How to run The Solution Room online

run The Solution Room online

The most popular of the in-person sessions I design and facilitate is The Solution Room (here are some testimonials). The 90 – 120 minute session, for 20 – 600 people, engages and connects participants, and provides just-in-time peer support and answers to their most pressing professional challenges. These days, wouldn’t it be great to run The Solution Room online? Well you can!

I’ve described in detail how to run The Solution Room at in-person meetings in my last two books: The Power of Participation & Event Crowdsourcing. The latter has the most up-to-date instructions, but either book should suffice. (Don’t have a copy? For the price of a sandwich you can buy either ebook.) So this post covers just the changes you’ll need to make to hold this highly rated plenary session on an online/virtual platform.

Resources

To run The Solution Room online you’ll need:

  • An online platform with seats for all attendees, plus a private/breakout room for each solution table. In this post I’ll use Zoom to illustrate. The number of breakout rooms will depend on the table size (typically six to eight people; see the book). For example, to run The Solution Room with 100 people and a table size of seven, you’ll need 15 breakout rooms.
  • A Solution Room facilitator, plus a couple of staff to assist with table groupings/support, and timing announcements.
  • If you’re dividing participants into heterogeneous groups (the best choice in my opinion), a method of capturing the number of participants and each participant’s number of “years of experience”. You can use a shared Google Sheet for this, like the embedded one below. 
    The above sheet includes a formula that automatically counts the number of people who have entered their name, making it easy to determine how many breakout groups will be needed. It also calculates participants’ grand total of years of experience. Feel free to use a copy for your session, enlarged if necessary.
  • A way for each participant to create a mindmap or other illustration of their current professional challenge that can be shared with the other members of their table. For example, you can ask participants:
    • To have some paper and colored pens on hand to draw their mindmap. This is the simplest and safest option. The resulting drawing can be held up to the camera during the table breakout.
    • To use any drawing program on their computer to create their mindmap. Participants can then share their screen window with the drawing when it’s their turn for a consultation.
  • Campfire and jungle images for the comfort level spectrogram, open in windows for sharing on your online platform.
  • If you’d like to display participants’ before and after comfort levels with their challenge and/or the likelihood they’ll work to overcome the challenge they shared, you can use an online polling tool like Poll Everywhere. Note that you won’t be able to do the dramatic before/after move comparisons online.

How to run The Solution Room online

Opening the session

The Solution Room facilitator follows the “How?” section of the relevant chapter in The Power of Participation (Chapter 34) or Event Crowdsourcing (Chapter 23) with the following modifications.

In advance of the session, ask participants to have available a method of creating a drawing to share with their small group. Provide detailed options, so they know how they’re going to create their drawing and how they’ll share it.

Before starting, have your staff check that every participant is displaying their name in the participant list.

Introduce The Solution Room, and provide the link to the shared Google Sheet years-of-experience sheet (here’s my sample Sheet). Ask participants to think of their challenge, and then enter their Zoom name in the column headed by their number of years of experience.

Once everyone has entered their years of experience, your staff can calculate the number of breakout rooms needed. While you continue, staff pre-assigns participants to breakout room tables using the information in the Google Sheet.

An example of table assignment, using the sample Google Sheet

The sample Google Sheet contains twenty participants. So if we are using a table size of seven, we will need three breakout rooms. Your staff will, therefore, go through the Sheet from the left, down each column, and then to the right, assigning each participant a number between 1 and 3. F0r the example, the three tables will be:

#1: Julio Melia, Marvin Brentwood, Elizabeth Strong, Gurdeep Mac, Liliana Hoffman, Ivor Rennie, Zahrah Valenzuela

#2: Harold Kormann, Fergus Roth, Khi Suliman, Bayley Sims, Arian Faulkner, Alayah Hurley, Adrian Segar, Tyriq Kenny

#3: John Smith, Mario Fernandez, Selina Hatherton, Malaika Byers, Inigo Tyler

Each table contains a mixture of years of experience, from novice to veteran.

The comfort spectrogram

Run the comfort spectrogram, sharing your campfire and jungle images at the appropriate times. If you have a polling instrument, ask each participant to rate their pre-exercise comfort level on working on their challenge on a scale of 1 (extremely uncomfortable) to 10 (perfectly comfortable) and to enter their rating. No polling instrument? Simply ask them to remember their rating.

Running mindmapping

While everyone is still together, give the mindmapping instructions and give participants a few minutes to create their drawings. Ask participants to turn off their camera, raise their hand, or provide some other signal that they have finished. Tell them they can use private chat with the facilitator or staff if they have any questions.

