Workshops and Parent Groups to a Virtual Setting Welcomes You … · 2020. 8. 26. · Virtual...

Virtual Facilitation: Transforming In-Person Workshops and Parent Groups to a Virtual Setting

Welcomes You To

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Options for Accessing Workshop on Different Devices

Log into Zoom and then open Google slides on a desktop or laptop and arrange the windows so you can see both.

Log into Zoom on one device and Google on

another device.

Log into Zoom on the phone. Keep it in the background and follow along with Google.

Log into Zoom on a tablet but keep it in the background. Then open Google and keep it visible.

Desktop or Laptop

Two Portable Devices

Smartphone Only

Tablet Only

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http://www.spark-decks.com

Setting Up Your Virtual Space

✔ Try Gallery vs. Speaker View. ✔ Pop out chat and participants.✔ Arrange these 4 windows however you like.

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Please complete a line on the grid below.

Your Name Your pronouns Your OrganizationOne way you’re taking care of

yourself right now

Who is Here Today?

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Your Name Your pronouns Where are you calling from?What’s one way you’re taking care of

yourself right now?

Who is Here Today?

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yourself right now?

Who is Here Today?

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yourself right now?

Who is Here Today?

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Aims for the Workshop● You’ll walk away inspired

with new ideas for engaging families in a virtual setting.

● Identify strategies to navigate participants’ technical limitations

● Explore best practices, tips, and resources for creating engaging, effective online sessions

● Model virtual activities:

○ Using a shared document○ Screen sharing a video○ Breakout groups○ “Forced Copy” Worksheets

● Reflect on how we might use these tools in our sessions

● “Tech Minutes” to share tips and tricks for Zoom

● Share resources

What We’ll Do

Non-Verbal Controls in Zoom

Raise Your Little Blue Hand

Lower Your Hand

Indicate you are

taking a coffee

break

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About the Technology BluesIf you have any trouble with technology today, take the time you need to get settled! I will help as I can. If we’re not able to fix the problem, relax and take

the 30,000 foot view. There is still a lot you can learn by observing!

Virtual Mingle Warm Up

Round 1

Find something in your

current space that is

meaningful or important

to you and share it with

your partner.

Round 2

What are the successes and challenges you’re

facing as you connect with your team and families

virtually?

Large Group

What helps to keep YOU

engaged and connected

during virtual sessions?

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What keeps you engaged in virtual sessions?

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An interesting visual Not reading slides!!! Just

like in person

I am kept engaged being able to inteact with

others at the webinar.

Relevant infoDifferent methods to

engage

I had a summer course and my professor would also use breakout rooms to have us engage with each other and asked questions to keep us

thinking and randomly choose someone to

answer it

Break out rooms

Removing distractions, break rooms and other ways to attendees to participate.

Breakout groups, polls,

I appreicate when the presenter has a partner who asks uestions in

the chat while the presentation is

happening

Breakout rooms and fast pace

the pheneSplit screen for visuals and a good chair cushion.

I am engaged when there is an opportunity to participate/interact

with others AN when I can see the faces of

everyone in the Zoom meeting.

Having comfortable surroundings and a

comfie chair keeps me engaged!

Giving great personal examples on the sub ect

to further explore the idea/sub ect.

Breakout rooms, small groups, combining use of auditory and chat

engagement

What keeps me engaged is removing any

distractions such as my phone

Break out groups, polls, evals, headset

What keeps me engaged is little activities like

throughout the process.

Visual Cues

What keeps you engaged in virtual sessions?

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Take turns speaking.

Please use the “hand raise” feature in Zoom. If you can’t, you can’t raise your hand on screen. If you’re not on screen, you can just unmute, but please wait until we call your name so we don’t speak over each other.

Reduce distractions… for yourself and others.

Put your other devices out of reach. Stay on mute when you are not speaking to reduce background noise. We might mute you or turn off your video if needed.

Be mindful of your “airtime.”

We will give wait-time, and will occasionally call on people we don’t hear from. ELMO might appear if we need to make space for others or move on in the session.

Avoid the urge to always be clicking.

Grab a squeeze ball or fidget toy to keep your hands occupied!

Feel free to copy and use this set of

practices!

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Virtual Meeting Etiquette

How to Create Breakout Rooms

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Zoom Host and Co-Host Capabilities

Only a Host can...

● Start and end the Zoom meeting

● Create breakout rooms● Move participants in breakout

rooms● Create or remove Co-Hosts

But a Co-Host can help...

