Notes on Running a Virtual Workshop

Reference 4 (Added April 17) is a 30 page ACM guide written in the early COVID era.

Before

Consider stretching the workshop. For example, do we want a full day or to try a few hours per day over a few days? (“By spacing out the learning over a longer period, there is a much greater chance that your attendees will have the opportunity to digest, review, reflect, and apply what they learn” see point 9)

Messaging that covers

Have to address the social strangeness
Video online is hard to stay focused
We’re going to stretch it out
Tradeoff: more dropoff within the week, but keeps ideas in mind

Software and Technology

Video
- Do we record? Are the recordings available to all? Do they inhibit discussion?)
Discussion

Prepare Speakers

Train: This is how to present & lead a discussion effectively via video
Test: Ensure that everyone has tested their setup before the day of
Don’t be on slack while you present - moderators will select and pull stuff for you
Clarify time per session (minutes per X on agenda)

Prepare Attendees

Set norms (including that everyone’s on video for the full event? Many comment that this helps focus).
Prepare: Software installed and working in the setup you’ll be using.
- Do you have bandwidth for everyone working from home?
- Do you have water or coffee handy?
Side channel expectations - use discussion platform extensively?

During

Norms and Expectations

Be explicit that this a new experience for most of us
Regularly repeat and reinforce norms
Conference Call bingo cards
Icebreakers? (See point 4)
Be explicit about length of breaks - "we'll reconvene at the top of the hour", not "we'll take a few minute break."

Have a tech support plan

Where do participants go for help with tech failures?
Who ensures that everyone but the speaker is muted?
https://digitalfacilitation.net/?p=404

Virtual Hallway Con

Make time for this
Emphasize that people can up use of the discussion platform
Ask that people spend time in the virtual hallway, assume goodwill and try to make it work

Interesting/Thought Provoking/References

Dream2Success / virtualworkshop