When it’s time for table sharing to start, provide the instructions for table sharing. Answer any questions, and then move participants to their breakout room tables, or tell them their table number and have them move themselves.

Use broadcast messages to provide the midway, two-minute, and time’s up announcements. At the start of the last sharing round, remind tables with one empty seat to use the time for additional consulting.

Ask everyone to thank their table colleagues for their advice and support. Allow a couple of minutes for this, and then bring everyone back together.

Running the closing spectrogram(s)

Display the jungle and campfire images and run the second comfort spectrogram. If using a polling instrument, compare the pre- and post- comfort distributions. Otherwise you can ask people to raise their hand for three options in turn: their comfort level increased, stayed the same, or decreased.

If desired, run the likelihood that participants will work to overcome the challenge they just shared.

Finally, if you have time and the inclination, take some sharing about the exercise, using an appropriate “who goes next” protocol.

That’s it! If you run The Solution Room online, please feel free to share your experience in the comments below.

Gatherly, Rally, and Wonder comparative review

Gatherly Rally WonderEarlier this year I reviewed (1, 2) three online conference social platforms: Gatherly, Rally, and Wonder ( the new name for  Yotribe since September). Since then, the Gatherly and Rally developers have been hard at work! So here’s a review of the updated versions of these platforms, including comparisons with the relatively unchanged Wonder service.

Read the rest of this entry »

COVID-19, hybrid meetings, and the future

COVID-19, hybrid meetings, and the futureHere are my current thoughts about COVID-19, hybrid meetings, and the future. Earlier this year I wrote:

Unfortunately, it currently looks like one potential short-term improvement outcome, containment, will not be successful. In the long-term, however, the current turmoil caused by the spread of COVID-19 is likely to subside. The development and introduction of an effective and affordable vaccine may bring the virus under control. Or, enough people may get COVID-19 and develop an immune response, leading to herd immunity.

Eventually, the coronavirus is most likely to either burn out, or return seasonally, like influenza.

I am not focusing on hybrid meetings at the moment. Why? Because I see little, if any, benefit of holding in-person meetings at this time. When we are able to have in-person meetings safely without masks or 6′ social distancing, I expect to be designing for two basic kinds of hybrid meetings.

  1. Traditional in-person plus online stream plus online meeting concierges that mediate the in-person portion with those online. (Emilie Barta has a decade of experience mediating such meeting formats.)
  2. Hub-and-spoke style meetings (long championed by Maarten Vanneste), with facilitated in-person pods that are internet connected, usually to a central in-person meeting. Once again, include one or more online meeting concierges to facilitate what happens between pods and the central in-person meeting.

COVID-19 has temporarily suppressed the market for hybrid meetings, but I believe their future is bright!

A standing invitation for event and hospitality teachers

Here’s a standing invitation for event and hospitality teachers.

I will meet online with your class for free.

During the COVID-19 pandemic, much education has moved online. One small silver lining of this disruption? It’s a good time to invite guest presenters into your online classroom.

As an experienced facilitator and designer of participant-driven and participation-rich meetings, I love to share what I’ve learned during my four decades in the meeting industry. No pitches or selling anything.

I’ve presented and facilitated at just about every meetings industry event, including Professional Convention Management Association’s Convening Leaders, PCMA Education Conference, Meeting Professionals International’s World Education Congress, IBTM, MPI Chapter meetings, the MPI Chapter Business Summit, HSMAI MEET, theEVENT, and FRESH, GMIC & NESAE annual conferences. Learn more about me here.

You won’t get a canned presentation. Rather, we’ll discuss beforehand what you and your students want and need. A session on a specific syllabus topic you choose? A freewheeling Ask Me Anything about meeting design that delivers optimal learning, connection, engagement, and action outcomes? Or a session that we build on the fly in real time to respond to what’s top-of-mind for your class that day? (I love doing those.)

You get to choose.

I hope you’ll take advantage of this standing invitation for event and hospitality teachers. Contact me to set up a mutually agreeable date and time!

Designing an online memorial service

Designing an online memorial serviceI am designing an online memorial service, to be held later this month. The deceased is not a person, but a beloved, 74-year-old small college that closed its local campus a few months ago. I taught there from 1983 – 1993. Under pandemic conditions, former alumni, faculty, staff, and other friends of the institution cannot even meet in person to grieve. So I decided to design and run an online memorial service.

My goals? To give people an opportunity to reminisce, share how they feel, catch up with old friends and make new ones, perhaps obtain some measure of closure, and have some fun.

We can currently only hold such gatherings online. So I’m sharing my design here, in the hope it’s helpful to others.

