Synchronizers - how to use them in meetings?

?? Thank you for being here. This is the fourth episode of the Check-in newsletter, where I share tips from the world of design and project management. If you prefer, you can also read this article in the polish edition.

Do we need synchronization during the meeting?

A good dialogue stems from synchronization. Literally, synchronization means that two or more people, or things, move or act together at the same time and pace. This allows them to reach a common goal faster and more effectively—they are focused on a shared direction, engaged and motivated. How can we use this when designing and leading meetings?

Let's begin with a short story...

I remember as if it were just yesterday. A hot, summer afternoon. The inauguration of the conference for experience designers is just beginning. I had just met a violinist, an academic professor, a magician, and a UX designer. They all design. And they came to this place not only to co-create together but also to participate in something unlike anything else.

The late afternoon continues. We walk through the main gate of the courtyard to circle around the castle. A bit as a symbol of something new beginning, and quite literally, not just metaphorically - stepping into a new experience. We were instructed to walk in complete silence, so we only hear the sound of our footsteps.

As we stop in the courtyard, one of the hosts begins to produce a simple, loud sound. The complete silence breaks as all participants, a crowd of a hundred people, start to harmonize with that sound. Simply put, in the most natural, free manner, they begin to intone the same note, harmonizing into a perfect composition.

To this day, the memory of that moment gives me shivers of emotion. It was one of the most magical (and bizarre) moments of my life. I felt fully synchronized and connected with those people who had gathered from every corner of the world (literally, participants were from every continent). Magic.

And that was just the beginning because later on, we donned togas, attended sessions with a samurai, searched for treasures hidden in chests around the castle, and... well, you wouldn't believe it, but even more "strange" things happened ??.

I agree that this particular example is a bit hyperbolic. After all, I can't imagine starting every team meeting or client training like this. The technique must be tailored to the process, purpose, and priority. Here, it initiated a four-day change process; it required solemnity and the right formula. And it worked!

Harmony, synchronization at a meeting - why?

I allowed myself to recall this memory because it's an example of effectively engaging event participants and their perfect synchronization, which is the main theme of this article.

Synchronization is a process in which meeting participants harmonize their thoughts, actions, and emotions, creating a shared foundation for collaboration space. It's a crucial element of effective communication and teamwork in a group. Through synchronization, participants can better understand each other, focus together on meeting goals, and solve problems more efficiently.

Synchronization should be ensured from the very beginning because it allows for:

• ? Building bonds and trust: It fosters positive relationships among participants through shared experiences and collective effort.
• ? Increased meeting effectiveness: Harmonizing the thinking and actions of participants facilitates smoother information flow and faster goal achievement.
• ? Enhanced communication quality: Synchronization helps participants better understand the intentions and needs of others, fostering clear and effective communication.
• ? Increased engagement and motivation: Participation in synchronized activities enables participants to feel more engaged and accepted within the group, motivating them to actively contribute to the meeting.
• ? Fostering openness and creativity: Synchronization promotes an atmosphere where participants feel free to express their ideas and collaborate on their development.

The first time I came across the idea and the naming of a certain category of exercises like this was a few months ago in an article by Alwin Put , and I thought: bingo ??

So, is a synchronizer essentially an energizer, ice-breaker, or starter?

TL;DR - yes.

All of them are tools used to facilitate interaction and collaboration in groups, but they differ in their main purpose and method of operation.

1. 1?? Ice-breakers are aimed at enabling participants to feel comfortable and build trust with each other (e.g., check-in questions or business speed-dating).
2. 2?? Energizers are used to restore energy and focus to the group during long meetings or training sessions (e.g., interactive play with artificial intelligence in tools like Quick, Draw! or using virtual Story dice)?? More about the idea and examples of energizers and ice-breakers to start a meeting, I wrote about in the article "How to Start a Meeting?"
3. 3?? Synchronizers - aim to harmonize the thoughts, actions, and emotions of participants to facilitate better group interaction and collaboration. Their main task is to create coherence and understanding among participants, enabling more effective communication and achieving group goals. Synchronizers may include various techniques such as thinking exercises, physical activities, or breathing techniques, which help participants achieve a shared state of readiness and engagement.

Synchronizers - 3 types

In the context of synchronizers, I like to use the classification proposed by Alwin Put:

1. Thinking Synchronizers, which focus on intellectual coherence by aligning participants' thoughts and ideas.
2. Movement Synchronizers, emphasizing physical coherence through active and interactive activities.
3. State Synchronizers, concentrating on harmonizing participants' emotional and mental states to achieve collective readiness for collaboration.

Thinking Synchronizers

Thinking synchronizers aim to bring participants' thoughts and ideas closer together, creating intellectual coherence within the group.

By focusing the entire group on the same issue or question, you bring their minds together both mentally and emotionally.

It sounds simple, but in practice, it's much more challenging because you need not only to engage participants in the exercise but also to explain (before or after) what your goal is.

?? Example exercise: Right/Left Side (aka versus)

Incredibly effective in a stationary format, but you can also do it online using Mentimeter (a question like This or That).

This exercise shows that there is no right or wrong answer; there are only perspectives and opinions of the participants. It creates a sense of community while embracing diversity (what connects us and where we are completely different), engaging all participants without stepping out of their comfort zone.

How to do it?

