Remote workshops: our tips and learnings

Video meetings serve to exchange information. Status, updates and plans can be discussed. People rarely work together collaboratively.

In a remote workshop we work together on a concrete task and generate clear results. In doing so, we answer questions, switch into the user perspective and find solutions together.

• intense and effective:With the right preparation and structure, the cost-benefit ratio is actually even better remotely. Via a video conference with Teams, Skype, Webex or another tool we talk, see each other and work in parallel on a shared digital workspace such as MIRO or MURAL. In this way we develop highly efficient solutions together. No matter where you are joining from.

• Embrace new possibilities instead of clinging to old methods
  Microsoft Teams, Zoom and Miro are some of our current favorite tools. The companies we work with have different system landscapes and security requirements. Therefore, it is now important to be flexible, to openly adopt new tools and to dare to cooperate digitally. Our tip: conference via Skype and parallel collaboration on a Miro board.

• Design it well and keep it short
  We design remote workshops so that joint video conferencesonly take place for two to a maximum of three hours at a time. The right mix of brief preparation, asynchronous individual work, sessions in small groups and group conferences makes remote workshops intensive but varied and goal-oriented.

• Everyone in the thick of it instead of just along for the ride
  We notice that the results are significantly better when everyone can be fully present. For the joint parts of the workshop, we therefore ask all participants to join 15 minutes before the start for a warm-up, check the technology together, and introduce the tools. All distractions are turned off for the duration of the workshop. In return, there are sufficient breaks in which emails can be checked and everything necessary can be done.

• Open and playful is goal-oriented and efficient
  We design our on-site workshops with playful elements that allow creativity and lighten the mood. These methods, adapted, are also found in our remote workshops. In this way we arrive at new results in a targeted and efficient manner, because loosening up in between is also important in a remote workshop in order to remain open to new impulses.

• Buffer times and an eye on the clock
  A colleague has to connect a new microphone, another colleague is kicked out of the Wi-Fi and briefly leaves the conference. That happens. For us these are not catastrophes; we always plan our workshops with enough buffer time. Nevertheless, we notice how important it is that someone keeps an eye on the time. Workshop time always seems to pass very quickly!

Sometimes the connection breaks and we are not sitting in the same room. That’s unfortunate. But we actually also see advantages that arise when we organize workshops from the home office.

• Easier coordination
  since preparation, shared video times and individual work can be planned separately

• No travel time

• Easier involvement of decision makers,
  other departments and external experts, as a whole day does not have to be blocked for the workshop

• Get to know new collaboration tools and digital workshop methods
  that can also be used in day-to-day work in the company

• More open collaboration,
  since digital communication often feels more anonymous and socially safer

• More sustainable
  Remote workshops do not generate any CO2 through travel, our electricity is produced ecologically and we do not use Post-its or paper

• Automatic documentation
  when we work together digitally with collaborative tools like Miro or Mural, we create the documentation already during the workshop. We usually only have to revise it minimally so that you can present your results internally

• Simply more efficient
  Online collaboration creates a focus that often delivers surprisingly good results in just a few hours