Designing an online memorial service — development

Given the above objectives, I worked on a design loosely based on what happens at traditional, in-person memorial services. Typically, these start with a formal set of remembrances and end with a social.

Framing the service beforehand

Most people have never attended an online memorial service before. So it’s important to give them an idea of what to expect. Besides explaining the program, as outlined below, we need to set expectations about what will happen during the event.

In this case, whether the school actually needed to close, how that decision was made, and the eventual closing of the school were all contentious issues. They stirred up a lot of feelings in the wider community. Orating about these (totally valid) feelings during the event would be like publicly complaining at a funeral about the poor quality of medical care the deceased received, or attacking other family members for caring poorly for the deceased. I decided that our event would not include public denigration, and included a statement to this effect in the invitations.

I also chose to call the service a “wake”, rather than a “memorial” or “funeral” for the school. Some participants who have not been actively involved with the school for decades may see the event principally as a way to share pleasant memories and catch up with old friends. The term wake evokes a more informal event and experience than that of a traditional funeral. I decided to start somewhat formally with everyone together, as in a traditional memorial service. Normally, such events transition into an in-person social, typically with food and drink available.

The opening program

Many in-person memorial services allow people to “come up to the microphone” when the spirit moves them. This doesn’t work so well online with a large group. There may be frequent pauses and it’s hard to create a workable presumption as to how long people speak.

So right now, I’m assuming that we will have a prescheduled opening program. During registration, we’re asking those who want to share to give us an idea of what they might do or say. Each contributor will know in advance when it’s their turn to share, and how long they have “on mike”.

Depending on the number of people who indicate they want to speak, we may include some time at the end of the opening program for a few additional people to share.

The transition program

Because this service is online, I’ve decided to add an optional transition between the formal remembrances and the ending social. To help reconnect people who have spent time together in the past, we’ll provide online “rooms” for specific groups. As the registrations come in, I will use the affiliation information included to create appropriate descriptions for these rooms. For example, we might have rooms for alumni who graduated in the 60’s or between ’90 and ’95, a room for staff, and a room for faculty. Registrants will preselect a room they’d like to join, and go there at the end of the formal session.

An online social

A year ago, there were few good options for providing an online substitute for an in-person social. Luckily, a host of new platforms have appeared this year (1) (2) that offer a great online social experience. I’ll have one of these available during the second and third phases of the service.

Implementation of the online memorial

I decided to design the wake as a three or more hour event. It’s scheduled to be optimum for North American participants (6:00 — 9:00+ pm EDT). This timing is not great for potential European attendees. But I reluctantly felt it necessary to focus on the majority of the target audience.

We’ll use two online platforms for the wake. I will run the opening, with everyone together, in Zoom, and use Zoom breakout rooms for the following smaller group get-togethers. The online social will be available after the opening, and will use one of the platforms mentioned in the above reviews.

Registration

Attendees (~90 right now) are registering on an online platform that’s free for free events. During registration, people let us know if they’d like to share something brief with everyone at the start, and, if so, what it would be. They can also suggest ideas for activities at the event, plus offer to help with any of the logistics:

  • Assisting with registration
  • Receive and curate writing, photos, audio, and video for creating some form of keepsake remembrance(s) for the event and, perhaps, post-event
  • Tech assistance on prerecorded content (if any) in Zoom
  • A Zoom meeting recorder
  • A “photographer” for the Zoom event
  • Zoom waiting room monitoring
  • Zoom meeting monitoring
  • Someone to assign Zoom breakout rooms
  • Zoom main room monitoring during group breakouts
  • Welcoming folks to and monitoring the online social platform

I am closing registrations five days before the event. This gives me and my volunteer assistants time to fine-tune the program, and figure out the amount of logistical support we’ll need.

A tip

One thing I’ve found invaluable in running large online meetings is a private channel for the event staff to communicate beforehand and in real-time during the event. (Meeting planners have employed wireless technology solutions to do this for decades.) I like to use a private Slack channel for this. Basic Slack has a short learning curve, has clients for every platform, and a free account is all you need.

Final thoughts

I hope this post will help you with designing an online memorial service. Have you designed and/or run one? What did you learn? What would you like to share to make the above advice more useful? Please let us know in the comments below!

Review of online social platform Rally

Review online social platform RallyAdding to my reports on new platforms providing online incarnations of traditional conference socials, here’s a review of online social platform Rally.

[Added November 23, 2020: after reading this review, see this post for an update on Rally and two other online social platforms: Gatherly & Wonder (formerly Yotribe).]