● Let people in from the waiting room

● Rename participants● Move in and out of breakout

rooms● Start and end recordings

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Understanding our Families

How are our families lives different now than before

the pandemic?Write on a piece of paper,

not here :)

What strengths do our families bring that we can

draw on?

What obstacles are they facing to being fully

present when we connect with them?

What would our families appreciate from us at this

time?

https://docs.google.com/presentation/d/1N97nsCN8pMwvV6C6usPkkzmKlAJ6daYiFIfqsrWuwhI/copy

Let’s debrief...

What insights do these four uestions have for how we facilitate virtual sessions?

● Fle ibility is key for staff and families● Timing of workshops and supports is important- what time

of day? Are families busy?● Overtly acknowledging that attendees/families/participants

have children running around and may have other background noise… and, letting folks know that it’s okay

● No judgement!● Reinforcing that folks can show up as they can● Basic needs have to be met in order for families to

participate ● Finding creative ways to send things to families prior or

raffling off items during workshops to be mailed later

How to Create a Forced Copy of a Google Doc (make a virtual handout!)

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Making a “forced copy” allows each person to have their own copy of a document that no one else can see.

Change the very

end of the URL

from “edit” to

“copy” before

sharing the link.

Click here for more help.

https://support.google.com/docs/thread/5761657?hl=enhttps://support.google.com/docs/thread/5761657?hl=en

Stretch Break!

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Translating In-Person Practices to a Virtual Setting

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Care for the Whole Person

Share & Capture

Information

Engage

Everyone

Equally

Close a Session and Plan for

Action

Do Together: Caring for the Whole Person

What are 3 ways we do this in person? GOALS

Have fun

Maintain physical energy

Help people connect with others in fun

ways

Music

Food and coffee

Engage all 5 senses

Allow for realities of life outside the classroom

First, find your room number! Choose one person to chart for your group, and one person to keep the discussion going.

How could we do this virtually?

“Happy Hour” social time before meeting - bring a beverage or snack

Play music

Have video

Stretch breaks

Room 1: Creating a Warm Welcome and Grounding


Welcome participants

Set ground rules/Agreements

Break the ice

Get to know participants/their needs

Build trust in the group

Make people feel at home

Prepare the space

Introductions- a bit about

participant experiences,

children ages, etc.

Staff, presenter

show up early to get the

space ready

Sticky labels with

names



Introductions- small groups

Renaming with nicknames

Music

Show up early

Can share screen with agreements

Whiteboard to brainstorm

Build rapport through ice breakers

Remind folks that there is no judgement

Share confidentiality agreements

Acknowledge people as they sign in

Room 2: Sharing & Capturing Information


Show visuals

Take notes

Gather ideas from the group in writing

Share agendas

Give a presentation

Distribute materials

Create visuals and doodles for an idea

Handouts

Share flyers/pamphlets

Set out pens and

paper



Fun Support Groups

Advisory Meeting

Happy Hour Trainings **

Music and Play Groups

Share information through email

Social Media

Create a link tree and share links with others

Jamboard

Whiteboard

Google doc

Email PPT and handouts

Room 3: Engaging Everyone Equally


Get input from everyone

Allow for different thinking and learning

styles

Keep the group’s attention on the task

Encourage quiet people to speak up and bolder people to step back

Avoid rabbit trails

Help people who are late, lost or left behind

Calling on people

Different systems -

post-it notes

Making sure

everyone gets to speak



Host dictates and monitors the order

Use chat - and then moderator can comment on what was said

Rename people to correct name

Set ground rules about step up/step back; participation

Emphasize confidentiality

Jamboard*

Use different t methods to keep interest

Barrier: chat is hard to access from a smartphone and can’t be accessed if someone dialed in

Room 4: Closing a Session and Action Planning

What are 3 ways we do this in person? GOALS How could we do this virtually?

Thank you’s and appreciations

Identify next steps and create an action plan

Get feedback and suggestions

Review decisions made and lessons learned

Review flip charts &

notes

Thank you’s &

Appreciation

Paper survey


Survey Monkey

Google Doc Sticky Notes *

Virtual Charting (what is this?)

Polling Feature on Zoom

Google Docs

Using the chat box on Zoom for Thank you’s & Appreciation as well as voicing it.

Calling on people about what they like most about the session.

