— Thursday, 7.30pm
“Thank God tomorrow is a holiday!” — Beta saying this to me was the third cue we were burned out. The first one was skipping lunch for 4 days in a row. The second was working 9+ hours every day.
Here are ten ways to make remote workshops easier for yourself; born out of the personal experience. We learned this the hard way, you be smart and learn it the easy way.
Don’t get yourself into this situation: the client forwards you two years worth of customer research. Clients believe that “everything is there, you just need to read it through.” We tried to read AND understand it all — mission impossible. Unlike the client, we (as well as you probably) don’t have business knowledge that would guide us to insights.
What to do? Send the client a structured checklist (feel free to use ours) and tell them they should make a presentation deck that answers all those questions. Tell them to be brief and keep it visually simple.
You’ll need to be able to rely on your partner and be ready to jump in at a moment's notice. Study workshop exercises: know their flow and goal. Make sure both team members leading the workshop know all the planned exercises.
Prevent exhaustion by switching between the moderator and facilitator roles. Moderator is the one talking, leading the exercise, and encouraging participants to, well… participate. Facilitator is not a bench position. They need to keep tabs on discussion, note anything that’s important and possibly prepare materials for the next exercise. Switching will keep you fresh for exercises you’re moderating by giving you time to charge your batteries when you're facilitating.
(Wo)man plans, God laughs. Well, design Gods had a wonderful time with our workshop. The client's team couldn't open Figma nor Zoom due to IT security restrictions. Cue panic attack. We googled solutions on-site in real-time. Panic keystrokes led to these discoveries.
? Zoom: Whereby (no install needed, our favorite), Jitsi, Meetup (G Suite)
?Figma: Miro, Jamboard (G Suite), mural.co
How did it go? They all used Zoom on their iPads. We couldn't solve the problem with Figma, so we gave them "pen-paper-photo" homework. It even helped participants be more creative. Sometimes it pays off to go analog.
I (Beta) lived 300 m (less than 1000 feet) from my high school. Do you know who was always 5 minutes late for class? My friend Josephine. She lived 200 m from school. And I, of course. Remote workshops are always “one click away”, meaning people will postpone getting there until they’re late. It happened 7/7 days of our workshop.
Shuffle exercise or skip them if you already got that insight. And for each day plan 30 minutes buffer time. Focus on the main problems you are trying to solve rather than covering everything. If you get the core things right, everything else will fall into place. Prepare “nice to have” exercises (like tone and voice) in case you have some extra time.
As you probably know: Participants aren’t that pumped at the beginning of in-person workshops – and even less when it comes to remote workshops. How to tackle that?
Do what you would normally do, have an ice-breaking activity, just a digital one. In our case, we asked participants to write down their three favourite dishes on post-its and move them into the correct cuisine rectangle. The topic will spark some jokes and most importantly, raise everyone’s spirits. All the while they’ll learn how to duplicate post-its, write on them and move them around the board. Win-win.
Have you ever watched sports on mute? It’s boring. It’s the commentator that gets you immersed. Utilize that in your remote workshop. For the first 3 activities, we needed hydraulics just to get a “yes/no” out of participants.
Then it hit us: what if we made 1 (or 2) of them commentators? They would be appointed to talk to us, discuss, and provide us with their insights. Listening to their colleagues talk will spring others into action – it’s likely they'll expand on something.
We’ve all done it in college: Blend in with the mass of other students at the lecture and not pay attention. The same thing happens when everyone’s cameras are off.
Asking people to switch them on has several benefits for you as a workshop moderator:
Sometimes, getting workshop participants to talk can be difficult. Other times, it might be hard to get them to stop. You could run into one of their long-lasting internal struggles. Everyone starts discussing something that’s important business-wise but is not making you any wiser.
In those situations, having a “for later” page/board in Figma was a lifesaver. Magic words when we felt control slipping away from us: “How about we put this on the Important issues board and get back to it at the end of our workshop?”
In a live workshop, we would usually step outside for a second and silently coordinate about what to do next. Being on a video call makes that hardly possible.
We used Slack as a back channel. Skype or any kind of chatting tool will be just as fine. Btw, turn your notifications off when screen sharing. Don’t want your clients to see what kinds of profanities get shared on #bad_jokes channel. Chatting in Slack helped us keep things flowing smoothly and monitor the workshop's progress. It’s also great for ventilating your frustrations and encouraging each other. Believe us; you’ll need it.
In previous remote workshops, we noticed that the duration of 2-4 hours was the sweet spot. Everyone’s brains turn into mashed potatoes after that. That’s why we opted for shorter workshop duration, but more instances overall.
We used the rest of the daily hours to summarize the work completed so far. Starting each day with a summary of the previous day gives participants the feeling of progress and energizes them for the day ahead.