Two points before we start

First, if you don’t know about online social platforms, check out the introduction included in my earlier reviews of Gatherly and Yotribe.

And second, bear in mind that these platforms are continually improving, making reviews like this one a moving target. For example, Gatherly has significantly increased their platform functionality since I reviewed them two months ago, so be cautious making direct comparisons between my reviews. Be sure to visit the platform websites to get the latest updates. Better yet, get a free time-limited account and check them out yourself.

OK, on with the review.

Platform metaphor

Unlike the birdseye view map metaphor of Gatherly and Yotribe, Rally does something a little different. Rally provides a venue with multiple rooms, and each room can have a variable number of tables.

Currently, each room can hold up to 35 participants, and each table up to 9. The company says they are exploring increasing room size to 50.

Rooms can be named, opened, and closed by the Rally host (indicated with a ☆ next to their name). Venue owners can make other attendees co-hosts. You can set the duration for a room to be open — a nice feature. Rally can provide hosts with a custom URL for their venue.

Rally’s fixed maximum room size approach differs from Gatherly’s (where the typical maximum room size is larger, and can be increased by prior arrangement), and Yotribe’s (people are automatically split into new rooms when a room size of 36 is reached). Here’s a screenshot of a Rally online social.

We are currently in the Upstairs Patio. The room dropdown menu allows us to pick another open room to visit, as shown in the animated image at the bottom of this section.

My current table, where I’m video chatting with Jake and Steve, is shown below Aimey’s video (she’s on stage — more on this later). Three other tables are shown on the right.

Hovering over the picture of any occupant brings up a menu of potential interactions with that person. I can leave my table and join any of the others, and people can join my table too. Or I can invite anyone to sit with me at a new table (you can see me inviting Aimey to join me at a new table).

Since this screenshot was taken, Rally has added an option to make tables private, so no one can join the table or listen in to the conversation there until it’s set to public again.

Finally, Rally is planning to add room background images and color selection, and music background in rooms in the near future.

Sound

Rally has an interesting twist on the sound you hear during an online social. The speaker icon next to the “All Tables” caption allows you to choose the “background chatter volume”. Like an in-person social, you can set this so you can hear some of the conversation at other tables. There are three settings: medium, louder, and off. Some people probably like this. As an older, hearing-impaired guy who is quite auditorily distractible, I want this setting off. Your choice!

Chat and broadcast

Rally has recently added text chat and broadcast to the platform. Chat with the room is currently available, and Rally plans to add single person and table chat soon. The host can broadcast a text announcement to all attendees in all rooms.

Presentation & panel capability

Rally includes “on stage” functionality for each room, which can be useful for small gatherings. But it doesn’t provide a single stage for multiple rooms. So you can’t use Rally to create a presenter or panel session for more than (currently) 36 people.

A host can bring themself and others on and off stage. Folks on stage appear in larger video windows on the upper left of the screen. Anyone speaking on stage will be heard by everyone in the room, and presenters can hear audience response at a reduced level, rather like as if they were speaking at a live event. Rally includes functional presenter screen sharing. An unlimited number of people can be on stage at one time, though there can be bandwidth issues with more than four. If there are more than three people on stage, their video windows are reduced in size

A nice feature is that it’s possible to converse with other people at your table while listening to those on stage. Another feature that could be useful when in stage presentation mode is that Rally allows the meeting host to randomly shuffle table occupants into tables of 2, 3, or 4 people. This can be useful if you are using Rally in a stage plus discussion mode. Presenters can deliver a chunk of content, and then small groups, randomized as necessary, can then discuss what they heard or saw.

However, the room size limit to the number of people who can listen to folks on stage currently limits Rally to a presentation tool for small audiences. They say they’re working to include video broadcasting between rooms.

Experience quality and interface

Like the other platforms I’ve reviewed, Rally works best with Chrome on a laptop or PC. Hosts can login with Facebook, LinkedIn, or Google. A Rally attendee just needs a link to the venue, and only needs to provide their name. If you have multiple input and output sound and video sources, you can choose between them.

I have used Rally a few times, and occasionally experienced glitches. There is an “Improve connection” button, which seems to take you out of the room and bring you in again, losing your place where you left in the process. In general I judge the quality of the video chat as good, but based on my limited experience, not as reliable as Zoom.

One annoying aspect of the interface is that anyone can invite you to a new table at any time without you being able to decline the request. This can be somewhat jarring. I was able to remove someone who was speaking on the stage by inviting them to a new table. A yes/no acceptance option when invited to join a table would solve the problem.

