Step 2 – Finding Group Members & Getting Going

How to Find Members

One of the best ways of getting the message out about your group is to tell people about it.

Talk to others who may have an interest in the same issue.
Speak to health professionals such as your GP or community health nurse as well as appropriate community organisations. They may be able to pass along information to potential members.

Create an attractive flyer to place in libraries, churches, schools, community and shopping centres or appropriate places such as clinics, hospitals or mental health centres. Remember to first ask permission.

Run a free ad in Community Newspapers under the ‘Diary of Events’ section or approach your local paper and ask them to write a story about your group. Visit www.communitynews.com.au. Radio and Newspapers are always on the lookout for “human interest’ stories. Find out which ones have an interest in health, social services or community activities and build a relationship with them. They may not only assist you in finding members, but may also be happy to follow the progress of your group over time.

For more information on promoting your group see Step 3 – Maintaining & Growing the Group.

Contact ConnectGroups for help with developing your flyer and for links to media contacts and appropriate community organisations.

Your First Meeting

There is no right way to run a meeting. Be creative, or if you are nervous, work from a guide or agenda, as this can help reduce nerves and keeps the group focused.

If it is a sensitive topic you might hold an informal meeting where people share experiences over a cup of coffee. If the issue is more common, you might hold your first meeting in a park or at a cafe. The possibilities are endless.

Ensure that the meeting takes place in a relaxed, safe and friendly environment. Remember people are often sharing their experiences for the first time.

A Suggested Format for Meetings

Meet and Greet

Greet people as they arrive
Offer them tea or coffee
Provide name tags or a sign-in sheet if appropriate
Hand out a basic Information Pack, including items such as the Statement of Purpose, Aims and Objectives, a copy of the group’s rules and services, telephone numbers for professional referrals and a Disclaimer, if appropriate.

Welcome

Open with a brief welcome and start on time
Introduce yourself
Explain the location of the toilet and kitchen facilities
Clarify smoking and non-smoking areas
Decide if you will ask for donations for refreshments
State the purpose of the meeting – make the organisation of the meetings the topic for your first meeting
Note the closing time for the meeting

‘Round Robin’ Introductions

Go around the room and ask people to introduce themselves
Ask them to state their name, their reason for coming to the meeting and what they hope to achieve
Some people may prefer not to share their name or personal information at this stage, so let them know that sharing is not compulsory

Establish Ground Rules

Ground rules create a safe, supportive environment for all group members. It is important that these rules are established in the early stages of group development so that members develop a sense of trust when sharing personal information. Some examples of ground rules:

Confidentiality

Confidentiality is the most crucial of ground rules. It is vital to recognise that some people don’t mind if others know they belong to a Support Group, but others do have a need for privacy. Members need to know that what they say will be kept private and inside the group.

Confidentiality is the right of all group members, and when confidentiality is broken, the group needs to decide what action to take. It is important to console the person affected, and to minimize any possible impact.

One person speaks at a time

It is important that all members are given an opportunity to speak and be heard. It may be a good idea to allow each person 5 minutes to speak without interruption. It is important to listen to each other with respect, and allow expressions of feelings without threats or criticisms by others. Groups should agree that put downs, personal attacks and sarcasm are not appropriate for group meetings.

Starting and finishing meetings on time

Start and finish meetings on time. While some members may be flexible about times, it is important to recognise that others have busier schedules and may need to organise their lives around meeting times.

Brainstorm Aims and Objectives

Aims and objectives are a list of things your group wants to achieve. They provide guidelines and are a useful way of identifying your group to prospective members, health professionals and service providers. Have a brainstorming session to identify your goals and objectives, and then narrow the list to the main goals that are achievable. As the group grows, members might consider new projects or directions.

Closing the Meeting

Have a ‘Round Robin’ to allow members to comment on one positive aspect of the meeting as well as on one aspect they found challenging. Ensure each person is allowed to speak and be heard. This gives everyone food for thought for the next meeting.

Set a date, time and place for the next meeting and delegate any tasks. After the first few meetings, decide how often the group will meet, and get input from all members. Try and keep the meetings at the same time, day of the week and venue if possible. This allows members to plan their lives accordingly.

Ensure that people know they have the opportunity to attend a few meetings before feeling obliged to join.

If all members agree, exchange phone numbers.
Thank people for coming.