Room 5: Creating a Warm Welcome and Grounding


Welcome participants

Set ground rules/Agreements

Break the ice

Get to know participants/their needs

Build trust in the group

Make people feel at home

Prepare the space

Have a welcome

sign

Have designated food table

and participant

tables

Greeting them as

they come in



Music playing. Picture for waiting roomSome question to think about.**

Asking how they feel. Polls. Put up Thermometer with green, yellow, orange, red.*

Have a conversation with everyone before beginning, asking how they are, hows their day going*

Introduce yourself and set ground rules

Room 6: Sharing & Capturing Information


Show visuals

Take notes

Gather ideas from the group in writing

Share agendas

Give a presentation

Distribute materials

Create visuals and doodles for an idea

Paper agenda

Post-its or white board

Handouts



Chat feature

White board setting

Share screen

Send handouts beforehand*

Distribute materials (mail or drop-off)

Polls

Breakout rooms for collaboration*

Send links beforehand

Create a link tree beforehand with links you will be sharing

Dealing with Tech Issues

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http://www.youtube.com/watch?v=cfArICXC7bE

What tech challenges do you experience?

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People talking over each other, accidentally, and don’t hear that they are talking simultaneously.

Gardner shows up with blower during a meeting

Internet not working properly.Laptop not

charged.

Noise in the background

Some virtual, some not. The ones virtual unable

to hear or be heard.

Constant Interuptions

It’s hard to give e ual access to Zoom

functions when people who are on different devices. If they don’t

have a camera or if they are on a tablet or iPhone

vs. Android, the locations of various apps are hard to help people

find.

People don’t seem to get the zoom link we send and call the office manager during the training.

My kids asking for school help while I am working with a family.

Tracking folks when they leave and re oin

meetings

Internet slows donw for one of facilitatorrs

Password doesn’t work

Bad internet connection sometimes and trying to talk and others talking or not knowing how to

mute themseleves

Questions I can’t answer

Internet connection

Internet connection going in and out

My coworkers who have bad internet connections

Bad Internet Background noise Big trucks passing by house making loud noise Getting interrupted

Interninternet fails during met Droppi

Mutie uttonNot knowing who is on

the line when calling in.Background nnoise

M dogs barking or child saing hi when I am

presenting.

Sound echoing

My dog barking when the gardener is working.

People’s connection going in and out

Dealing with Tech IssuesWhat helpful things did

Oscar do today? What else might help?

● Co-host● Go over basics● Get on zoom● Offer to help in chat● Modeling● Explaining what i’m doing● Reposting links● Muting● Send instructions beforehand

● We have a call in number with a person ready to answer and talk them through it.

● Calling in as a facitator● Setting up a premeeting

Zoom Settings for Video

Turn on

these settings if

showing video

through your

computer.

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Zoom Settings BEFORE a meeting, on Zoom.com

Make sure all

these settings

are turned on

in your Zoom

account!

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Zoom Settings

You can tweak

these settings

as needed in

Security and Chat

DURING a meeting

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What’s one thing you’re excited to try?

What do you still want to learn about?

Application

Think about an upcoming virtual session...

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Please Keep in Touch!

Click here for your own copy of this slideshow:

Eva’s Book: Raise the Room

We welcome your feedback to help us improve these workshops!

Please take a few minutes to complete this short survey

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https://docs.google.com/presentation/d/1UzsL3uJvCkxmBm9iOWQEyb7-TGVCSxntSB6rI1CFDYw/copyhttps://evajomeyers.com/mailto:[email protected]://www.spark-decks.comhttps://docs.google.com/forms/d/e/1FAIpQLSc-eyvuBnXtgy9qaNZ704dqLIcLPLCM3LpecrE05LMv4IlmNQ/viewform?usp=sf_link

What is an appreciation you want to share?

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I appreciate this great interactive training

Thank you for the fun & interactive class!

Lots of good suggestions!

I appreciate this training! Very important

and relevant!

I appreciate all the great tips shared by the group.And for your patience!

Each time I do this training, I learn something new

Having a great boss that sends me to workshop that help me become a

better manager

Thank you for all the tips and tricks! Taking away some wonderful

ideas!

Thanks for taking the time to create this

google doc and teaching us all of these cool ideas

for zoom meetings

Thanks for bringing this traning!

Tips and I really appreciated this quality

“break” in my day. Thank you!

Loved everyone’s participation and ideas

I appreciate this presentation

What is an appreciation you want to share?

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Thank you to the F N A for making this

happen!

Collaborative Learning and sharing.

Safe space to learn.

