So you need to run a remote workshop but you’ve never done it before. As a design agency with over eight years experience running hundreds of remote workshops both internally and with our clients, we can help.
In light of the COVID-19 pandemic and social distancing measures sending companies into work from home exile we’re sharing what we’ve learnt from our years of remote workshopping.
Before the workshop
Every company runs workshops differently but in our experience, a good workshop (remote or otherwise) requires a good plan.
Our plans follow a rough, simple pattern:
- Write a brief
- Prepare content
- Run the workshop
- Follow up
This guide will explore what’s involved at each stage and what digital tools are needed to do it remotely.
Write a brief
Workshopping a problem or ideation takes creativity. In our experience, creativity thrives when the background and scope are well understood.
Do’s
- Do write at least half an A4 sheet spelling out the problem you want to solve or outcome you want to achieve (be concise!). fDo think up some thought-provoking situations or examples for an ideation workshop. Extremes are a good approach here.
- Do define a clear, singular, achievable objective to the workshop (start with ‘How might we…’)
- Do make an effort to keep it exciting – use interactive elements to keep people engaged, even if they are superfluous.
- Do make it clear who’s leading the workshop – this should be the person most invested in getting the right idea – not necessarily the more senior or highest ranked.
Don’ts
- Don’t make it too long – 3small 1-2 hour workshops which iterate on each other are far more effective than 1long 6 hour workshop where everyone will be exhausted by the end.
Notes
The brief usually comes in the form of a document or even presentation sent around beforehand for people to read. We have a list of pros/cons for the tool we use at 100 Shapes at the below. We like using google docs/google slides to write all documents at 100 Shapes, we find allowing anyone to jump in and write simultaneously with you incredibly helpful, especially if you need a doc written quickly.
Preparation
We want to get everyone ready to start the workshop. Ideally everyone has read the brief at least the day before to get the wheels turning and incubate before the main event.
Do’s
- Do send check ins and helpful reminders about how thankful you’d be if everyone read the brief beforehand.
- Do encourage people to use their webcam, we found people communicate best when they can see each other’s faces.
- Do show up and start the remote session before anyone else shows up, this helps remove any confusion around being in the right place and gives someone a friendly face when they arrive.
Don’ts
- Expect it to be like the office, a dog barking or cat joining the workshop might seem unprofessional in the pre-outbreak work environment, but post-outbreak it’s the equivalent of being thrown out of a meeting room.
During the workshop
The biggest question – which remote session application to use; there are many tools out there, it comes down to personal choice and your specific workshop requirements, we’ve given our view on all the tools we use further down the page.
Think about
- What interactive elements are going to be in the workshop?
- Will everyone be all on our own devices? Will they be on handheld devices?
- Will no one have the remote session window in focus?
- Will one person be hosting?
- How long will the workshop be?
Tools
Google Docs / Google slides (Google Apps)
- A suite of web applications which replicate (and improve upon!) Microsoft office products
- Comprehensive suite of apps for all your business needs (all 100 Shapes files are google docs/google sheets)
- Google Docs = Microsoft Word
- Google Slides = Microsoft Powerpoint
- Can import Microsoft files (not always gracefully)
Pros
- Works through the browser without having to install anything
- The document exists on the cloud/internet, securely backed up, never lost
- Collaborative – any number of people can write at the same time
- Updated everywhere realtime – fix typos or make edits
- Can revoke access – locks down and keeps documents secure
Cons
- Users need accounts to see who’s done what
- Sharing options can be a bit complicated
- The interface is powerful but basic – less tech-savvy MS word diehards might struggle.
Microsoft Office
A suit of desktop (and now web) for all office needs
Pros
Mostly universal – most companies offices have MS word on all computers
Cons
- Edits and corrections need to be re-sent
- Must be emailed, each time creates a copy
- Exists only on hard drives and email attachments
- Often stored on the company network drive – inaccessible remotely
Google Meet
A video conferencing app from Google. Reliable and flexible, our go to.
Notes
- Used when a single person wants to present.
- Used for face to face chats
- Used when lots of people are in the call
- Used when you need to share screens
Pros
- Free to use
- Works on all devices and requires nothing to be install
- Every Google Meet room has a unique telephone number to allow people to connected even without a computer
- A Google Meet room is automatically created when an invite is made (no asking/sending links around)
- Can auto-generate closed captions in real time
- Presenting a screen are treated as a participant
- Lobby to check camera and microphone are working before connecting
- Hangout statistics – logs all hangouts and points when everyone muted/unmuted
Cons
- Users need a google account to use video
Whereby
- Lightweight video conferencing – super simple and great at what it does.
- Used when there’s 4 of fewer users
- Used for face to face chats and catchups
- Used when you need to share screens
Pros
- Nice UI – simple to use for non-techie people
- Fixed room names which persist – “Paolo’s Room”
Cons
- Have to pay for more than 4 participants
Zoom
Notes
- A comprehensive video conferencing app allowing many users with some advanced features
- Used for large numbers of participants
- Used for personal calls
Pros
- Can change the background
- Up to 1,000 participants and 10,000 views
Cons
- Must install app before use
- Must subscribe for longer than 40 minute meetings
Slack Calls
Notes
- The instant messaging app has a call feature
- Used for quick 1-to-1 discussions when it’s quicker to talk than write
Pros
- Already integrated if your company already uses slack, no extra accounts or sign in needed
- Super simple – 1 click
- Free
Cons
- 1-to-1 calls only
- No video included with free version
Tandem
Notes
- A Collaboration app used to help employees stay connected socially and through work
- Used for daily standups
- Used to see what everyone is working on all day
- Used for more collaborative share screens
Pros
- Can see other users cursors while screen sharing – good for highlighting
- Can easily setup 1-to-1 conversations with 1 click
- Person your calling auto answers muted, but can hear you – like tapping someone on the shoulder
Cons
- Must install app before use
Miro
Notes
- A postit note taking app
- Used for brainstorming with post it notes
- Used to draw diagrams
- Skeuomorphic UI
Pros
- Can save boards for later use
- Easy to use click and type
- Highly interactive
Cons
- Requires setup before hand
- Users need paid for accounts
Follow up
We found our clients often found a follow up after the workshop useful. It’s a great tool to help make sure everyone is on the same page with the workshops outcome and provides a nice paper trail
Do’s
- Do capture the findings in a concise doc or email
- Do send the follow up to interested parties not at the workshop – great to keep them in the loop
- Do send the follow up to attendees of the workshop – giving them a record of the workshop and result is useful when they need a memory jog
We run lots of remote workshops for our clients, but are especially known for running “Design Sprints” which are a structured 4-day series of workshops and are ideal for testing an idea, launching a new feature, or tackling your greatest challenges, all in less than a week.