More sustainable. Less expensive. Wider reach. Technology that’s finally fit for genuine global connection. No wonder virtual is all the rage as we switch online for learning, presentations, meetings, conferences and even socials. But are we ready to embrace the promise of this brave new world?
If you’ve attended or, indeed, run any type of ‘ videoconference’ you’ll know they can be, ahem, challenging. Not being in the same room is tricky. The tendency to hide video and show up only in chat (if at all) doesn’t help. Neither does death by PowerPoint. Compounded by a lack of training, experience and confidence (of host and participant), it can add up to a pretty dismal affair.
Happily, creating trust, engagement and genuine impact within a videoconference is possible. So how do you do it? Here are five core principles we use in our own programmes – and which our clients have found to be invaluable when they need to be effective, engaging and authentic in a virtual context.
1/ If you’re expecting your participants to show up in real time, you owe them genuine interaction.
All videoconferences should be genuinely interactive if you expect live attendance. That’s why we think and talk about active ‘participants’ rather than passive ‘attendees’. Our rough guide is a 50/50 split between host(s) and participants, which could be in terms of speaking time, content or both. If they’re not actively involved, your participants are unlikely to get the most out of the session. They’re also likely to avoid future sessions and request a recording instead. Or a return to standard face-to-face.
Interactivity isn’t just about getting your audience to do something; it’s also about getting them to think. Clicking option a, b or c on a poll doesn’t necessarily indicate serious engagement with the content. And conversely, participants may take in everything without alerting you to the fact. But you’re more likely to find out whether they’re thinking, and what they’re thinking about, if you ask your audience to do something with that thought. The trick is to be clear on your desiered outcome, and creative in how you achieve it .
Finally, if there’s no scope for interaction, your session shouldn’t be live. Instead, find the most engaging format for your audience to absorb the content at a time that suits them.
2/ Get them talking from the get go
One of the simplest ways to foster interaction is to build in facilitated discussion throughout the session. Don’t leave it to a Q&A at the end, or assume participants will pipe up of their own accord. Instead, build in opportunities early and frequently. At Chirp, we usually want to hear from our participants within the first 90 seconds. Some discussions will be quick, others won’t. Either way, give each one the space it needs to generate real value, and avoid the urge to rush participants so you can deliver more of your content. Less content thoughtfully considered tends to be more impactful than a quick whip through everything you have.
3/ Step away from the norm to help content stick
Interactivity might start with discussion, but it shouldn’t end there. So be playful and develop creative elements that involve your participants beyond the standard exchange. We frequently adapt in-person games or invent new ones for our virtual participants, for example, whether they number 5 or 500. Or, if they have time to prepare, we might ask our participants to be inventive and contribute to the session in a creative and surprising way.
Doing things differently can be risky. Success requires careful thought beforehand and the ability to adapt in the moment. It also requires a hefty dose of courage to pull yourself and everyone else away from comfort, and the skill to ensure a safe landing. Playfulness also takes practice, so start small, test and learn as you go. Participants need to adapt too, and small steps help them to come with you instead of being left behind. You don’t have to be epic to be effective.
Is it more effort that a basic discussion. Yes. But the pay-off is mighty: trust, energy, connection – and joy. And that can transform a session from dull and dismissed into an enlightening, enlivening and valuable use of precious time.
4/ Assumptions are perilous – so think it through
Whatever interactive elements you include, make sure you have the optimal format for each one. That might be video, audio, chat comments, audio and chat, a ‘raising hand’ tool for an instant response, a poll, an item participants need to have to hand, or something else entirely. Whatever you choose, test it out before you go live.
Think carefully about how you will prompt each interaction, and then say it out loud. It’s a quick way to de-risk: you’ll often recognise prompts that don’t work before you’ve even got the words out.
Consider whether:
Your prompt will generate the kind of interaction you want, whether that’s open discussion or quick thoughts
You are asking the right question to generate on-topic discussion instead of veering off-track
Your prompt is clear and will be easily and quickly understood by your participants, particularly if you share different languages: even mild confusion can strike a death blow to an engaging session
5/ Seeing is believing, so turn your video on
If you are hosting the session, your video should be switched on. This is non-negotiable. And wherever possible, participants should be asked and expected to do likewise. We sometimes meet with resistance from both hosts and participants on this one – until they experience it. Seeing each other’s faces fundamentally humanises the experience, deepening empathy and understanding, and minimising confusion – particularly in a global context. We’ve also found that colleagues are much more likely to reach out of their silos and connect if they’ve seen, rather than just heard, each other. And that helps to break down silos, strengthen relationships and speed up problem-solving.
6/ It ain’t what you say, it’s the way that you say it
Or rather, it is what you say and the way that you say it. How you show up is always important – and it’s mission critical in a virtual context. Remote delivery can be just that, sucking out energy and reducing your impact. And that means you need give even more of yourself than you would in person.
Effective communication matches delivery to the content. Consider your tone of voice: are you demonstrating the excitement, concern or praise in your content? Or is your monotone lulling participants into a gentle snooze? Consider your expression: are you allowing emotional content to show on your face? All of this is vital to building trust and, fundamentally, to enabling participants to understand what you’re saying. Again, that’s even more important in a global context. So don’t undercut your words with your with delivery.
7/ Know why you’re there – and make sure that everyone else does, too
Finally, be clear on the purpose and relevance of your session. Do you know what you want to achieve both for yourself and your participants? Do you know what you want to happen as a result? Do you know what participants want, and what their expectations and assumptions are? How likely they are to respond in the way that you want? Is there a good reason for the session to be live?
These may seem obvious questions and yet videoconferences are often designed from the perspective of the organiser without any real thought about the participants, what they might need and how they might respond. One-way communication is a turn-off. You wouldn’t do it in person, so don’t do it online, either.
Connecting virtually doesn’t have to be remote. Done well it can be brilliant, funny, honest and hugely engaging. And we’re just at the start. As the technology evolves so will our approaches, and our sophistication – whether we’re delivering or participating in a session.
I’m sure others will have tips and tools they find invaluable – please do share if you’re so inclined. And if you’d like to explore session design or virtual learning with us, or just run a few ideas past us, do get in touch. We’re always open to a chat, whether face-to-face or virtually!