● The Definitive Guide to Facilitating Online from Mural (VERY recommended)

● How to brainstorm with your newly remote team

● For Teachers: Do a bad job

● Tips for remote facilitation

● A Crash Course in Translating Your Process to a Virtual Setting

● What to expect when planning for virtual meetings - planning steps, timing, and roles

● The seven secrets of successful virtual meetings

● How to Run a Great Virtual Meeting

● Best Practices for Virtual Facilitation

● LinkedIn Learning

Additional ResourcesMore Expertise and Advice More Expertise and Advice

● Creating a Sense of Culture on Zoom (recommended!)

● Best Team Building Activities & Games for Remote Teams

● New Icebreakers for Successful Conference Calls and Video Meetings

● 5 Icebreakers for Distributed Team Meetings

● 6 Great Icebreakers for Virtual Team Meetings

● Online Warm Ups & Energizers in Mural

● Online Energizers

● Virtual Team Building Activities

● 26 Creative Virtual Team Building Activities For Remote Teams

● Noun Project: Free Icons for Everything

● 20 Sites To Get Free Stock Images For Commercial Use

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http://cdn2.hubspot.net/hubfs/3071166/The%20Definitive%20Guide%20To%20Facilitating%20Remote%20Workshops%20(V1.1).pdf?utm_campaign=Ebook&utm_source=ebook&utm_medium=button&utm_content=muralcohttps://uxdesign.cc/how-to-brainstorm-with-your-newly-remote-team-9f8456becbfhttps://uxdesign.cc/how-to-brainstorm-with-your-newly-remote-team-9f8456becbfhttps://anygoodthing.com/2020/03/12/please-do-a-bad-job-of-putting-your-courses-online/?fbclid=IwAR0NYF-wSHbBZHYed1FzW9rA2T__OVVrI9cpumkqhBte3G_6y81JZMJn1rAhttps://findmethod.co/facilitation-and-collaboration/tips-for-remote-facilitationhttps://digitalfacilitation.net/?p=627&fbclid=IwAR2MpEmWgjd6KbjzeBmWKLXrJN0acD7YryWnartKSnmAxy2-F-INkqBbvXshttps://digitalfacilitation.net/?p=627&fbclid=IwAR2MpEmWgjd6KbjzeBmWKLXrJN0acD7YryWnartKSnmAxy2-F-INkqBbvXshttps://docs.google.com/document/d/15FHrpZaN30I58QA-AxQkFtbfzectCuJBM-ID85Kl4Jw/edit?usp=sharinghttps://docs.google.com/document/d/15FHrpZaN30I58QA-AxQkFtbfzectCuJBM-ID85Kl4Jw/edit?usp=sharinghttps://www.pmi.org/learning/library/successful-virtual-meetings-skills-improvement-6267https://hbr.org/2015/03/how-to-run-a-great-virtual-meetinghttps://www.collaborationsuperpowers.com/67-meeting-facilitation-tips-for-remote-teams/https://learning.linkedin.com/blog/productivity-tips/new-to-working-remotely--these-resources-can-helphttps://blog.zoom.us/wordpress/2020/03/16/creating-culture-community-amid-social-distancing-work-from-home/https://miro.com/guides/remote-work/team-buildinghttps://miro.com/guides/remote-work/team-buildinghttps://www.conferencecalling.com/blog/conference-call-icebreakershttps://www.conferencecalling.com/blog/conference-call-icebreakershttps://blog.lucidmeetings.com/blog/5-icebreakers-for-distributed-team-meetingshttps://remote.co/6-great-icebreakers-for-virtual-team-meetings/https://blog.mural.co/online-warm-ups-energizershttps://trainings.350.org/?resource=online-energizershttps://teambuilding.com/locations/virtual-remotehttps://museumhack.com/virtual-team-building-for-remote-teams/https://museumhack.com/virtual-team-building-for-remote-teams/https://thenounproject.com/https://www.viralsweep.com/blog/free-stock-images-for-commercial-use/https://www.viralsweep.com/blog/free-stock-images-for-commercial-use/

Virtual Practices to Create a Welcoming SpaceGoal In Person Methods In a virtual meeting, you might try...Creating a Welcoming Space

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Virtual Practices to Help a Group FocusGoal In Person Methods In a virtual meeting, you might try...Helping a Group Focus Attention

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Virtual Practices to Gather, Organize, and Share Information

Goal In Person Methods In a virtual meeting, you might try...Gather, Organize, and Share Information

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Virtual Practices to Gather, Organize, and Share Information

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Workshops and Parent Groups to a Virtual Setting Welcomes You … · 2020. 8. 26. · Virtual...

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