Rally needs to improve its onboarding process for first-time users. Though the interface is pretty easy to understand and use, the current one-page introduction document is barely adequate. Right now, it’s good to have a dedicated host who notices when new attendees appear and helps them acclimatize.

Pricing

Like other online social platforms, Rally is in beta and still firming up pricing. Currently they plan to offer two pricing models, one for repeated events, such as regular team happy hours, and another for one-time events. They expect repeated event monthly costs to be comparable to Zoom pricing. Custom events will be “competitive” and use a per user, per hour model.

Currently you can try a one-room version of Rally for free.

Platform focus

Rally describes its current platform focus as follows:

“Rally’s focus is on networking events. Our ideal markets are internal networking events or small to medium size events (10 to 1000 people); however we have been effective with 1000+ events as well. Our goal is to focus less on one time events and more on monthly recurring events. For us it’s better to sell to associations, businesses, corporate marketers, and student clubs instead of large tradeshows, conferences etc. So I’d position us on the more frequent smaller events scale vs. Gatherly or Yotribe.”

Understandably, most online services today prefer the steady revenues from subscriptions to one-time purchases, and, based on this statement, Rally is no exception. I’m sympathetic, though purchasing a subscription for an independent meeting designer and facilitator like me is probably not a great fit. However, I’m not Rally’s target market! As usual, my behavior will depend on the pricing model Rally chooses.

Conclusions

I like Rally a lot, and I’m enjoying the company’s continual improvement of their feature set and platform. I still slightly prefer Gatherly’s room map interface, but that’s a personal preference that many may not share. Both platforms offer a highly credible and enjoyable online social experience that is sure to be a permanent game-changer for meetings. (Until such platforms become the new normal.) I expect to use and/or recommend both Rally and Gatherly in future. Yotribe’s development seems to have stalled since I reviewed it — right now, in my opinion, it’s not a serious competitor.

There is always more to say, but I hope you’ve found this review of online social platform Rally useful. Please share your experience with Rally, new features, and things I’ve missed in the comments below!

Stop treating adults like children at your conferences

stop treating adults like childrenPlease stop treating adults like children at your conferences. (For an exception, see the end of this post.)

With children there’s an argument for broadcast-style learning. Schools originally developed as establishments for improving the efficiency of oral communication of information. They did this by bringing many students together, so they could learn simultaneously from one teacher. The key cultural reason why broadcast methods remain firmly embedded in our children’s education is the sheer quantity of knowledge that society — for whatever reasons — is determined to cram into young heads during formal education.

For example, school curricula invariably include the Pythagorean theorem. (Why? One can make a case to skip it.) You can argue that most kids are best served by a broadcast style introduction to this GED requirement (though you might try a flipped classroom approach).

stop treating adults like children

Treat adults differently from children

But with adults, unless you’re an expert training a bunch of novices, there’s no excuse for deciding unilaterally “this is what you will learn today”.

Instead, frame the scope of the session, find out what people want to learn or discuss first, then create the session they want and need. Five minutes of Post It! for Sessions, described in Chapter 26 of my book Event Crowdsourcing, is exactly what you’ll need for an in-person session. Or use this variant if you’re meeting online.

So, please stop treating adults like children at conferences. But with…

…one exception

Children play — and play is important at meetings. More precisely, creating the potential for meeting moments of what I’ve described as mystery, play, and the suspension of belief.

That doesn’t mean filling our events with children’s games, singing, and water and sand play tables. Though I remember a few conferences I attended where such activities would have made a distinct improvement.

Rather, consider including sessions involving improvisation, Serious Play, and creative group work that satisfy attendees’ actual wants and needs. And if someone brings bagpipes to your event, let’s dance the hornpipe! 

Which meeting design books should I buy?

Here are five meeting design books I especially recommend. Each gets a short overview, so you can figure out which one(s) will satisfy your wants and needs. In an outrageous display of chutzpah, I wrote three of these books. [If you decide to buy one of mine, read the conclusion of this post for ways to pay less!]

Into the Heart of Meetings: Basic Principles of Meeting Design (ebook or paperback)

meeting design booksIn 2013, Eric de Groot and Mike van de Vijver published this unique, extraordinary, and important book on meeting design. Into the Heart of Meetings takes the reader on a deep exploration of “the essential processes that take place during meetings and how to influence these processes through Meeting Design in order to obtain the best outcomes.”

Rather than the usual “how to create great meetings book” approach of tying meeting design to the logistical challenges of the kinds of meetings we have all experienced, Eric & Mike correctly concentrate on the process of (non-routine) meetings: how to design in interactive meeting experiences and behaviors that create the meeting’s desired and needed outcomes.

