Are virtual workshops here to stay?
Covid has tested all of us. But it’s especially tested us at True Story since we specialize in in-person workshops and retreats. Once March of 2020 hit, we took almost all of our workshops and retreats online, and like the rest of the world, conducted them over Zoom.
So, the question is: Are virtual workshops here to stay? Below are my thoughts on virtual workshops and how long I expect them to stick around.
First off, virtual workshops aren’t going away.
The reality is that the world has shifted. When we see large companies like Price Waterhouse Cooper tell its 55,000 employees that they can permanently work from remote locations, the work paradigm as we know it has changed. So the question for consultancies like ours is: Can we make the adjustment as well?
The fact is that virtual workshops have become an indispensable tool for us. They offer flexibility, convenience, and a unique kind of intimacy. When done right, virtual sessions can be highly effective, taking teams from point A to point B in a remarkably short period of time.
Virtual sessions can carry a heavy load — quickly.
Recently we worked with a large, federally funded medical clinic to map out their five-year strategic plan. To make sure we solicited information from all departments and levels, we engaged in a couple of focus groups to garner key information.
We achieved incredible efficiencies by conducting these focus groups over Zoom. All that time that normally would have been spent making sure that everyone could be at the same location at the same time was saved. Instead, we brought together twenty people at a time who simply took a lunch break from wherever they were. In two short sessions, we gathered critical insights from forty front-line employees. That information is now being filtered into the strategic planning process, ensuring a plan that’s grounded in real information.
Yes, it is possible to create an authentic sense of connection in a virtual environment.
There are simple tricks to creating a sense of connection. First, there’s the power of using people’s names. Before each virtual session, I create a spreadsheet with names of all participants. I make sure every single person has a chance to speak to that particular discussion point, and I will actively check the boxes as we go along.
I also create tight agendas that I follow to the minute. By doing so, I’m able to create a sense of relaxation because people know what to expect. I find this is especially true for CEOs since they finally have a chance to sit back and participate, rather than having to lead.
Other tricks to building intimacy and connection is to avoid screenshare. The danger of screenshare is that participants will become more focused on the document you’re showing than on the conversation. And really, that’s what the virtual session is all about – the conversation.
Props can still be used in a virtual environment.
We use six colorful hats for all of our in-person retreats. They’re based on Edward DeBono’s “Six Thinking Hats” Theory, which is essentially a way of organizing conversations, especially ones that may be tough topics to tackle. The “White Hat” is the hat of facts. The “Yellow Hat” is the hat of optimism. The “Black Hat” is the hat of critical thinking. The “Red Hat” is the hat of emotions. The “Green Hat” is the hat of creativity and possibilities (my personal favorite hat). And the “Blue Hat” is the hat of next steps.
Of course, there’s nothing like using these hats in person. You get the rolled eyes and groans, but once you start actively using them, people really start having a good time with them.
So can these be used in a virtual environment?
The answer is “yes.” In ideation conversations, I’ll encourage participants to “keep the green hat on” to keep more ideas coming, rather than shooting down ideas. If I’m wanting participants to express how they’re feeling at the moment (a great way to take a “pulse check”), I’ll ask them to “put on the red hat.” And if we’re getting ready to wrap up a conversation, I’ll ask them to “put on the blue hat.” Others start to pick up on this language, and soon participants will remind each other to keep on a certain hat for their discussions.
Group size to consider for a virtual workshop.
We always encourage clients groups to invite more people rather than fewer people, particularly when it comes to core topics like branding and strategic planning. We find that the ideal size for virtual sessions is about fifteen participants, but we’ve led virtual sessions with as many as 35 participants. With a group that size, you’ll want to make sure you have a really tight agenda to keep that number of participants engaged and moving forward in a productive direction. Also, you’ll want to rely on the Zoom breakout room feature to enable deeper conversations with smaller groups.
The power of combining virtual sessions with an in-person retreat.
We recently led a large team from a telecom company back East through a brand promise and core values exercise. The plan was to meet in person as a group (all were vaccinated) to finalize these critical milestones.
To prepare for this endeavor, we staged several virtual workshops with smaller leadership groups. The virtual sessions were awesome. We extracted important information that helped us better map out the exercises for the in-person retreat. But we also were able to build better collaboration before the group even got together. So we were really able to hit the ground running once we gathered in person. In fact, what normally takes six to eight months was collapsed into a short, but powerful three-month block.
Final thoughts to share.
The reality is that virtual workshops are here to stay. As a side note, my husband is an appellate judge. They now conduct all of their sessions in a virtual environment. Although my husband misses the opportunity to be with his colleagues in a physical environment, the virtual court sessions have opened up unexpected opportunities. For example, folks who normally couldn’t afford to pay for their lawyer to travel to the state capitol, are now able to afford lawyers who simply call in from wherever they already are. So workshops are even serving justice better!
I do miss seeing people in person and the magic that happens when people are physically together is irreplaceable. But until our world is back on track, virtual workshops will continue to be an important business tool for us.