Connect groups for real-time co-creation through video, chat, whiteboading and more, then share the output and results.
Set your goals
Successful workshops require a clear alignment on goals and outcomes. This is even more true when running a remote workshop.
Prepare and plan
Virtual workshops require more preparation compared to on-site workshops – account for double to triple the amount of planning and organization typically required.
Remember less is more
When planning activities, consider which techniques are most effective for achieving the desired outcome in each activity. Expect to cover about 1/3 of the activities that you would normally cover in a physical workshop and favor activities that can be done individually. Play music during the silent time!
Plan for interactivity
If your workshop is interaction-heavy, consider the general rule of thumb of 1 facilitator to 6 participants. If a large audience is expected for your workshop, use breakouts.
Use the right tools for the job
When selecting tools to support your workshop, make sure they let participants communicate in real-time and asynchronously if needed. Tools should also help share content, stay organized, and think visually. Make sure you and your workshop support team understand how your tools will work with each other.
Show and tell
Using a collaboration tool like Microsoft Whiteboard is key for engaging participants.
Schedule sessions and breaks
Attention spans tend to wander around the 2-4 hours mark. If possible, consider scheduling segments of the workshop across multiple days or weeks.
Prepare and share all leadership documents to conduct meetings with internal and external board members.
Set up security for confidential materials
Create a team with restricted access and nominate someone to closely monitor access.
Save final files in a secure place
Save key collateral such as presentations and meeting minutes in a secure repository and dedicate one channel for housing it. The planning team can use a separate channel for sharing and collaborating on draft agendas and meeting materials.
Make sure you have guest access
Check your organization’s Teams licensing for guest access to make sure you can invite external participants and prospects to join your Teams channels and meetings.
Limit the chat function
When setting up your Teams conference call, clarify that participants should not use the chat functionality during meetings in order to help avoid record-keeping issues, and consider disabling it if possible. All directors should have the opportunity to speak and participate during calls.
Check connectivity beforehand
Make it as easy as possible for your directors to access documents and join the call. Have the planning team reach out to individual directors ahead of the meeting to check on potential connectivity issues and answer questions on how to access files and meetings.
Share pre-read materials
Pre-read materials can be shared using Director-specific folders within Teams with defined access rights, aligned with best practices in data security.
Identify two facilitators for live sessions
When conducting a live session, it is ideal to have two internal facilitators: one to oversee the session and the other to capture meeting minutes.
Engage with board members
Use interactive techniques and screenshare presentations to help participants easily follow along.