We often do our best work
when we collaborate with others.
If we're able to do that in-person,
there's this almost magical quality
to collaborating that's really hard to replace.
However, due to a number of factors,
including geographic distance, familial concerns,
health restrictions, or financial constraints,
we might not be able to run an in-person workshop.
That doesn't mean we can't still run
a virtual or remote workshop,
but the logistics challenges that come
with conducting remote meetings
can sometimes derail workshops,
even before they've started.
And as a result, many folks shy away from them altogether,
which can really hamper productivity
and the quality of your output.
So don't let these three common pitfalls
get in the way of your next remote workshop.
The first pitfall, poor choice or preparation of tools.
Don't pick a tool because a famous design team uses it.
I can guarantee you that introducing
a new tool with a high learning curve,
while also introducing a new methodology
or workshop activity will make the whole process
inaccessible and intimidating to novices
to the point that they decide
not to contribute all together.
And if the point of running a workshop
is to collaborate with people,
ideally bringing in people who don't normally do UX work,
then we're gonna miss out on those insights.
Okay, everyone, we're gonna use
VirtuosoBoard for this workshop today.
What's a VirtuosoBoard?
Do I need to install anything?
Oh no, you don't need to install anything.
It's just a virtual white board
so we can put our ideas.
So go ahead, create some sticky notes
and share what your goal is for today's workshop.
I'm not really sure how I can help out here.
I'm in HR, so maybe I'll just ...
Instead of springing a new tool on people,
In addition to a new technique,
use a tool that's already commonly used by your team
or organization and prepare materials in advance.
And if you're running a hybrid workshop
where some folks are in-person and some folks are remote,
consider making it 100% remote instead.
It's easy to feel left out
when observing everyone else talking
amongst themselves in a Zoom window.
Also fear of missing out aside,
it's incredibly hard to hear what people are saying
in an echoy conference room or attributing
the voices to the right people,
even with separate mics on the table.
By making it 100% remote,
everyone's voice is heard as equally as possible.
Pitfall number two, not adapting the agenda
to fit your organization's needs.
Don't subject your team
to an unrealistic agenda and timeline
or cut corners on warmups in team building to save time.
Fact, between switching apps and finding files,
virtual activities on a video chat tool
tend to take more time than in-person activities.
So this might mean tackling a single
high priority activity rather than attempting
to run multiple activities prescribed by a framework.
And even if the warmups may feel fluffy,
they serve an important role in workshop facilitation
and should not be cut out of your agenda.
They help establish a safe space to share,
which enables people to be more honest.
They also give people more time to get familiar
with the tool which will boost their confidence
and their willingness to participate.
Ultimately, warmups facilitate future constructive
conversation and smooth communication,
which in turn can expedite decision making
and actually saves time during your workshop.
And if your team members really are that busy
and can't allocate the 30 to 60 minutes
to a single activity,
run an asynchronous workshop instead
where people can just add to a living document
on their own time by a designated deadline.
Finally, pitfall number three.
A failure to manage and reinforce expectations.
Don't assume that everyone will follow
the meeting instructions on the calendar invitation
or fully participate.
Particularly in organizations that are less adjusted
to remote working.
Getting everyone to fully commit
to the workshop can be a big challenge.
Participants may assume it's okay to multitask
during the meeting or may plan to hide
in the background by keeping their video off.
If your organization is not accustomed
to having video on for all meetings,
and you may have to explicitly state
this expectation repeatedly,
in the workshop invitation and in follow up reminders
so that attendees can plan accordingly
and don't show up in pajamas.
Great workshops start with great preparation.
And if you keep these common pitfalls in mind
when planning your next virtual workshop,
I'm sure you'll do great, good luck.