Supercharge your Remote Facilitation
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Slides from a 1 hour conference workshop at Lean Agile Exchange 2020 conference by Suzanne Morrison and Caroline McDowall. Learn some tips and techniques to make your online meetings more inclusive and engaging.
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Supercharge your Remote Facilitation
- 1. Suzanne Morrison and Caroline McDowall Lean Agile Exchange Conference 2020 Supercharge your Remote Facilitation
- 2. Hello and Welcome to Supercharge your Remote Facilitation! • We’ll start in a few minutes… • Feel free to say hi and introduce yourself in the chat! • Visit our Slido poll and answer this question... What is the worst thing about remote meetings?
- 4. Open with an Activity or Ice Breaker • Gets people involved and engaged early • Helps people to think about the topic of the meeting / workshop • An opportunity for you to learn what people think about the topic
- 5. • Preparing for remote facilitation • Live facilitation demo – using 5 techniques and 2 tools • How to find formats for online meetings • Participation and engagement for different personality types • Q&A Overview – Supercharge your Remote Facilitation
- 6. PREPARATION “Give me six hours to chop down a tree and I will spend the first four sharpening the axe.” – Abraham Lincoln
- 7. Preparation – Checklist of things to Consider Purpose / Outcome How many attendees? Type of meeting Possible formats to use Tools, access and setup Time & Timeboxing Breaks Agenda / pre-work Co-facilitation
- 8. Collaboration Tools for your Online Meetings Surveys / Polls Video Calling Virtual Whiteboarding Virtual Post-it Notes Breakout Rooms
- 10. LIVE FACILITATION DEMO Learn 5 simple formats that work online for large groups + try out 2 tools
- 11. Live Facilitation Exercise / Demo You’ll Experience 5 Techniques • Silent Brainstorming • Multi Voting • Breakout rooms • Timeboxing • Debriefing We’ll use 2 Tools • Zoom • Fun retro board Purpose – share tips on dealing with the biggest challenges we have with remote facilitation + demonstrate a technique that we can use when facilitating this type of session.
- 12. Silent Brainstorm - What’s Your Biggest Challenge or Worry with Facilitating Remote Meetings? https://tinyurl.com/y55yd8b5
- 13. Multi Voting / Dot Voting 1. Tell people how many votes they have. 2. Make sure everyone understands all the items before starting to vote. 3. Consider merging similar items before voting. 4. Sort by # of votes (funretro and trello has this feature)
- 15. Breakout Room Setup in Zoom
- 16. What to expect…
- 17. Funretro – brainstorming output from conference attendee
- 18. Funretro – breakout room discussion summaries from conference attendees
- 19. Debrief • How did you find the breakout rooms? • What solutions or ideas were shared?
- 20. Breakout Room Setup – MS Teams “Hack” STEP 1 – Create a meeting invite for each breakout room STEP 2 – Copy the links to each breakout room to a shared doc or board (we used funretro) STEP 3 – Organise people into breakout rooms STEP 4 – Assign a timekeeper STEP 5 – Ensure everyone knows the topic and time limit for the room STEP 6 – If you are debriefing, let people know your expectations FINAL STEP – Ask everyone to click on the breakout room link and join the call
- 21. Tips for Breakout Rooms • Practise using the tools beforehand • Workout timeboxes in advance • Ensure everyone has access to the tools being used • Clearly describe what you want people to do • If you are not using Zoom, ask for a volunteer to time keep in each room • Check for understanding before starting the breakout rooms • Ensure people know about the debrief after
- 22. FINDING FORMATS FOR REMOTE MEETINGS “All facilitation activities must strive to be collaborative, participative, synergistic, and unifying” Ingrid Bens
- 23. Decide on the Type of Meeting Brainstorm Presentation / Information Sharing
- 24. Find a Format that can Work Online Setup • Parking Lot • Meeting norms Brainstorming • Silent brainstorming • Reverse brainstorming Discussion • Six Thinking Hats • Lean coffee • 1-2-4-all Prioritisation / Decision Making • Multi-Voting / dot voting • Roman voting • Fist of fives • Impact / Effort grids Problem Solving • Five Why’s • SWOT analysis • Forcefield analysis Analysis Retrospectives • 4 L’s • Sailboat • Stop, Start Continue • Pre-mortem
- 25. PARTICIPATION & ENGAGEMENT “There’s zero correlation between being the best talker and having the best ideas” – Susan Cain
- 27. Common Myths about Introverts They are shy They prefer being alone They don’t make good public speakers They are unfriendly
- 28. Common Myths about Extroverts They can’t shut up They don’t like alone time They are bad listeners They are always confident
