Learning Virtual Convening Together Adapted from Nobody signed up - - PowerPoint PPT Presentation

Learning Virtual Convening Together

Adapted from

LSC COVID-19 Virtual Convening Principles

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

1) We will remain human-centered.

• We are going to prioritize supporting each other as whole human beings
• We are going to prioritize simple solutions that make sense for the most
• We are going to prioritize sharing resources and communicating clearly.

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
• 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

Adapt and Adjust Expectations

▪ 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, design and content creation ▪ Design & Delivery – keep outcomes, change formats, limit content blocks, increased breaks ▪ Adapt – we will all learn new skills and technologies together Rethink purpose, roles, norms, agenda, content, technology, communication Do your best, given your experience, skill set, access and starting point.

Hybrid Engagement - Key Tools

▪ Synchronous (same/real time) vs. Asynchronous (not at same time) ▪ Tools

▪ Video Conferencing – Zoom, Google Hangouts, Skype ▪ File Storage & Sharing – Google Drive, Dropbox ▪ Documentation Tools – Google Docs ▪ Communication & Collaboration Tools – Zoom, Google Drive ▪ Survey Tools – Google forms, Survey monkey

Avoid Technical Snafus

▪ 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 – audio/video testing, tech support, tutorials ▪ Don’t assume synchronous login for participants – record ▪ Step-by-step agenda/script ▪ Times zones!

Set Up & Presentation

▪ Space – quiet, comfortable, good lighting ▪ Wear headphones ▪ Check internet ▪ Shut down other applications and programs ▪ Open presentation materials beforehand ▪ Send materials to participants

▪ instructions, login info, documents, tutorials, tech support

Identify Virtual Norms

▪ Shared at start of convening, with agenda ▪ Examples:

▪ Turn your video on, be camera ready ▪ Stay engaged, be present and an active listener ▪ Use mute button to prevent transmission of background noises (host can mute) ▪ Speak up to get attention, or virtual “hand- raising” option ▪ Confidentiality – Recording? Attribution? Las Vegas Rule?

Key Roles

▪ Facilitator – designs and facilitates session ▪ Technical Support – troubleshoots participant tech challenges, demos features at beginning ▪ Moderator(s) – ▪ monitors engagement via participant panel ▪ 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

Virtual Engagement

▪ Greet participants, Rename callers ▪ Icebreakers / Roll Call / Check Ins ▪ White boards for brainstorming ▪ Polls for feedback/voting – pre, during, post ▪ Shared documents – reflection to prompts/question before discussion (introverts!) ▪ Breakout Rooms ▪ Online Chat

Virtual Engagement

▪ Find the FUN, and the humanity! ▪ Emojis, gifs, etc. via chat ▪ Themes – dressing the same, food and beverages, etc. ▪ Music ▪ Virtual backgrounds ▪ 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