Flash back to a few years ago and we were all scrambling to make things work online. Few people had really nailed the proficiency of online workshops and we were thrust into learning on the job. While for facilitators Zoom was not an unusual tool, it was not a given that any potential clients or participants had any idea how to use it. Digital whiteboards were not well known and looked unfamiliar and complex. There was a fierce learning curve for most people.
Fast forward to today and we are very used to everything happening remotely – meetings, workshops and even conferences all being done over (insert digital platform of your choice). There is now a plethora of platforms to choose from. There are a multitude of ways to do things and online can be an active choice, not a second best fit. Things are no longer potentially messy and unfamiliar and and understanding of what is possible vastly improved.
There is a recognition that actually a mix of online and in person gatherings is actually quite healthy. Shorter meetings can be done online, and there are all sorts of savings to be made by not dragging everyone half way across the country for every single event. When people do get together in person the time taken and significance is valued differently to when it was the default.
Facilitation is facilitation
On one level online facilitation and in person facilitation are actually very similar. Facilitators use similar processes, techniques and methodologies to get to the outcomes. A skilled facilitator will be able to work both online and in person as the essence and core principles of any workshop or session is really the same wherever you do it. The focus on engagement, participation and group dynamics, keeping to time and making sure conversations flow is the same.
The differences are more obvious in the tools and technology that you see uses, but perhaps more subtle in the techniques a facilitator may use to keep everything on track.
Just what are the main differences?
Online facilitation is great for is taking participants through a highly structured process. Creating plans, generating ideas and capturing lessons learnt can all be done efficiently and effectively online, and there are brilliant tools to support this. This is even easier for a team that know each other well and where the objectives are clear and straightforward.
When it comes to more complex dynamics and facilitating sessions that require a good degree of fluidity and responsiveness, in person facilitation is a much better option. These types of sessions often require connection nurturing and relationship building to be front and centre of the workshop. They require embracing a degree of emergence and uncertainty. Imagine a session where you are need to give a lot of space to different perspectives and opinions, where you are inviting a lot of questions and digging deep into the unknown. In person is a much easier option.
In person facilitation provides more room for the fluid and free flow, the thinking on your feet and plotting your course as you go. Online facilitation needs to be much more deliberate and structured. You have less flexibility in how people actually contribute (likely a digital hand in the air) and need more instructions to enable this. This may include engineering some “coffee break” breakout room chat opportunities online to mirror those informal conversations people may have on their way to the loo!
Maintaining the energy requires more focus with online facilitation and it is harder to judge the energy levels. Plan in checks and contingencies. Include some physical movement. Make sure breaks are not a “quick 5 minutes” so people really get a chance to step away from the screen.
Facilitator energy is also different. The facilitator will likely be sitting down all day rather than pacing around a room, moving between tables, sticking things on walls (or maybe that’s just me!). Being online can also be draining in a different way, and we all know that screen fatigue is real and not just for the participants.
Holding attention is harder when online. I is difficult for people to “put down” the notifications and other digital noise that surrounds us. A lot more thought needs to be put into gaining participant commitment and getting that buy in for attendance in the first place. Dropping out of a workshop online (potentially returning later) is relatively easy as is half doing replying to e-mails in a workshop. It is far less likely for this to happen when people have travelled to an in person workshop, partly because we can see what each other is doing.
Managing group dynamics requires a focus on different things. The loudest people in an in person space may very well not be the loudest person in the online space. This can give those quieter more introverted participants a better opportunity to participate. The pace and volume of conversations is far slower and quieter which does provide more space to think, and jumping in a talking over each other just doesn’t really work. Enthusiastic side chat is tricky!
The technology itself will impact the facilitation in an online workshop. This will be a positive for people who prefer typing to writing for example. For others it is a barrier and despite the digital world being very familiar to many, there is still a technological gap and functions such as raising hands, using chat boxes and accessing digital whiteboards may not be that easy.
As a facilitator your ability to multitask is drawn upon more online which can be more energy intensive depending on where you yourself get your energy. This is of course where a co-facilitator is needed. Depending on number of participants and the complexity of the workshop, it is likely that two facilitators, or a facilitator and tech producer is needed to make the online workshop run smoothly. The tech producer runs breakout rooms, monitors the chat, provides links and tech support to help participants access various platforms. Co-facilitation for in person workshops tends to be something that makes the workshop a more rich and well run experience. But unless there is a particularly large group present, it is usually possible to facilitate alone.
So how do you decide whether it is online facilitation or in person facilitation you need?
Some basic things to think about then are:
- Consider your objectives. If you are looking to do something fairly simple like generate ideas or create some plans the online will work very well. If you are looking to build connection, relationships or develop some team spirit the you might want to go for in person facilitation.
- The number of people – large groups online can be tricky as you can only really ever get to see a certain amount of people even if you use breakout rooms.
- The location of people – if you are having to get a lot of people a long way then you may want to consider online facilitation as a more efficient and cost effective way forward.
- Time available to you for the workshop – if you are wanting something shorter, or are able to break it down into smaller chunks then online may be what you need.
- Budget – online is not necessarily cheaper though as you will quite possibly be needing those two facilitators
- The participants – think about how well the group knows each other and how well people work together. And what their degree of technological comfort is.
There are of course hybrid options (a mix of online and in person). You can also bring the tech into the room (it’s not always post it notes and flipchart paper).
Still unsure?
Then give us a call. We have a wealth of experience in facilitating both online and in person sessions so we can help you work out the best fit for you.