There are methods of meeting process design in this book I’ve seen nowhere else. (To get a taste, check out blog posts I wrote about three of them: 1, 2, & 3). Whether you’re a meeting design novice or seasoned pro, you will learn really important things from this book. Buy it!

Intentional Event Design (ebook or paperback)

meeting design books

Amidst the myriad books on creating and running events, Intentional Event Design, by Tahira Endean and published in 2017, stands out. (And I’m not saying that because she’s kind enough to mention two of my books and an event I designed and facilitated.)

This book is a modern, comprehensive, and eminently readable introduction to what Tahira calls people-centric, purpose-driven meeting design. Unlike older books, it covers the impact of digital technology (apps, online meetings, and social media marketing) on the meetings world, includes a healthy dollop of the relevance of learning theory to meeting design, and manages to squeeze in trade shows, accessibility, and wellness in a fairly short book.

Yes, other meeting industry books contain more detailed information about event logistics. Things like working with DMCs and writing RFPs. Tahira focuses on the important big picture issues, with a well chosen mix of detailed contributions from trusted industry sources. Intentional Event Design doesn’t tell you everything you need to know to design an effective event. But I think it’s a solid and accessible introduction to meeting design that’s well worth reading.

Conferences That Work: Creating Events That People Love (ebook, paperback, or both)

meeting design books

I wrote Conferences That Work, published in 2009, because in 1992, after decades of convening and running traditional conferences, circumstances forced me to invent a new kind of meeting. (The story is told in the book’s preface.) During the next dozen years, I adopted the design for other events. Eventually, I realized that people loved the meetings it created.

In Conferences That Work I lay out four key assumptions that lurk behind the traditional meeting format. I show how they perpetuate a conference model that no longer well serves meeting stakeholders, especially attendees. The first third of the book is a powerful manifesto for participant-driven and participation-rich meetings, just as relevant today as it was 11 years ago.

Once the case for participant-driven and participation-rich meetings is made, the book goes on to provide a complete practical guide to preparing and running a peer conference. It has been praised as an exemplary guide to creating a small conference of any kind from scratch.

I’ve updated the book (twice) via a free supplement that can be downloaded here.

Buy this book if you want to:

  • understand why traditional broadcast-style meeting formats are obsolete;
  • learn the why and how of creating meeting process that truly engages and satisfies participants; and
  • possess a complete detailed guide to creating peer conferences.

The Power of Participation: Creating Conferences That Deliver Learning, Connection, Engagement, and Action (ebook, paperback, or both)

meeting design booksWhile Conferences That Work teaches how to design and execute remarkable conferences, The Power of Participation shows how to improve your meetings at a finer level — individual meeting sessions.

Today, making valuable connections is for many the compelling reason for attending meetings. Yet, time and time again, meetings relegate “networking” to meals and socials outside the sessions, filling events with lectures followed by a few minutes of audience questions.

The Power of Participation supplies conference presenters, organizers, and marketers with a comprehensive toolkit of simple techniques for creating participative sessions that involve the audience in their learning while simultaneously fostering meaningful peer connections.

Smart presenters and meeting organizers integrate experiential learning and peer connection into their events. This book tells you how to do it.

Buy this book to learn:

  • why it’s vital to incorporate participation into every aspect of your events.
  • what you need to know to create meeting environments that support and encourage participation.
  • when and how to use an extensive compendium of specific, detailed techniques to radically improve your sessions and meetings.

Event Crowdsourcing: Creating Meetings People Actually Want and Need (ebook, paperback, or both)

meeting design booksFinally, Event Crowdsourcing, which expands on a key portion of the material covered in The Power of Participation.

The book explains both program and session crowdsourcing: how to routinely create conference programs that reliably include the right sessions and the session content attendees actually want and need. There is some overlap between this book and The Power of Participation. But Event Crowdsourcing includes new techniques, plus significantly more critical details and enhancements. (The enhancements to my core technique The Three Questions, alone, justify getting this book.) If you want to create events that are far more responsive to participant wants and needs than the dominant unconference paradigm — Open Space — this is the book for you!

Conclusion

OK, you skipped here to see if you could save money. Fair enough. Here’s the simple deal — the more of my books you buy, the more you save.

The best and most popular SKU is a set of all three books in both paperback and ebook formats, at a price that’s less than buying the three paperbacks separately.

Prefer ebooks? Buy a set of all three at a good discount.

Finally, don’t forget that first-time buyers of any book from my online store (even a single $11 ebook!) get thirty minutes of free consulting from yours truly at a mutually convenient time.

