I’m always curious about a participants’s experience of meetings, workshops and events. There’s much to be learned from their side of the podium. So why is it that I’ve just heard about 2 events that left participants feeling silenced, frustrated and uninspired? These experiences were designed to get through a mountain of content in a tight timeline. These events started with back-to-back presentations that launched before anyone had a sip of coffee. They didn’t allow participants a chance to connect. They moved to the next agenda item without time to integrate what was shared. These experiences are designed to celebrate content, not connection.
I’ve recently learned to imagine event participants like the protagonists of a story. Facilitators and presenters consider them as the hero of a quest. Each participant should feel like they faced a challenge and conquered it. A collective transformation unfolds through the event. For a one-hour meeting or a full-day offsite, the agenda is designed for experiential learning that focuses on participants and their journey.
Here’s how I design experiences to create connection:
Prepare and Enrol
Set up presenters and participants with the right tools for success. A well-designed pre-event package can take that mountain of content and break it down with background, research, tools, and thought-provoking questions for participants. Keynote presenters can share articles or prepare worksheets in advance. Give participants a taste of what’s to come. Before an event, design communications to prime everyone so they can become active participants.
Building a connection between participants can start before they arrive. Share attendee lists and make introductions virtually. Highlight bios for presenters and hosts. Form working groups or teams for activities. Book transportation so participants can connect on the shuttle and arrive to in-person meetings together.
Minimize Content Presentations
Often, events start with a keynote and continue with long presentations throughout the day. Do not launch into ‘send mode’ at the start of the event. That ensures participants will check out or check their phones, which makes it hard to bring them back and be present. Even if the keynote is a rock star and has a lot to say, encourage interactive exercises through their presentation. Break up big ideas into smaller, more palatable chunks that can be digested through the day. Pause between sessions to integrate ideas and encourage participants to make note of their takeaways.
In virtual settings, I’ve capped presentations to be no more than 10 minutes. No matter who is invited to speak. We encourage Q&A. We make time on the agenda for thoughtful discussions. Using breakout rooms, we prep questions for participants to integrate learning. Smaller groups encourage introverts to engage and share. Breakouts create space for questions and dialogue. Big ideas are more likely to sink in through small groups and deeper discussion.
Maximize Connection and Discussion
Creating connection between participants starts as soon as the invitation is sent. Planning an appropriate tone and setting for the arrival of participants should not be overlooked. In person meetings can use the check in area, music, decor and food & beverage as key tools to set the tone. Virtual settings can use music and simple tech settings to open up the room and welcome people as they arrive. Kick off meetings and events with easy connection exercises (aka: Icebreakers) that anyone can do. Design exercises that build on event themes and are relatable, not cringe-worthy.
Ensure clear event Guidelines or Ground Rules are introduced early and frequently. When written clearly in language that is inviting, Guidelines create the container for event participation. They set the tone, anchor conversations, and open space for each participant’s psychological safety.
Design the agenda for many voices to be heard. Make it standard that everyone has a voice and is encouraged to be an active participant. Instead of being passive listeners and blank screens in virtual meetings, you’ll notice more raised hands and actual faces in the video room! Use the Chat often and encourage back and forth between participants.
However you approach meetings and events, make time to open up connection between participants. Start with easy, thematically relevant exercises, then gradually increase the levels of sharing between participants. They will be more present and comfortable to show up as themselves. Every small moment to cultivate connection ensures participant experiences are memorable and hopefully – transformational.
Want your participants to connect with each other and the content at your next meeting? Contact me and we’ll design a new agenda.