Creating a thoughtful and engaging workshop for your peers and clients can be challenging in the best of times. Now we’re faced with organizing and facilitating a remote collaborative workshop using technology. But what make workshops special is sharing ideas through thought-provoking activities, building outcomes to launch your project forward, and kickstarting a positive team dynamic. That’s a lot to accomplish over the phone.
The first step? Embrace being remote. We’re now all on the same playing field. Each of us is working from our home offices, kitchen tables or makeshift desks in our spare bedrooms (with our pets keeping our feet warm). Remember that your attendees want your workshop to succeed. So rather than shoehorning the ideas and practices of an in-person workshop into your remote workshop, think differently, and embrace the tools and technologies that are at your disposal.
Planning is everything. Getting everything set up correctly in advance will allow your participants to focus on the content and one another.
1. Do not schedule a full-day workshop: Split up the time you need into four-hour sessions max, and spread them out over multiple days. You’ll end up with a more focused audience ready to participate. Plus, this will help folks in different time zones.
2. Dry runs are important: You know that awkward silence when you flip slides because someone on your team doesn’t know it’s their turn? That’s what a run-through can help prevent. It’s important for everyone to understand their role heading into the workshop. You have enough technical difficulties to be worried about without having to worry about human error.
3. Nominate two facilitators: One teammate will facilitate and present content, and the other can manage the chat, run the screenshare, record the sessions, watch the time, and take notes.
Bonus tip: Record your workshop by agenda item so you can more quickly refer back to sections of your workshop. Did you know that Zoom users can get a text transcription of the workshop that can be searched later? And take screenshots often. It’s the best way to capture the experience, and they may come in handy in the future.
4. Introduce and set up your tools in advance: Make sure that your participants can access your screenshare, and have whatever remote tools you need downloaded and configured before the workshop. Eliminate as many potential hiccups in advance so you can keep everyone focused on what’s important.
5. Build in time for internal sidebar conversations: Without being in a room with one another, you will lose the opportunity for quick sidebars, synthesis, and pivoting conversations. Have a back channel available where you can quickly communicate with your team, and make sure you schedule your debriefs in advance so you can quickly chat with your team during breaks.
Participation. We know what you’re thinking. Everyone is working from home, they’re more easily distracted, and they’ll feel less pressure to participate. But it’s about creating participation, not forcing it.
1. Icebreakers are important. Icebreakers set the tone and are an easy way to incorporate some fun before you get down to business. Think of an interactive icebreaker. Maybe a scavenger hunt around the house? Introducing your pet? Or think of ways you can leverage your remote tools with your icebreaker to get your participants familiar with the technology (Pictionary, anyone?).
2. Smile, you’re on camera. Everyone should be on camera. Not only does it make for a more intimate and collaborative experience, but it also ensures that you have everyone’s attention. Use the “Brady Bunch” view so you’re able to see the whole gang.
3. Say people’s names more. You lose the ability to make eye contact, so ask your attendees to get in the habit of saying people’s names more if they are speaking to someone or asking someone a question.
4. Find tools for remote collaboration: Some screensharing platforms have collaboration features you likely haven’t tried using before. For example, Zoom allows for polling, different types of annotation functions, and breakout rooms (we’ll get to that in a second). Mural and Miro are two online collaborative workspace tools that allow for that true Post-it wielding, whiteboard experience.
5. You can still break out into groups for breakout sessions. Don’t eliminate the idea of splitting up into groups or breakout sessions. If you’re using Zoom, the host can enable Breakout Rooms, which will allow your participants to separate into groups — all without leaving the Zoom meeting. The host can control the number of breakout rooms, who can join them, and how much time is allowed for group thinking before it’s time to circle back with the full team.
Bonus tip: Have a lot of attendees? Organize people into groups ahead of time, and give each group fun titles (e.g., Blue Barracudas, The Rolling Phones, Dunder Mifflin). It’ll help keep things organized and will be easier to communicate to a large party.
If you’re used to being together in the same room for workshops, this undoubtedly will feel different from an environment, participation, tools, and methods standpoint. But by embracing the differences and realities of working remote, you’ll create the best experience you can given our new situation. And hey, at least you’ll save a few dollars on office supplies.
Author: Chris Arcari, Senior Engagement Manager
As a Senior Engagement Manager at Ogilvy, Chris is passionate about delivering seamless client experiences and creating collaborative atmospheres for his project teams to thrive in. He enjoys solving problems before they happen and guiding clients to the finish line of complex digital initiatives. Chris’s experience includes digital transformations, design systems, and data strategy. He has partnered with companies including AmerisourceBergen, American Express, Pfizer, and IBM.
Author: Mason Magyar, Principal Experience Designer
Mason is currently a Principal Experience Designer at Ogilvy in Denver and has devoted 18 years to creating meaningful interactions and leading design teams to help make digital tools and services for human beings. His focus has been working within the financial services, energy, and aerospace fields for B2B and B2C clients such as Willis Towers Watson, PwC, Mikimoto, Yingli Solar, and Cessna Aircraft.
