From Big Room to Small Screen; Making the Leap with your Training Using Visual and Virtual Tools

Its 3 pm on Saturday. We are scheduled to be in Hong Kong delivering our Visual Facilitation Lab workshop to a group of facilitators, coaches, trainers. Instead, we are here in Singapore. Like the rest of the world, we are now looking into the small shimmering screens of our laptops instead of into the eyes of enthusiastic participants in spacious and stimulating learning environments. So, how do we replicate all of this- the environment, the experience, the connection- or at least some of it? How do we create the same value?

The world is now looking into small shimmering screens rather than into the eyes of enthusiastic learners...

I'm a bit old school, preferring the tactile and visceral experience of working on paper to working on a screen, and the powerful and personal connections created when we put a marker in someone's hands and guide them as they work out their ideas into compelling visual stories. We've worked virtually in other ways, collaborating with facilitators and drawing in online client meetings, but this was the first time for our own "big gig".

How do we replicate all of this- the environment, the experience, the learning and connections- or at least some of it?

We use the word "Lab" in our workshop name to invite and imply experimentation. Whether its a new solution we've created with a client or an adaptation of an existing tool, we like to try things out. So we decided to apply this same spirit to the impending situation. Together with our Hong Kong-based partners James & Carol of Koru Consulting, we decided to set up a 90-minute online learning event for the 14 registered participants. The intention was to create tangible value through a stand-alone tool, keep them engaged in the materials and the conversation, and give them an overview and a "taster" of a few of the visual facilitation tools we will be using in the live workshop.  

Rather than give them something from the existing workshop agenda, we decided to focus on a "bonus session" of Visual Goal Setting using our Personal Visioning visual template. We also did a quick run through the 2 days agenda and showcased a few highlights of the workshop, including pics and short videos. We asked participants to leave a message in the chat room when something sparked their curiosity, for us to pick up later in the Q&A session.

Tip: embed short videos into your introduction to give participants a taste of the energy and experience in the room.

A few insights we learned on the process, preparation, and creating engagement.

Create a circle experience where everyone's voice can be heard

On the process:

1. Allow more time for activities and sharing. Create a circle experience where everyone's voice can be heard
2. Define roles: have a lead facilitator, and have a producer to manage various functions such as transitions, slide highlighting, sound management including mute and unmute functions. This was a vital key in running a smooth virtual event and Irene was great at it.
3. Use Visuals. This was natural for us. However, in these online events, our visual sense becomes even more important for learning. Some of the visuals we shared include a large agenda, index cards containing pre-drawn messages, blank index cards which I could write or draw quick sketches and hold up into the screen. In addition to these created visual tools, we shared our workbook, as well as our giant multiple author book "The World of Visual Facilitation". 

Prepare diligently, apply flexibly

On the preparation:

1. Before the session, prepare agenda, materials, activities, script, questions
2. Create blank templates on iPad or on flipcharts to fill in during the session
3. Send a visual invitation to the participants.
4. Prepare your work environment. Consider how you would prepare a face to face learning environment. You would have posters on the wall, notes, and materials on hand, writing materials nearby. We had all of this, including post-its to make quick notes and a clipboard to share drawings on screen. Tip: I used a large visual agenda poster on the wall behind me as well as on a slide to walk them through the 2 days

"Content is king, but engagement is queen and the lady rules the house" - Mari Smith

On creating engagement:

1. Create a check-in and check-out process, just like you would face to face. Virtually, this could be a simple question such as "What's the good news?" to check-in, and "What's one idea you can use tomorrow?" to check out.
2. Keep participants active with something to do every few minutes. In a training environment, it follows a similar pattern: introduce a concept or a tool, give an activity, discuss learning & application. Even asking for a simple "thumbs up" helps to break a potential pattern of passive listening. Here are a few virtual and visual energizers you can try.
3. Invite participants to draw or show something visible. Remember the childhood game "show & tell?" Given the limitations of working virtually including possibly the audio, showing a picture or an object adds curiosity and a personal touch to their sharing. Tip: invite the participants to hold up their drawing or item for a great screenshot to share with them later. 

1. Use meaningful visual props. We have a few cardboard cutouts we've created for items on the agenda, as well as for various activities. These came in handy during discussions to reinforce certain points. A big part of learning has to do with novelty and humor, and visual props can create this.
2. Consider cultural connections. James invited everyone to lift a cup and share a drink as a way to create focus and to celebrate the shared Asian cultural values of connecting over food and drink.

So as we all move collectively into perhaps the largest ever global experiment of online working, consider how you will transition your workshops, meetings, and events into this Brave New(ish) World, and how will you continue to connect and create the most value for your community of learners. Never before have we had the opportunity, the platform and the push to bring our work potentially to such a large scale, and in the process transform our work and perhaps ourselves.

We would love to journey with you and make your virtual events shine through visual facilitation. #artofawakening #everydrawingisagift #visualfacilitationlab #virtualfacilitation #neulandmarkers #onlinecollaboration #facilitation #onlinetraining #visualfacilitation #visualstorytelling