COVID-19, in-person meetings, and wishful thinking

COVID-19 and in-person meetings This is not an easy post to write. The pandemic’s impact on lives and businesses has been devastating. COVID-19 has virtually eliminated in-person meetings: our industry’s bread and butter.

In order to overcome the many significant challenges created by the coronavirus, the meeting industry has made valiant efforts to rethink in-person meetings. The goal? To bring people safely into the same physical space, so they can meet as they did before the pandemic.

Sadly, I believe such efforts are based on wishful thinking.

Wishful thinking

It’s nice to imagine that, if we can figure out how to bring people safely together in person in a COVID-19 world, our meetings will be the same as they were pre-pandemic.

But until we create and broadly administer an effective vaccine (or we suffer the disastrous and massive illnesses and deaths that will occur obtaining herd immunity) they can’t be the same meetings.

Moreover, there are two reasons why there is no persuasive use case for holding almost any in-person meetings in a COVID-19 world.

Why in-person meetings do not make sense in a COVID-19 environment

By now we know that in order to reduce the spread of COVID-19, people near each other must:

  • Wear face masks that cover the nose and mouth; and
  • Stay six or more feet apart.

Here’s what that looks like at an in-person meeting.

COVID-19 and in-person meetings

Let’s set aside the significant issues of whether attendees can:

  • safely travel to and from events;
  • be housed safely;
  • move around an event venue while safely maintaining social distancing; and
  • be fed safely.

While difficult, I think we can do all these things. Well-meaning meeting industry professionals are understandingly desperate to bring back in-person meetings from oblivion. But they assume that if they can solve the above challenges, an effective meeting can occur.

But good meetings are not about listening to broadcast content

In doing so, they have reverted to the old, deeply embedded notion that, fundamentally, in-person meetings are about listening to broadcast content. Since the rise of online, broadcast-format content can be delivered far more inexpensively, efficiently, and conveniently online than at in-person events.

As I have explained repeatedly in my books and on this blog (e.g., here) assuming that conferences are fundamentally about lectures ignores what is truly useful about good meetings.

Among other things, good meetings must provide personal and useful connection around relevant content.

Masks and six or more feet separation ≠ connection

Unfortunately, you cannot connect well with people wearing face masks who are six or more feet away!Why? Because we are exquisitely sensitive to body language and facial expressions. With everyone social distanced and faces half hidden, the normal cues of connection, such as microexpressions and subtle shifts in posture, are hard to read. In my experience, it can often be easier to read emotions and responses in video chats than socially distanced situations.

New tools for online connection

In addition, new online social platforms (two examples) provide easy-to-learn and fluid video chat alternatives to the in-person breaks, meals, and socials that are so important at in-person meetings. Do these tools supply as good connection and engagement as pre-pandemic, in person meetings? Not quite. (Though they supply some useful advantages over in-person meetings, they can’t replace friendly hugs!) Are they good enough? In my judgment, yes! In the last few months, I’ve built and strengthened as many relationships at online meetings as I used to in-person.

A depressing conclusion

Right now, the learning, connection, and engagement possible at well-designed online meetings is at least comparable — and in some ways superior — to what’s feasible at in-person meetings that are safe to attend in a COVID-19 world.

Now add the significant barriers and costs to holding in-person meetings during this pandemic. The challenges of providing safe travel, accommodations, venue traffic patterns, and food & beverage all have to be overcome. Even if credible solutions are developed (as I believe they can be in many cases), potential attendees must still be persuaded that the solutions are safe, and your meeting can be trusted to implement them perfectly.

My own example

I’ll share my own example, as a 68 year old who, pre-pandemic, facilitated and participated in around fifty meetings each year. Since COVID-19 awareness reached the U.S. five months ago, I have barely been inside a building besides my home. I have only attended one in-person meeting during this time: a local school board meeting held in a large gymnasium with the fifteen or so masked attendees arranged in a large circle of chairs in the center of the room. I am not willing to fly anywhere, except in the case of an emergency. Everyone has their own assessment of risks taken during these times. But I will simply not risk my health to attend an in-person meeting at present. Especially when online meetings provide a reasonable substitute. I don’t think I’m alone in this determination.

I do not think that the research initiated and venue upgrades made are a waste of time, money, and effort. There may well be a time when an effective vaccine exists and is being introduced. At this point, in-person meetings may be able to start up again without the critical barriers introduced by universal masks and social distancing.

Until then, I don’t see a credible use case for holding significant in-person meetings in a COVID-19 world.

Image attribution: Erin Schaff/New York Times

How to start online meetings on time

start online meetings on timeIs it possible to routinely start online meetings on time? Yes!