- 29. Some Characteristics of Introverts and Extroverts Introvert Characteristics • Energised from solo or smaller group activities • Prefers to think / prepare before speaking • May be more reserved with a larger group, especially in the beginning • Feel more drained after large group discussions / activities Extrovert Characteristics • Energised by being in larger groups • Enjoys thinking whilst speaking • Likes being spontaneous • Less afraid of taking risks • Likely to talk to lots of people in a group setting IMPORTANT - Most people will display both introvert and extrovert characteristics
- 30. Share the format / topic in advance Incorporate exercises in small group / pairs during your meeting Remember that not everyone likes to be called upon to speak Allow time for reflection / silence during the meeting Provide a way to share ideas after the meeting Making your Meetings more Inclusive for Introverts Allow time for decompression between sessions or use breaks in long meetings
- 31. “There’s zero correlation between being the best talker and having the best ideas” – Susan Cain
- 33. RESOURCES / FURTHER READING “Problems are nothing but wakeup calls for creativity” – Gerhard Gschwantner
- 34. Resources / Tools / Further Reading • Facilitating with Ease - Ingrid Bens • How to run a great workshop – Nikki Highmore Sims • Quiet – Susan Cain • Game Storming – Dave Gray and Sunni Brown • Agile Retrospectives – Esther Derby & Diana Larson • The surprising power of liberating structures • Liberating Structures Website • Mindtools Facilitators Toolbox Website • Retromat and Funretrospectives for Retro Formats • Funretro (free for up to 3 boards)
- 35. Start with “Why?” • Why are we having this meeting/workshop? • What outcome do we want from it? • Does it even need to be a meeting? Start with “Why?” – Watch Simon Sinek’s TED Talk
- 36. https://www.linkedin.com/in/suzannem @SuzanneMorrison About Us Agile Delivery Lead / Coach at M&G https://www.linkedin.com/in/caroline-mcdowall-9003277/ @cazzmcd Agile Delivery Lead / Coach at M&G
Notas do Editor
- TIMING GUIDELINE – 3 mins
- TIMING GUIDELINE = 3 minutes One way to get things off to a good start is to do some sort of short ice breaker. The benefits of this is that it: Gets people interacting straight away You can tailor it to the topic of your session to get some insights on how people feel about the topic you are discussion You’ll need to do this differently depending on whether it’s a large or small group. You may also want to do something different if it’s a group that you don’t know, or they don’t know one another. Starting with something easy and friction free can really help here. Ideas for Larger Groups Wordcloud with a simple question (slido) Multiple choice poll related to your meeting topic (slido) Quick fire round of intros – groups of 2-3 in breakout rooms. Ideas for Small Groups / Teams Check-in – how has your day been so far? One word – share one word or phrase to describe how you feel about …. TIP – avoid cheesiness and tailor your ice breaker to the topic of your session!
- TIMING GUIDELINE = 2 mins The course will be a mix of presentation and practical For conference: Mention that the original session focused has changed since Covid-19 – focus is on ALL REMOTE Add a brief intro slide about ourself
- TIMING GUIDELINE = 3 mins Full checklist link - https://confluence-mandg.valiantys.net/display/CT/Remote+Facilitation+Tips Prep can make the difference between a successful session and a disastrous session The time you’ll need to prep depends on a few factors like: How long is the meeting or workshop? – the longer the session, the longer you’ll need to prep Have you facilitated a similar session before? – if you are familiar with the format and have experience facilitating this type of session you’ll not need as much time How many people are in the session? – sessions with more attendees often require more prep Do you know the attendees? – if you are running a session with your teammates and you know them fairly well, you may not need as much time How much experience do you have as a facilitator – if you don’t have much experience you’ll probably need more time to prep Talk through some examples of things to think about and point people towards the checklist link
- TIMING GUIDELINE = 2 minutes We have a variety of tools available to us and when we use these it can allow us to simulate what we’d experience in a face to face environment e.g. Video calls Whiteboards with postit notes Breakout rooms Surveys / Polls When planning a session think about how you can adapt regular face to face formats to work online, using the tools you have
- TIMING GUIDELINE = 2 mins Be sure to take time to practise the tools you are using. It will become much harder if you are trying to work out how to do something whilst being watched by 15 people! It’s also important to have a backup plan. What will you do if you can’t use the tool or people can’t access it or the tool goes down for some reason? Do you have an alternative?
