You heard it here first. I’m making the prediction that ‘Zoom’ will become one of the official words of 2020. Whether used in its native noun form, as a verb (“I’m all Zoomed out”), or as a description of a new wave of exceptionally computer literate older folks (“Zoomers”), Zoom has unequivocally taken over our lives. And as a business who relies primarily on client meetings and workshops to pay the bills, we’ve learned a thing or two over the last 8 weeks (8 weeks!) of online facilitation.

One of the ingredients to our secret sauce is extremely high-touch, dynamic, abstract workshops. In a world where even writing the words ‘high-touch’ seems a faux pas, we had to quickly discover how (and how not) to bring our magic online. We’re pleased to say that we now have a range of successful online workshops under our belt – from cohort-based training sessions to design thinking strategic sessions. Here’s some of the things we’ve learned!

#1 The Importance of Checking In

Empathy, vulnerability, and connection are critical pieces to creating workshops that deliver. Unfortunately, these are the elements we most often see left out of online workshops, as organizers forget to consider the value of pre-workshop banter, and impromptu conversations struck up during breaks or after the session. While many organizers strive to bring in space to connect through the chat window, or 90 second 'break-outs', we find the most value in creating lots of space in the agenda to check in, and establish group norms for the work to come. Check ins should not only cover the simple introductions (name, company), but set the stage for transparency, candour, and trust throughout the rest of the day. 

The most valuable question? A simple “How are you feeling” goes a long way. 

#2 Cameras on, Mics... on?

In any online session where interaction and participation is expected, setting the expectation that participants are on video goes miles. Almost 93% of human communication is non-verbal, and visual cues provide essential feedback to both participants and facilitators. That’s why almost every meeting invite in my inbox contains some form of “Join on video if you can. We’d love to see your lovely faces!”

On the other hand, those same invites often say “Keep your mic off as you join the session.” After the past 8 weeks of delivering online sessions, I’m going to disagree with this one. Of course if there’s lots of background noise, having your mic off is a good idea. But if you are in a generally quiet background and there’s less than 20 people on the line, I say keep it on! Why? Of the 93% of communication that is non-verbal, 55% is visual… and 38% is vocal. If you can manage it and the workshop goals allow, having mics on better replicates human communication, eases conversation, and gives your host the feedback that they need.

(Of course, the above tip comes with the big qualifier “if possible”. Given the uncertain work environments we now find ourselves in (kids, dogs, poor internet, limited workspace), it’s sometimes not possible to have either cameras or mics on. So, make it a request, not a requirement.)

#3 Powerpoint is a Tool, not a Background

Continuing on the theme of creating trust, vulnerability, and connection, keep the slides to a minimum. In in-person workshops, we frequently have a background slide for just about every activity we do, but when we’re online, those slides compete for vital screen-space. We’d rather see more of your faces then more of our slides. 

Think of it this way, when you’re presenting (delivering information one-way), slides are fine. But as soon as you open up to a larger conversation, turn off the screen share, and go back to gallery view. This enables all participants to see one another, fostering more natural conversation and connection.

#4 Schedule Breaks. Lots of them.

There’s a reason we’re all Zoomed out. Many of us have moved from workplaces full of people to turn around and chat with, to full days of screen time, where the only way to continue to have those chats, is also on the screen. It’s exhausting: for our eyes, our brains, and our energy reserves. As we deliver online workshops, we know we’re contributing to the problems of screen time. The best we can do is build in lots of breaks, send agendas in advance, and stick to them. 

There’s lots of advice out there for how often to have breaks. We strive for a short break every 40 minutes or so, a longer break (15 minutes) every two hours, and a full lunch break. And while we love to sit and chat during breaks, we strongly encourage that breaks are not for more screen time. Walk around the block. Take a stretch. Have a mini dance party. And if all else fails, practice the 20/20/20 rule: Every 20 minutes, focus on an item 20 feet away, for at least 20 seconds. 

#5 The Importance of Checking Out

Finally, we’re back where we started. As important as it is to check in, its equally important to check out. We like to schedule at least 20-30 minutes to check-out, allowing each participant the opportunity to share insights and learnings from the day, and offer next steps. Having participants on microphone, rather than chat, gives each person a chance to feel included and valued, and have their voice – literally – heard. If time is more compressed, this can also be done in break-out rooms, but the fullest value comes from coming together as a group and sharing an experience together.

Here are a few (very simple) questions we love!

• What did you learn?

• Did you have any eureka moments? 

• What is a number and a word that represents where you’re at?

• What worked today and what didn’t? (Our best teachers are our participants. Given the opportunity, they will help us improve our sessions!)

•  And, our favourite… How are you feeling?

The advice we’ve given contradicts many of the trends we see in workshop advice, which focus on creating the quickest, most efficient use of time. But perhaps another approach is needed, one that focuses on emotional tone of the meeting, not only the content and tools. For truly human-centered workshops, we think a more human-centered approach is warranted. 

Did we miss anything? What are your top tips for conducting (or participating!) in workshops online?