You can still collaborate, engage and share information effectively with your colleagues and clients. You just need a few tips and the right tools to run an online process workshop.
We’re all used to meeting online these days but if its your first time running a process workshop it can be a bit nerve wracking. Take a look at our tips below to help you prepare and run a fantastic online process mapping workshop that everyone will get the most out of.
If you want to brush up on your process mapping skills – check out our guide here (https://www.getskore.com/process-mapping-guide/)
So here are our top tips to help you.
1 – Desktop Sharing Software
One of the most important steps here is getting a good desktop sharing software that you are familiar with and comfortable using. While we’re not recommending specific software, you can check out some popular systems here. The two important things to consider here is the quality of the audio / visual during the call and how easy you find it to use the software.
During the session you want to keep people focused on the process being mapped so it is essential to avoid distractions such as poor audio, or waiting for the facilitator / mapper to share the screen. If you’re familiar with using Teams or Zoom for example, then this is probably a good option for you.
2 – Smaller Regular Workshops
Running workshops online is a different dynamic than when in the same room. People tend to be more focused for a shorter period as they concentrate on the screen rather than the normal social interaction experienced when physically together. It’s also harder to keep larger numbers of people engaged when you’re trying to facilitate the workshop, map the process and manage the online meeting.
We recommend running more, but shorter, workshops with fewer people. 3 to 4 people is probably ideal with sessions between 1 and 2 hours long. If you need to run several workshops with the same people, ensure there are good breaks between sessions. Not only do you want to give people breaks from the process but also give them a chance to catch up on emails and other comms. This helps prevent distractions during the session.
3 – Use Video
As you cannot be in the same room it’s still important to keep an eye on levels of engagement. When everyone is in the same room it’s easy to see who is dominating the workshop and who you need to engage with to make sure you get a good balance.
If you use video through your desktop sharing session you can also keep an eye on who is talking and who needs to be brought into the conversation. It’s not always possible to distinguish between people purely based on the sound of their voice.
Ideally you will have two screens, one on which you can see the participants videos and one where you will be mapping the process.
4 – Essential Pre-Workshop Preparation
With shorter sessions and fewer participants it’s essential that you plan carefully to make sure you can start quickly and have exactly the right people in the room. With face-to-face workshops you often have the luxury of spending time exploring the scope of the process and understanding whether you have the right people in the room.
With online process workshops we highly recommend that you are completely clear on the scope of the process and you have exactly the right people on the call. Our process workshop template will guide you through capturing and agreeing the information for each process you are capturing, download it here.
5 – 5 Steps To The Perfect Process
Once you start the workshop, mapping a process in Skore is no different. Make sure you follow the 5 steps to the perfect process. This approach helps you control the flow of the discussion and allows you to map at the speed of conversation.
6 – Provide Access To Processes
Finally, at the end of the session provide access to the process for all the participants. With shorter, more focused, sessions it’s likely participants will have more feedback afterward. Make sure they have access to the processes and show them how to leave feedback and comments.
The key to excellent online process workshops
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