- TIMING GUIDELINE = 3 minutes Explain that we’ll do an exercise which demonstrates and let’s people experience remote facilitation tools and formats. We’ll explain throughout and afterwards what we are doing and why + some ideas for building upon it. + co-facilitation
- TIMING GUIDELINE = 5 minutes Silent brainstorm – explain what it is. Ask people to go to the fun retro board https://funretro.io/publicboard/EMbMauqtc6SXAu12wjdtRXxeRJq2/e339f832-85b6-41bb-a314-f592fc64e330 Spend a few minutes adding any challenges that you have with online meetings / remote facilitation Things to call out: Sharing the topic of the brainstorm in advance before the meeting can be helpful to help people prepare Silent brainstorming means that people get some silent reflection time to think and their thoughts aren’t interrupted by other people shouting out It also lets people who are not as comfortable speaking out in a big group share their thoughts Tip – ask if anyone would like a little bit more time after your initial timebox
- TIMING GUIDELINE = 3 minutes Share the tips on dot voting Ask people to vote on the top 3 things that they’d like to discuss today
- TIMING GUIDELINE = 10 mins Explain the concept of breakout rooms and how they can help, especially in larger meetings when only a small percentage of the group participates. Talk through how to set them up in MS Teams Set up some additional meetings in your diary - MS Teams by default Share the unique links on a tool that everyone can access (e.g. sharepoint doc, meeting invite, funretro or trello board) Decide how to arrange people into the rooms Ask one person from each room to be the timekeeper and be clear on the time to come back to the main room Ensure everyone understands what to do
- TIMING GUIDELINE = 10 mins Explain the concept of breakout rooms and how they can help, especially in larger meetings when only a small percentage of the group participates. Talk through how to set them up in MS Teams Set up some additional meetings in your diary - MS Teams by default Share the unique links on a tool that everyone can access (e.g. sharepoint doc, meeting invite, funretro or trello board) Decide how to arrange people into the rooms Ask one person from each room to be the timekeeper and be clear on the time to come back to the main room Ensure everyone understands what to do
- TIMING GUIDELINE = 5 mins Ask the volunteer from each team to share back a summary of what they discussed Explain that the techniques of breakout rooms followed by a debrief helps to increase participation in the overall group and discuss and solve multiple problems at the same time. The debrief allows sharing plus additional ideas to be added.
- TIMING GUIDELINE = 10 mins Explain the concept of breakout rooms and how they can help, especially in larger meetings when only a small percentage of the group participates. Talk through how to set them up in MS Teams Set up some additional meetings in your diary - MS Teams by default Share the unique links on a tool that everyone can access (e.g. sharepoint doc, meeting invite, funretro or trello board) Decide how to arrange people into the rooms Ask one person from each room to be the timekeeper and be clear on the time to come back to the main room Ensure everyone understands what to do
- English as first language No surprises
- TIMING GUIDELINE – 1 mins Once you know the purpose of the meeting or workshop the next step is to decide what type of meeting it is. Different types of meetings require different types of facilitation. Understanding the type of meeting will also help you to find formats to use during the session to help people collaborate.
