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black background with orange line drawing of 4 light bulbs hanging from strings with the 4th one lit up to represent idea

Virtual design workshops don’t have to suck. Here’s how to make yours great.

Susie Hall
Dec 15, 2020 · 5 min read

It’s true. Collaborating online is just NOT the same. During the pandemic, design leaders have been working hard to cobble together ways to recreate the magic, many hoping that collaboration will be back in person soon. Given our current state, that future seems bright but certainly not immediate. In the meantime, 2021 planning sessions are underway, design sprints continue, and unifying teams to deliver great work is paramount to success.

Not to worry, our InsideOut Design Leader Community is on the case! Over the past few months we’ve hosted three roundtables to share creative ways to make remote workshops work. These tips will help improve your team’s experience and effectiveness as virtual continues to be the norm.

Set the Stage

Every good digital interaction begins with a solid plan and agenda. Workshops are no exception, and engagement can (and should) begin well before the Zoom call loads. Here are ways senior design leaders are setting teams up for success.

  • Survey teams for the best time to meet. To maximize attendance and participation, send a simple survey to ask employees for their best times to collaborate. Respecting their time and learning styles reinforces the importance of having dedicated time to work together.

Find the Right Tools

There is no shortage of tools to facilitate remote workshops. To narrow the field, every leader must first determine how their team interacts and what they hope to achieve. Tools don’t replace having a well thought out plan for the session, but having the wrong ones creates a clunky, ineffective experience. Here are some tips and tools to consider.

  • For design collaboration, Mural, Miro, and Figma came up a lot in our roundtables. With strong visual features, each enables real-time sharing and provides templates to structure design sprints (Mural, Miro, Figma). Here’s a Design Sprint Kit with several options. Some leaders also use a secondary device connected to the video call to sketch live during the event.

Keep it Moving

The fastest way to destroy interest in online collaboration is a slow pace filled with long-talkers or ignoring a posted agenda. Effective digital interactions need to be scheduled well, filled with variety, and delivered according to plan. Use these ideas to make sure staff don’t check out midstream.

  • Break up activities into small sections. Instead of a daylong parade of one-hour speakers and topics, consider booking lightning talks spread out over several days, with no more than 20 minutes for each person.

Remember the Humans.

To ensure participants stay engaged, address their human needs. Staring at a screen, seated for hours on end while others watch your every move (from the waist up), requires a lot of energy–and doesn’t lead to open, productive communication. Try these suggestions to encourage connections and foster a space for creative thinking.

  • Leverage breakouts. To ease large groups into a collaborative mood, start with smaller group activities, then gradually bring the entire team together. Those breakout sessions also help build relationships and provide a forum for less talkative staff to engage.

There’s no way to fully replace the energy and feel of an in-person workshop through digital means. But leaders who take the time to craft engaging online experiences will deliver more creative ideas and produce better results. By setting expectations, using the right tools, and constructing a flow that appeals to human nature, remote collaboration sessions will be something your staff actually look forward to attending.

If you’re a senior design, experience, or operations leader of an in-house team and want to connect to others who share your unique challenges, let’s talk. Our InsideOut community hosts virtual roundtables to support the learning, growth, and sanity of our members, and I’m honored to get to facilitate those discussions.

And if you’ve come up with other clever ways to make design sessions wonderful (or at least better), please share in the comments. Let’s keep learning together!

Aquent Off Hours

Reflections after a hard day’s work.

Susie Hall

Written by

I connect design, experience & ops leaders through live roundtables that build networks & solve real-world problems faster. Join us: aquent.com/insideout

Aquent Off Hours

Aquent Off Hours / Reflections after a hard day’s work.

Susie Hall

Written by

I connect design, experience & ops leaders through live roundtables that build networks & solve real-world problems faster. Join us: aquent.com/insideout

Aquent Off Hours

Aquent Off Hours / Reflections after a hard day’s work.

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