If this "everyday" process is now suddenly to take place in the digital, many wonder how this is supposed to work at all. But even for "remote" workshops, there are nowadays many digital solutions with which we can stick "sticky notes" on digital whiteboards; draw them, merge them and, of course, evaluate them. A bigger challenge is communication. The exchange that takes place in the analog when brainwriting, sticking notes or even labeling the flipchart must now somehow take place in the digital. This exchange is precisely what makes a workshop so effective.
One of the biggest challenges is therefore probably not finding the right tool or working on something with the participants, but rather the moderation, which must ensure sufficient discussion, promote a certain level of interaction and collaboration - and without seeing the participants.
For a moderator, this can be a challenge, as he/she does not see his/her participants and their reaction.
10 hacks to make workshop moderation easier for you:
- Audio channel:It is recommended to use an audio channel in addition to a visual working environment. This offers the opportunity to talk about topics, clarify ambiguities or even discuss topics.
- Atmosphere: Before everyone is logged in, the moderator can use the time for small talk (Where are you sitting? What are you watching? What was your highlight this week?) or anecdotes to create a more personal atmosphere. Especially in times of digital formats, we need human interaction and closeness. At the same time, this time can be used to check whether the technology is working and support if necessary (background noise, camera, etc.)
- round of introductions: The round of introductions (name, company, why you are in the meeting) can also create closeness and gives a voice a "picture". In order not to skip any participant, it offers itself here to ask the participants after the row to introduce themselves.
- Chat: Often there is the possibility to additionally use a chat in the process. So the participants/inside, which do not get to speak on the phone, can always communicate. Here it may be helpful to appoint a co-moderator who keeps an eye on the chat and gives the floor or reads out the question.
- Confidential data: The participants should generally be informed at the beginning, if the chat, sound, etc.. will be recorded and stored (if necessary, with the request not to post confidential or antitrust information).
- Duration: Remote working can be more exhausting for many than in analog work. Therefore, time slots should not be longer than two hours and workshops should be spread over several days if necessary. This not only relieves the moderator, but also the participants.
- Interaction: But even two hours can be long. The participants should ideally be kept with variety and interaction at the rod e.g. with a quiz or a vote. This is also where a change in working methods comes in handy. For example, have your participants work silently during brainwriting. After a specified time, you can then cluster the results with the participants/inside in discussion and discuss ambiguities.
- Feedback: As a moderator, ask for specific feedback. "Are you done?", "Do you still have open points?" or even a "Do you still have questions?" helps to find the right time for further work without a participant feeling forgotten.
- Preparation: To ensure that the workshop gets to work quickly, it can be useful to pre-record a planned lecture for knowledge transfer (so that everyone is on the same level of knowledge), so that the participants can watch it at their desired time. Thus, a short impulse at the beginning of the workshop is sufficient.
- Time management: The planned time should be kept in any case. Too long speeches should be interrupted charmingly if necessary (e.g., the moderator could point out that he/she must ensure balance and would like to hear the contribution from another person).
The choice of the right workshop tools
Overall, when choosing the tools, the methods and the participants, care should be taken that...
- everything is easy to handle, so that the participants do not have to download many programs first or require these special requirements on the PC. (Communicate in advance in the invitation, which tools are required, e.g. camera, headset, etc.; if necessary, carry out a technology check with inexperienced people before the appointment.)
- one chooses methods, which also include a part of "still work" in the analog workshop.
- there are not too many participants (guideline is 8 people; with a higher number, the interaction becomes much more complex). The following questions should be clarified here: Who should not be absent from the workshop? Who contributes something meaningful? In a digital workshop, it is even more important to think through the selection of participants well.
So if you pay attention to a few points and conduct a test workshop in advance, a digital workshop can also bring great success. Invite a few colleagues/inside and test your idea of digital workshop. As a facilitator, get rid of the feeling that the workshop has to take place one-to-one as in analog. Feel free to improvise and ask questions, and if you have a technical mishap or get lost, it will lighten the mood. Approach the topic with fun and dare. Then you can take advantage of a workshop and its benefits even in your home office and continue the creative process. After all, new ideas are always an important basic building block for change and adaptation.