Gather participants in one place and provide a short instruction:

?? "I will present a few choices that will divide you into two groups each time based on your preferences. Please answer by moving to my right side for option A and to my left side for option B. Do you prefer winter? Move to my right side. Do you prefer summer? Move to my left side."

Sample questions you can use at the meeting:

• Do you prefer email communication or video meetings during remote work?
• Do you appreciate quick action or detailed planning before taking action?
• Do you prefer digital tools or traditional note-taking methods?

Conclusion: After several questions and answers from participants, end the exercise with a reflection on how we differ and are similar at the same time, so that everyone can appreciate the diversity in the group and the sense of belonging.

?? An inspiring example that always comes to mind in this context is a Danish commercial for the All That We Share, take a look ;)

Movement Synchronizers

I am sure most of you immediately feel a reluctance towards this type of exercise.

It's probably because many of these exercises are done without a specific purpose, at random times, and often without a reason - outside the participant's comfort zone.

But! They are important. Through shared movements or gestures, people build bonds and a sense of community, which fosters better understanding and cooperation.

Conducted at the right moment, for example, before a difficult discussion or as a break from intense work, they can contribute to improving the atmosphere and productivity of the group, giving it new energy and refreshing minds.

Honestly, I have probably never done them as a facilitator. But as a participant - several times. And seeing their effectiveness, I will start testing them in practice!

?? More about the idea of properly designing the start, pause, and end moments of a meeting, taking into account the participants' energy, I wrote about in the article about Learning Arches.

?? Example exercise: Start-stop

Simple, straightforward, and effective ;)

How to do this?

1. You gather all participants in the room and ask them to stand in random places.
2. You give a simple instruction: "When someone moves, everyone starts walking. When someone stops, everyone stops, from now on...".
3. Allow a few minutes for walking.
4. Then, stop the group and point out two or three people in the middle, asking them to stand still with their eyes closed all the time from now on. Their only task is to raise their right hand when they think the group is moving and their left hand when they think the group is not moving.
5. Allow the group to continue for a few more minutes.

Conclude the exercise with a reflection on the fact that not everything needs to be (and should be!) expressed in words and how well intuition works, guiding us on what is happening in the room. As a participant, I particularly noticed how small gestures can influence group dynamics and how important it is to understand that collective action can lead to harmony and effective collaboration.

State Synchronizers

And last but not least, these exercises allow for the integration of both the mind and body through specially designed techniques that help participants achieve a state of openness and readiness for collaboration.

Most often, we can utilize the simplest technique, which is breathing.

I remember during the Warsaw edition of Perspektywy Women in Tech , I was eagerly anticipating the talks of great speakers as much as... the breaks.

The breaks between presentations, led by Zuzanna Ziomecka . Zuza not only provided the audience with valuable content but also encouraged participants (hundreds in the audience!) to engage in short breathing exercises. After five hours of listening to lectures, a brief pause to remind ourselves to breathe, to give our minds a break and oxygenate, worked like espresso. It's one of my best conference experiences ?

This may seem less business-oriented, but breathing exercises during meetings have scientifically documented positive effects on the nervous system by regulating the activity of the autonomic nervous system.

By controlling our breath, we can influence the reduction of stress hormone secretion - cortisol, and increase the levels of "happiness hormones" such as oxytocin. These hormonal changes lead to stress reduction and increased feelings of relaxation, which in turn can result in better concentration, productivity, and clarity of thought among participants.

?? Example

Allocating 5 minutes for a brief breathing exercise (e.g., box breathing) is like wiping foggy glasses (or moisturizing an eye with a contact lens ???). Give it a try in practice!

? What to watch out for: On one hand, it's the simplest exercise we can propose to a group.

But on the other hand, let's be sensitive that it may not be comfortable for everyone in the group (fear of closing their eyes, fear of being judged and/or judging oneself, feeling awkward).

Propose this exercise as an experiment, set a short time frame (3-4 minutes), indicate that it's optional, and at the end, ask if participants feel any difference. Did the moment of pause and synchronized breathing have a calming, relaxing, or refreshing effect on them?

Is it worth it?

I always have the thought in mind that our intention as meeting facilitators should not only be to help participants achieve the meeting's objectives, but also to act in participants' favor so that they... want to participate in meetings led by us next time ;)

A strategy to absolutely tire out participants without considering their energy and dynamics can be effective, but only once.

The idea of synchronizers is groundbreaking to me because it shows that exercises during a meeting don't have to be solely focused on a specific emotion and boosting energy (as often with energizers) or building connections among participants (as with ice-breakers). It draws attention to the significant alignment of motivation, engagement, and the state in which participants begin the meeting.

Summary

?? Challenge for You - Which example of synchronizers resonated with you the most, and do you want to try it at the next meeting? Remember, you don't have to lead the meeting to suggest to participants and facilitators (e.g., after a break) to do something for the group's dynamics. Take charge!

?? Tool for You - for the idea of synchronizers (and the concept and naming itself), Alwin Put 's post encouraged me. Check out his materials and sample tools in the article Energizers, Ice Breakers, Mindsetters ... SYNCHRONIZERS.

?? Thought for You:

"The pleasure of synchronized movement is built into our biology and is a powerful tool for accessing our greatest well-being." - Emily Nagoski

?? Thank you for reading this article. I would love to hear your thoughts on how you can use such techniques during your meetings. I'm waiting for your comment ??