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What are the best practices for adapting your workshop to virtual formats?

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If you are a workshop facilitator, you might have faced the challenge of adapting your in-person sessions to virtual formats due to the pandemic or other reasons. While online workshops can offer some benefits, such as wider reach, lower costs, and more flexibility, they also pose some difficulties, such as reduced engagement, technical issues, and shorter attention spans. How can you overcome these obstacles and deliver a successful virtual workshop that meets your objectives and satisfies your participants? Here are some best practices to help you adapt your workshop to virtual formats.

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1 Choose the right platform

The first step is to select a platform that suits your workshop goals, content, and audience. There are many options available, such as Zoom, Webex, Google Meet, Microsoft Teams, and more, each with different features, functionalities, and limitations. You should consider factors such as the number of participants, the level of interaction, the type of activities, the duration of the session, the security and privacy requirements, and the ease of use. You should also test the platform beforehand and familiarize yourself with its tools and settings.

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April Collins

Head of Events at iSpring Solutions | Leading Events with B2B Expertise
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When selecting a platform for an online event, I also consider a few key factors: - Does the platform offer multi-stream functionality? It's beneficial to stream the webinar not only on the initial platform but also on platforms like YouTube and LinkedIn to reach a wider audience. - What analytics does the platform provide? Clear results and numbers are essential for evaluating the event success. - Does the platform offer auto notifications and post-emailing features? These can streamline processes, particularly if we don't have our own CRM . - Does the platform include redirecting features? The ability to redirect registrants to a Thank You page after registration or to a survey post-webinar can enhance the overall attendee experience.

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2 Design for engagement

The second step is to design your workshop with engagement in mind. Online workshops can be more challenging to keep your participants interested, motivated, and involved, so you need to use various strategies to create a dynamic and interactive learning experience. Some of these strategies include: setting clear expectations and ground rules, using polls, quizzes, and surveys, creating breakout rooms and small groups, using chat and Q&A features, incorporating multimedia and visuals, providing feedback and recognition, and using gamification and storytelling techniques.

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Perle Laouenan-Catchpole

I connect large groups of people together ??Facilitator | Moderator | Experience Designer
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In my experience you are designing for engagement with an emotional flow. How are people feeling when they enter the online space, how do you help them land, grab their attention? When designing for online you are competing for their attention. So the start is crucial to peak their curiosity - start with music, welcome them by name, ask a simple question in the chat. From then on mix it up. Allow for different ways of engagement. Allow people time to reflect alone on a question before sending them to breakout. Keep presentations to a 10 minute minimum before engaging the audience. Ask yourself how do you want people to feel as they leave? And design towards that.

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3 Prepare and practice

The third step is to prepare and practice your workshop delivery. Online workshops require more planning and preparation than in-person ones, as you need to account for potential technical glitches, distractions, and misunderstandings. You should prepare your materials, such as slides, handouts, and worksheets, in advance and make sure they are compatible with the platform and accessible to the participants. You should also practice your presentation skills, such as your voice, pace, tone, and gestures, and rehearse your workshop with a colleague or a friend to get feedback and iron out any issues.

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Perle Laouenan-Catchpole

I connect large groups of people together ??Facilitator | Moderator | Experience Designer
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Prepare a workshop structure that allows you to flow easily between each exercise. I use SessionLab for this - it’s the baseline of all my sessions. Avoid scripting yourself simply add a couple key points you’d like to cover for each section and then let it flow naturally.

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4 Facilitate with flexibility

The fourth step is to facilitate your workshop with flexibility and adaptability. Online workshops can be unpredictable and require you to adjust to different situations and needs. You should be ready to deal with any technical problems, such as connectivity issues, audio or video failures, or platform malfunctions, and have a backup plan in case they occur. You should also monitor the participants' reactions, responses, and feedback, and modify your pace, content, or activities accordingly. You should also be open to suggestions and questions from the participants and encourage their participation and collaboration.

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Perle Laouenan-Catchpole

I connect large groups of people together ??Facilitator | Moderator | Experience Designer
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In my experience having a clear plan helps you deviate much more fluidly. If you need more time unexpectedly because something is emerging from the participants or there is a glitch you can shift later on in the program. Reduce the time for a breakout or a shareback or a presentation. Key is to give space to what ever is happening in the moment.

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5 Follow up and evaluate

The fifth step is to follow up and evaluate your workshop outcomes and impact. Online workshops can benefit from a structured and timely follow-up process that reinforces the learning and provides support and guidance to the participants. You should send a thank-you email to the participants, along with any relevant resources, materials, or links that they can use to further their learning. You should also ask for their feedback, either through a survey, a form, or a conversation, and use it to measure the workshop effectiveness and identify areas for improvement.

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6 Keep learning and improving

The sixth and final step is to keep learning and improving your virtual workshop skills and practices. Online workshops are a constantly evolving and changing field, and you should stay updated on the latest trends, tools, and techniques that can enhance your workshop design and delivery. You should also seek opportunities to learn from other facilitators, experts, and peers, and join online communities and networks that can offer you support, inspiration, and advice. You should also reflect on your own strengths and weaknesses, and set goals and action plans to improve your virtual workshop performance.

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Perle Laouenan-Catchpole

I connect large groups of people together ??Facilitator | Moderator | Experience Designer
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The easiest way to keep growing and improving your skills continuously attend other peoples workshops. Feel different styles and approaches, see what works, what doesn't. It will help you spark ideas for your own sessions.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Perle Laouenan-Catchpole

I connect large groups of people together ??Facilitator | Moderator | Experience Designer
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My number one tip… If you are not enjoying it. It’s highly likely your participants won’t either. So most importantly have FUN!

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What are the best practices for adapting your workshop to virtual formats?

1

2

3

4

5

6

7

1 Choose the right platform

2 Design for engagement

3 Prepare and practice

4 Facilitate with flexibility

5 Follow up and evaluate

6 Keep learning and improving

7 Here’s what else to consider

Live Events

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What are the best practices for adapting your workshop to virtual formats?

1

2

3

4

5

6

7

1 Choose the right platform

2 Design for engagement

3 Prepare and practice

4 Facilitate with flexibility

5 Follow up and evaluate

6 Keep learning and improving

7 Here’s what else to consider

Live Events

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