- List of Links for Formats Parking Lots - https://www.lucidmeetings.com/glossary/parking-lot Meeting norms - https://hbr.org/2016/06/8-ground-rules-for-great-meetings Silent brainstorming - https://www.sheffield.ac.uk/polopoly_fs/1.470010!/file/HowtoReverseBrainstorming.pdf Reverse brainstorming - https://www.mindtools.com/pages/article/newCT_96.htm 5 Why’s - https://www.isixsigma.com/tools-templates/cause-effect/determine-root-cause-5-whys/ 6 Thinking Hats - http://www.debonothinkingsystems.com/tools/6hats.htm Lean Coffee - http://agilecoffee.com/leancoffee/ 1-2-4-All - http://www.liberatingstructures.com/1-1-2-4-all/ SWOT Analysis - https://www.mindtools.com/pages/article/newTMC_05.htm Forcefield Analysis - https://www.mindtools.com/pages/article/newTED_06.htm Dot voting - http://www.dotmocracy.org/dot-voting Roman Voting - http://www.facilitationpatterns.org/cards/roman_voting.html Fist of Fives - http://agileforall.com/learning-with-fist-of-five-voting/ Impact/Effort Grids - http://www.innovationgames.com/impact-effort-matrix/ 4 L’s - https://www.funretrospectives.com/the-4-ls-liked-learned-lacked-longed-for/ Sailboat - https://www.techagilist.com/agile/scrum/sailboat-or-speedboat-sprint-retrospective/ Stop, Start, Continue - https://www.retrium.com/retrospective-techniques/start-stop-continue Pre-Mortem - https://gamestorming.com/pre-mortem/
- The definition of introversion and extroversion is often misunderstood. Extroverts have a preference for more stimulating environments – they get their energy from being in these more stimulating environments for example in large groups Introverts have a preference for less stimulating environments – they get their energy from being in less stimulating environments e.g. from spending time alone or in a small group The terms introvert and extrovert were popularised by Carl Jung in the early 20th century and the thinking was that this is a scale and people rarely sit right at the end of the scale – they are more likely to fall somewhere between the two points. Twin studies have shown that there is a genetic element to this
- Many people see “introvert” as a negative thing and wrongly assume that introverts have poor social skills, are shy, unfriendly and don’t make good facilitators or public speakers. These are not characteristics of introverts, but of course it is possible that some introverts may have some of these characteriustives.
- Extroverts also get a bad press. Many people assume that these people are always confident, never stop talking, are bad listeners and don’t like alone time. Again, these are myths and not characteristics of extroverts (although it is possible for extroverts to have some of these characteristics.)
- Don't be afraid to stop a session that is not going well – regrouping at a later date is more respectful of people's time Example of how to use powerpoint or excel or word to run a brainstorm?
- Reading / Tools List Facilitating with Ease - https://www.amazon.co.uk/Facilitating-Ease-Facilitators-Consultants-Jossey-Bass/dp/1118107748/ref=sr_1_1?ie=UTF8&qid=1484045077&sr=8-1&keywords=facilitating+with+ease How to run a great workshop - https://www.amazon.co.uk/d/cka/How-Run-Great-Workshop-Designing-Brilliant-Workshops/0273707876/ref=sr_1_2?ie=UTF8&qid=1484045102&sr=8-2&keywords=game+storming Quiet - https://www.amazon.co.uk/dp/B0074YVW1G/ref=dp-kindle-redirect?_encoding=UTF8&btkr=1 Gamestorming - https://www.amazon.co.uk/Gamestorming-Playbook-Innovators-Rulebreakers-Changemakers/dp/0596804172/ref=sr_1_1?ie=UTF8&qid=1484045102&sr=8-1&keywords=game+storming Agile Retrospectives - https://www.amazon.co.uk/d/Books/Agile-Retrospectives-Making-Teams-Great-Pragmatic-Programmers/0977616649/ref=sr_1_1?ie=UTF8&qid=1484045150&sr=8-1&keywords=retrospectives Liberating structures book - https://www.amazon.co.uk/dp/B00JET2S76/ref=dp-kindle-redirect?_encoding=UTF8&btkr=1 Liberating structures website - http://www.liberatingstructures.com/ https://www.mindtools.com/pages/article/RoleofAFacilitator.htm Retromat (retro ideas) - https://retromat.org/en `Fun retrospectives (more retro ideas) - https://www.funretrospectives.com/ Fun retro - https://funretro.io/
- TIMING GUIDELINE – 2 mins Talk briefly about the importance of starting with “why” and ask people to think about how many meeting invites they receive which don’t include the purpose. Think about what a successful outcome would look like. Recommend Simon Sinek’s TED talk - https://www.ted.com/talks/simon_sinek_how_great_leaders_inspire_action?language=en#t-117811 (we’ll share the slides/links)