How can you use technology to enhance your facilitated sessions?

In my early days of digital facilitation, I once overcomplicated a session with too many flashy tools, only to produce simplicity often trumps complexity. The right tool isn't always the most sophisticated. It's the one that meets your session's goals and your audience's comfort level. I've found that a straightforward poll or a shared document can sometimes engage participants more effectively than the latest tech craze.

Workshop outcomes and participant technical literacy are paramount when choosing facilitation tools. My go-to is the virtual whiteboard, allowing me to create bespoke templates with hand-drawn visuals and leverage built-in features like emojis, dot voting, and timers. I've also explored 3D VR sessions for an immersive experience, but I acknowledge its current technical limitations. When it comes to hybrid settings, I find apps that allow picture capture and sharing to be invaluable in creating an accessible and consistent environment for all participants (especially for Design Thinking).

It indeed is of utmost importance to find the right tools. The right tools are either the ones your customers already use and are accustomed to, which makes things smoother, such as also new, fun, and inspiring tools. The art is finding the right balance between those two, and the ones you can play well and suit to your facilitation style. I try out new tools occasionally to get to know their potential for usage and combine them in different, unknown ways. I primarily watch out for cool features, and integrated solutions with APIs to always have the data in an applicable form.

Technology can enhance facilitated sessions by providing interactive tools like virtual whiteboards, polling apps, and collaborative documents for real-time engagement. Video conferencing platforms enable seamless communication, while breakout rooms foster small-group discussions. Augmented reality (AR) and virtual reality (VR) can create immersive learning experiences. Furthermore, learning management systems (LMS) offer resources for pre- and post-session activities, fostering continuous learning. Leveraging technology boosts engagement, interactivity, and accessibility, enhancing the overall effectiveness of facilitated sessions.

Starting pandemic, we have learned how useful online sessions are. Step by step, we were discovering interesting tools to apply in such sessions. What about now, when we came back to our regular life? I have learned that a misconception about using our digital skills emerged, considering that digital is for online only. Wrong. We can add digital tools in offline group sessions, because everybody owns a smartphone now and there are a lot of cool apps to use in order to engage the group. Get to know each other, sharing expectations, treasure hunts, or simply evaluation - there are just some examples of moments you should design differently with the use of digital tools.

Remember that there are different phases to the facilitated session. There's pre, during and post-session. It might be that using something like Mural/Miro etc for asynchronous interaction before and after the session itself is appropriate, and helps attendees reach a common level of understanding and engaging in the lead up to the session, while post-session asynchronous interaction might provide time for capturing reflection and feedback.

To create engaging sessions, consider: 1.Start with connection: Use icebreakers and introduce tools to engage participants. Embrace diverse learning: Use different tools and formats to accommodate different learning styles. 2.Balance group and individual work: Mix synchronous and asynchronous activities to optimize time and energy. 3.Encourage participation and feedback: Set clear expectations and provide opportunities for continuous input and reflection. 4.Continuously improve: Plan effectively using session templates and learn from each session through feedback forms. By prioritising interaction, accommodating diverse needs, and incorporating feedback, you can create engaging sessions that empower participants and address meeting fatigue.

Remember when “raising hands” went from a physical gesture to a digital icon? That shift underlines the importance of designing for interaction in the digital age. I've learned that the key to engaging sessions isn't just the tools you use, but how you use them to foster dialogue. It's about creating spaces where everyone feels heard, from chat boxes to breakout rooms, making each session a co-created experience.

Utilize tools like Mentimeter, Poll Everywhere, or Slido to create interactive polls, quizzes, and surveys during your session. This encourages audience participation and provides real-time feedback. You can also implement audience response systems like TurningPoint or Poll Everywhere to gather instant feedback from participants on specific topics or questions posed during the session. Lastly, include gamification elements using platforms like Kahoot or Quizizz to make learning more engaging and fun. You can create quizzes related to the session topic and offer rewards or recognition for top performers.

I find it useful to follow a season model or curve model in my sessions. So 1. allowing people to arrive and land 2.moving into the hot topic, few tools here, but more straightforward 3. dealing with the hot topic, doing and exercise, moving or similar 4. reframing, checking for takeaways (you can use some online tools here) and 5. decide what and how to practice (commitment phase) . 6. saying good (great online tools here!)

If there's one thing tech has taught me, it's to expect the unexpected. From Wi-Fi woes to software surprises, being ready to pivot is part of the facilitation playbook. I once had to switch from a glitchy video call to an impromptu audio-only session. It turned into a podcast-style discussion that participants loved for its intimacy and focus. Sometimes, plan B becomes plan A+ with a little creativity and adaptability.

You definitely need quite some impro skills here, because people tend to freeze when tech stops helping and get quickly disconnected or go back to their own bubble. First rule: no panic, have fun, tech happens and people can get emotional. Sessions are like couple dancing: get ready and don't forget to keep on moving ;-)

Always have a backup plan in advance just in case your preferred tool is not cooperating or the connection is low during session. Also, have a backup plan for participants who have issues and for some reason can′t reach the tool you are using. Perhaps, they can send something in the chat instead and your co-facilitator can add the ideas for them on the board? There are many things that might happen, but if prepared you can focus on the facilitation rather than tech during session.

Practice, practice, practice! By the time you use a tool with a client or a team, you need to be confident in the technology and what it can (and can't do). Also, there are times when simpler is better. I have seen so many facilitators use "bells and whistles" because they were available, not because they were beneficial in achieving the outcomes of the meeting. As an example, when I am facilitating leadership offsites, I don't use a slide deck. Any time that leaders are looking at the slides is time that they aren't looking at each other and connecting. Let the desired outcome drive what (if any!) tools you use, instead of the other way around.