Learning Virtual Convening Together Adapted from
Nobody signed up for this. • Not for sickness, not for social distancing, not for the additional stress. • Not for the sudden halt of our collective lives together in the office, or with our program participants and alumni - not for a virtual program, training or event. • Not for facilitating virtually, not for participating at home, not for mastering new technologies LSC COMMITMENT LSC COVID-19 1) We will remain human-centered. • We are going to prioritize supporting each other as whole human beings Virtual • We are going to prioritize simple solutions that make sense for the most • We are going to prioritize sharing resources and communicating clearly. Convening 2) We can, and will, continue our mission virtually. • Shared experiences are no longer possible in person, we will create emotionally engaging virtual spaces. Some expectations are no longer reasonable, but we’ll work to surpass expectations Principles • Objectives will be met in an ever-shifting world, the delivery of which will be adapted . 3) We will remain flexible and adjust to the situation • Nobody knows where this is going and for how long we will need to adapt. Everybody needs support and understanding in these unprecedented moments. In times of crisis, we lean on strengths-based leadership: Trust, Compassion, Stability and Hope. adapted from document sent to faculty at Albertus Magnus College
▪ Technology – access, know-how, availability and usage ▪ Availability – caregivers, health workers, business leaders, essential employees ▪ Wellbeing – physical and mental health, social distancing and isolation ▪ Best Practices – learned over time through experience, Adapt and design and content creation ▪ Design & Delivery – keep outcomes, change formats, Adjust limit content blocks, increased breaks ▪ Adapt – we will all learn new skills and technologies Expectations together Rethink purpose, roles, norms, agenda, content, technology, communication Do your best, given your experience, skill set, access and starting point.
▪ Synchronous (same/real time) vs. Asynchronous (not at same time) ▪ Tools ▪ Video Conferencing – Zoom, Google Hangouts, Skype Hybrid ▪ File Storage & Sharing – Google Drive, Engagement - Dropbox ▪ Documentation Tools – Google Docs Key Tools ▪ Communication & Collaboration Tools – Zoom, Google Drive ▪ Survey Tools – Google forms, Survey monkey
▪ Not whether, but when – anticipate technical problems and have Plan B ▪ Install software ahead of time – tinker, test features, try it out ▪ Troubleshoot technical issues – Avoid audio/video testing, tech support, Technical tutorials ▪ Don’t assume synchronous login for Snafus participants – record ▪ Step-by-step agenda/script ▪ Times zones!
▪ Space – quiet, comfortable, good lighting ▪ Wear headphones ▪ Check internet Set Up & ▪ Shut down other applications and Presentation programs ▪ Open presentation materials beforehand ▪ Send materials to participants ▪ instructions, login info, documents, tutorials, tech support
▪ Shared at start of convening, with agenda ▪ Examples: ▪ Turn your video on, be camera ready Identify ▪ Stay engaged, be present and an active Virtual listener ▪ Use mute button to prevent transmission of Norms background noises (host can mute) ▪ Speak up to get attention, or virtual “hand- raising” option ▪ Confidentiality – Recording? Attribution? Las Vegas Rule?
▪ Facilitator – designs and facilitates session ▪ Technical Support – troubleshoots participant tech challenges, demos features at beginning ▪ Moderator(s) – ▪ monitors engagement via participant panel Key Roles ▪ greets participants, renames callers ▪ moderates chat ▪ can serve as bridge between face-to-face and remote ▪ Note Taker – documents experience, takeaways, action items and send out afterward ▪ Timekeeper – keeps time
Virtual Convening - Design
Curate Content: 10-15 min Blocks
Rethinking Relationship Building
▪ Greet participants, Rename callers ▪ Icebreakers / Roll Call / Check Ins ▪ White boards for brainstorming ▪ Polls for feedback/voting – pre, during, Virtual post Engagement ▪ Shared documents – reflection to prompts/question before discussion (introverts!) ▪ Breakout Rooms ▪ Online Chat
▪ Find the FUN, and the humanity! ▪ Emojis, gifs, etc. via chat ▪ Themes – dressing the same, food and beverages, etc. ▪ Music Virtual ▪ Virtual backgrounds Engagement ▪ Give people permission – come as you are, pets and kids welcome ▪ Stretch it Out ▪ Monitor Engagement – eye movement, arms moving, typing sounds, body language
QUESTIONS? Kathy Coffey kathyc@leadershipsc.org leadershipsc.org Adapted from
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