topics and presentations for future meetings. Some end with a prayer. However you decide to end each session, if members feel included in the group -- and in setting its direction – the meeting will end well.