What do three days at an offsite location, 12 Ontario hospital leaders with a common learning objective, and an explicit commitment to confidentiality and trust add up to? “A learning environment of connection and reflection,” says Claire Hefferon Payne, Manager, Leadership Programs at Proximity Institute.

With seven now complete and more in the works, Proximity Roundtables have become a tried-and-true format to engage Ontario hospital leaders in conversation about some of their most pressing dilemmas.

But a Proximity Roundtable is “not just another offsite,” says Anuj Pasrija, member of the Board of Trustees at Lakeridge Health who participated last March alongside other Ontario hospital board members. “I’m used to professional development in ivory towers and hotel board rooms,” he says. “The space, participants, content, and overall design of this event immediately changed my mindset, generating a different kind of energy and enthusiasm to get the most out of the experience.”

The Space and Atmosphere:

Proximity Roundtables are designed to promote informal learning through engaged dialogue. They take place at offsite locations away from the distractions and demands of the workplace and are set up for comfort, almost like a living room.

“The space and atmosphere do a lot of the work, so people stay in the conversation instead of reaching for their phones and laptops,” says Ben Shields, a facilitator who has been involved in Proximity Roundtables since their inception in 2024.

A collection of armchairs – each hand selected by Proximity – are arranged in a circle that is conducive to conversation, and small details are incorporated so it feels different from a classroom or conference. The dress code is always business casual. “I can’t underscore how much thought goes into the details that make people feel comfortable and at ease,” says Jenika Wong, Manager, Leadership Programs. “It’s this comfort that creates openness.”

While not an objective of every Roundtable, the development of a peer network is often an outcome because of how the event is designed. Accommodation is on-site or nearby, and meals are shared together in a family style. “This creates a feeling of togetherness like on a campus, so participants can really get to know one another,” says Jenika.

The Participants:

Roundtables are designed for 10 to 14 participants. The group is big enough to bring forward a range of perspectives and ideas, but small enough for engagement. “It’s a sweet spot where you really can’t get away with not contributing,” says Claire.

Although participants attend from hospitals throughout Ontario, there is a common thread among them that to date has included role accountabilities, development goals, and leadership priorities.

“Because of the diversity of the group, I did a lot of ‘un-learning’,” says Anuj. “The different perspectives and experiences from across the sector really challenged my thinking.”

Everyone from the participants to the Proximity team and speakers sign a confidentiality agreement to allow for ultimate vulnerability and transparency. “What’s said in the circle stays in the circle,” says Ben. “People won’t say anything worth hearing unless they trust that.”

 “It makes for immense learning when nothing is held back,” adds Claire.

The Content:

Roundtables follow a similar format – an opening dinner to get acquainted and set context, a full day of engaged dialogue on different topics and dilemmas, and a morning of reflection. There are no formal presentations, and slides are kept to a minimum or not used at all.

Agenda planning begins with the Roundtable theme, but the content itself stems from two pre-interviews with participants to learn about their experiences, understand their questions, and start to get to know them personally. “Those interviews tell us what each person actually came to work out, so we build the content around their real questions rather than guess at what’s relevant,” says Ben.

“We’ll also throw the agenda out entirely when it’s not working,” he adds. “At one Roundtable, we rewrote it after day one because the group had moved on from where we’d planned to start.”

But the most powerful part? “The guest speakers,” says Anuj. Leaders and experts from inside and outside the sector share openly and engage with participants about their challenges, failures, and learning on the Roundtable theme.

“In leadership, there are no perfect answers,” he says. “These freely shared experiences and unfiltered truths give you the tools to create your own success story.”