But first…

Think about the last three meetings you attended. Raise your hand if all of them started on time.

Anyone? Anyone?

Why don’t scheduled meetings start on time?

The reason that almost no scheduled meetings (in-person or online) start on time is that we provide one single time for meetings to both open and start.

Even with the best intentions, participants can’t and won’t all arrive simultaneously at the exact time a meeting is scheduled to start. With a single fixed time to open and start a meeting, everyone will either be “early” or “late”.

In addition, meeting invitations don’t supply information as to what the consequences of being early or late will be!

  • If you arrive early for an in-person meeting, you may find the meeting room locked or occupied by another, earlier meeting. You have to wait around until the room is free. You have no idea if anyone else may be early, which gives you little incentive to be early.
  • If you arrive early for an online meeting, you may find the meeting host hasn’t opened the online meeting platform yet. You will have to wait around until the host starts the meeting and lets you in. You don’t know if anyone else will be around beside the host, with whom you may have to chat to be polite. If you’re busy, the smart thing to do is to join the meeting at the last minute. And if there’s a glitch in the meeting platform technology or connection, you may end up being late.
  • If you arrive late for an in-person or online meeting, you may miss stuff. Things may need to be repeated for your benefit, annoying the folks who did arrive on time. Or you may effectively delay the meeting start because you (or enough of the other participants) are late.

Whatever happens, no one wins, time is wasted, and the meeting quality suffers!

Scheduling a meeting to open and start at the same time invariably ensures that it won’t start on time.

We reluctantly put up with this imperfect state of affairs for in-person meetings. Over time, repeated team or intra-organization meetings tend to create an implicit expectation as to when they will start. (For example: “We never get going until ten minutes past the hour“, or “the VP is always five minutes late and wants to be the last person to arrive“.) We adjust our behavior accordingly.

Starting online meetings on time is typically harder, because many of them include a specific mix of people who have never met before (and may never meet again as that exact set). There is no prior history to guide when you should arrive.

Although the following advice can improve the likelihood that any kind of meeting will start on time, I’ll focus on online meetings here.

How to start online meetings on time

Two small changes make it far more likely that an online meeting will start on time.

1. Include two times in your meeting invitation. The time when the meeting will open, and the time when the meeting will start.

For example: “We’ll open the Zoom meeting at 13:45 EDT, and start promptly at 14:00 EDT.”

2. To improve the meeting start experience further, let people know what (if anything) will be happening between the open and start time of the meeting.

For example: “Arrive a little early, and chat with our presenter, Lamar Moorel, before the meeting starts!”

Providing both an open and a start time for a meeting gives participants the information they need to plan when to join the meeting. People can join “early” if they are worried about getting the technology or connection to work, or if they want to chat informally with others before the meeting starts. And because it’s clear to everyone that there is a buffer time available to join the meeting, people are likely to understand and accept the expectation that the meeting will start promptly at the start time.

How much time should we allow between opening and starting the meeting?

The time difference between the opening and starting times depends on the meeting circumstances. For a small meeting using a familiar meeting platform, I’ll typically schedule 10 – 15 minutes. For a larger meeting, or one using an unfamiliar meeting platform I might open a meeting 30 minutes before it starts. This allows time for a help desk to assist anyone who has problems signing in.

Begin the meeting promptly at the start time!

Whatever duration you schedule between open and start times, it’s important to begin the meeting promptly at the start time! Unless a key person is missing, do not delay starting your meeting. By clearly communicating your meeting’s starting parameters, the onus to be on time falls on the participants, not you. And because most people will respond to the (invisible) social pressure created by your announced open and start times, you are likely to have many more people arrive “on time” than if you had just scheduled a single start time.

A final word about folks who are habitually late

Everyone is late to a meeting once in a while, for reasons beyond their control. But some people routinely arrive late to meetings, typically for two reasons:

  • Power dynamics — some folks feel the need to demonstrate they’re more important or busier than you.
  • Cultural differences — people from cultures where arriving “late” to meetings is normal. (For example: participants from such countries as Mexico, Greece, Malaysia, Nigeria, Saudi Arabia, Brazil, Algeria, Ghana, India, Kazakhstan, and Russia may be habitually late.) Such folks aren’t being impolite — it’s simply what’s normal for their culture.

I don’t have a magic way to make people who are habitually late for meetings arrive on time. But by incorporating an open and a start time into your online meeting announcements, such people may get the message that you’re not going to delay the meeting start for them. If attending the entire meeting is important, who knows, perhaps they will stop being late for your meetings! (Only your meetings though.)

Do you have other strategies to start online meetings on time? Feel free to share them in the comments!