Most of our member teams find that holding Schwartz Rounds at regular and predictable intervals supports healthy engagement and participation. If possible, schedule Schwartz Rounds for the calendar year, or at least a few months in advance, to enable staff to save the date on their calendars. We’ve even heard of staff members taking a day off so that they’ll be able to guarantee availability for Schwartz Rounds!

When you think about the timing of your Schwartz Rounds, consider the daily flow of meetings and work schedules of staff at your organization.

• If there are existing meetings that draw large numbers of participants, avoid scheduling Schwartz Rounds at the same time.
• Consider the audiences you are trying to reach and determine when those participants may be most able to join Schwartz Rounds.
• For some organizations, the lunch hour, from noon to 1 p.m., is when many people can break from their responsibilities and join Schwartz Rounds. If hosting Schwartz Rounds at the lunch hour, we recommend providing lunch (if possible) or letting participants know they can bring lunch.
• Some organizations find that scheduling works best for them at the beginning of the day, late in the day, or between shifts.

Finding a time when everyone is available to attend Schwartz Rounds is unrealistic; however, the Planning Committee needs to be mindful of scheduling to promote inclusion across multiple disciplines.

Some tips and strategies for scheduling are:

• Utilize the lunch hour.
• Explore the possibility of “borrowing” a time that’s been reserved for Grand Rounds or a resident conference.
• Rotate times (early morning, lunch, evening) so that different staff can attend.
• Ask managers if they are willing to cover for floor staff or rotate coverage during Schwartz Rounds to improve access for bedside staff.

You might also consider hosting a Virtual Schwartz Rounds (VSR) periodically to enable more staff to attend. It is sometimes easier for staff to log in to VSR from their homes, offices, or mobile devices, so these sessions can enable Schwartz Rounds access for staff members who are not typically able to participate. VSR will not replicate the experience of in-person Schwartz Rounds, but they can offer an opportunity to create connections and foster compassion in your organization. Before hosting a Virtual Schwartz Rounds, please complete our Virtual Schwartz Rounds Training for guidance on planning and facilitation.

If a Schwartz Rounds topic is specific to a unit or team, ensure that the scheduling works well for them and reach out to that team’s management to coordinate the timing. Before hosting a Unit-Based Schwartz Rounds, please complete Unit-Based Schwartz Rounds Training for guidance on planning and facilitation.

Most teams find that it takes up to two to three months after their New Member Orientation & Training before they are prepared to host their first Schwartz Rounds. During this time, you will convene the Planning Committee, choose a topic, engage with panelists, and launch a marketing and communications campaign.

Consider:

• ​What time will work best for the broadest cross-section of staff?
• When will our Leadership Team and Planning Committee be prepared to host our first Schwartz Rounds?

How Schwartz Rounds look will vary from organization to organization. Most organizations choose to hold Schwartz Rounds in the largest available space; others must make do with whatever space is available. Some organizations host Schwartz Rounds in large auditoriums and position the panelists on a stage. Other organizations have more intimate Schwartz Rounds, setting chairs in a circle so that everyone is facing each other.

Whatever you choose, your Schwartz Rounds should take place in a space that is welcoming and comfortable for the participants and will foster conversation among participants.

• Ensure that there are microphones available for panelists and participants, especially for larger spaces and audiences.
• Set up a welcome table outside the room to provide information about Schwartz Rounds and employee support resources and to keep a sign-in sheet to track attendance.
• If you provide food, ensure that the quantity is sufficient and that you have taken into account special dietary restrictions.

Consider:

• What spaces are available?
• How many participants do we expect?
• How can we create a comfortable, welcoming, and safe-feeling space?
• What is our budget for food and beverage?
• Who can support our team with audiovisual and information technology?