How to Run Virtual Workshops That Actually Engage & Aren't Boring

Virtual workshops are everywhere these days, in the form of business training meetings, webinars, live events, and so on.

However, how many people running these shows have actually taken the time to learn how to put on a good show that isn't some kind of slow torture?

You know the kind – endless slides, monotone voices, and the overwhelming urge to check your email "just for a second" (that turns into 10 minutes).

Actually, the real question is, have you taken the time to learn how to put on good virtual workshops, so you're engaging your viewers, leaving a lasting impression, promoting the attendance of future workshops, and building your reputation in the best possible way?

The truth is, with the rise of remote work and online learning, virtual workshops have become a go-to for sharing knowledge and connecting with audiences, but they're only successful in so far as you hit the mark.

How you do that is what we're talking about today. In this guide, I'm going to share my secrets for running virtual workshops that actually engage your audience and leave them feeling inspired, not bored to tears.

Let's dive right in.

Before the Workshop: Planning & Preparation

But before you jump into Zoom and start sharing your screen, we need to lay the groundwork for success. You probably do this already, but there's always room for improvement and lots of things to consider.

The trick here is to spend your time wisely and in the right areas so you can prep everything you need to without wasting time by overpreparing things you don't need (or missing the important bits)

Define your objectives & audience

First things first, let's get crystal clear on the why behind your workshop. What do you want participants to walk away with? Are you teaching them a new skill, brainstorming ideas, or building team camaraderie?

This is the core of your message, your vision, so to speak, and once you've made that clear, every decision you make, everything you say, and every resource you put together will be in l

Once you know your objectives, it's time to consider your audience.

Who are these people? What are their interests, needs, and learning styles? A workshop for seasoned marketers will look very different from one designed for curious college students.

This will define the language you use, the resources you make, and the approach you'll take throughout the entire process.

Choose the right technology

Let's talk tech because the right tools in the right place will make or break your virtual workshop. Here are a few essentials:

Video conferencing platform: Zoom, Google Meet, and Microsoft Teams are all popular choices. Consider factors like screen-sharing capabilities, breakout room functionality, and recording options when selecting.
Interactive tools: Want to take collaboration to the next level? Check out platforms like Miro and Mural. These virtual whiteboards allow participants to brainstorm, diagram, and contribute ideas in real time.
Polling and Q&A features: Tools like Slido and Mentimeter can help you gather instant feedback, conduct live polls, and encourage audience participation. Plus, they add a visual element that keeps things interesting!
Accessibility considerations: Don't forget about accessibility. Ensure your chosen tools offer features like closed captions, screen reader compatibility, and keyboard navigation to make your workshop inclusive for everyone.

Design an engaging workshop structure

The best way to plan and structure a virtual workshop is to consider it a story - a journey that showcases your core message through a beginning (the problem you're solving), the middle (what addressing it looks like), and the end (solving the problem and life after).

Here's how to structure your virtual workshop for maximum impact:

Start with a bang: Kick things off with an engaging icebreaker or energizer to warm participants up and ready to learn. (No cheesy icebreakers, please! 🙏)
Chunk your content: Break down information into bite-sized pieces to avoid overwhelming your audience. No one wants to sit through an hour-long lecture!
Embrace interaction: Keep participants actively involved with polls, quizzes, breakout rooms, and group activities. The more hands-on, the better!
Plan for breaks: Zoom fatigue is real. Schedule short breaks throughout the session to allow everyone to stretch, grab a coffee, and recharge.
End with a call to action: What do you want participants to do after the workshop? Provide clear next steps, whether downloading a resource, signing up for a newsletter, or implementing a new strategy.

Create compelling content

With all of this in mind, now is the time to start creating content for the workshop. However you want to go about this, it is fine as long as you're conveying the message and surrounding information as concisely and as engagingly as possible.

Tool-wise, use PowerPoint or some kind of online platform for virtual workshops. Again, it's your preference.

What you put into this tool is most important, so let's break it down:

Visuals are your friend: Ditch the walls of text and embrace visuals like slides, videos, and infographics. A picture is worth a thousand words, right?
Keep it concise: Avoid information overload. Focus on the most important takeaways and deliver them in a clear and concise way.
Tell a story: People connect with stories. Use real-life examples and anecdotes to illustrate your points and make the content more relatable.
Provide handouts: Give participants something tangible to take away from the workshop. Prepare handouts, worksheets, or resource lists that they can refer to later.

By following these tips, you'll be well on your way to creating a virtual workshop that's engaging, informative, and, dare I say, even enjoyable!

During the Workshop: Facilitation & Engagement

Okay, you're set up for success, and the big day has arrived. It's time to step into the virtual spotlight and guide your participants through an amazing workshop experience.

So, how do you win here? The trick to remember is that simply delivering information isn't enough.

You need to be a facilitator, a guide, and an entertainer all rolled into one. Think of yourself as the host of a really awesome online party – you want to keep the energy high, the conversation flowing, and everyone feeling included.

Mastering virtual facilitation

Here's the thing: virtual facilitation requires a unique set of skills. You need to be able to command attention, manage time effectively, and foster interaction – all through a screen. Here are a few tips to help you rock that virtual stage:

Set the tone: Your energy is contagious. Start the workshop with enthusiasm and a genuine desire to connect with your audience. Smile, make eye contact with the camera (yes, it matters!), and speak clearly and confidently. As a rule of thumb, take how you normally are in a typical conversation and ramp it up one or two small notches. This should be enough to be engaging without going over the top.
Time management is key: Stick to your schedule as much as possible, but be flexible enough to adapt if needed. If a discussion gets particularly lively, don't be afraid to adjust the agenda.
Encourage participation: Use those interactive tools we talked about earlier. Launch polls, create breakout rooms, and encourage participants to share their thoughts and ideas in the chat.
Build rapport: Create a welcoming and inclusive online environment where everyone feels comfortable participating. Use icebreakers to foster connections and encourage participants to use their cameras (if they're comfortable).
Tech troubleshooter: Let's face it, technology can be unpredictable. Have a backup plan in case of technical difficulties, and stay calm if things go awry. Your participants will take their cues from you.

Boosting engagement & interaction

Next, the real challenge: keeping people engaged in a virtual setting.

It's easy for participants to get distracted, multitask, or simply zone out. Here are some strategies to keep those virtual attendees hooked:

Icebreakers that don't suck: Start with an icebreaker that's actually fun and relevant to your workshop topic. Avoid the clichés and opt for something creative that sparks conversation and helps people connect.
Use breakout rooms: Breakout rooms are your secret weapon for collaboration and small group discussions. Provide clear instructions, assign roles, and consider using a shared document or whiteboard for collaborative activities.
Gamification is your friend: Who doesn't love a little friendly competition? Use quizzes, polls, and challenges to increase motivation and make learning more interactive.
Leverage the chat: Encourage participants to use the chat feature for questions, comments, and real-time feedback. It's a great way to keep the conversation flowing and gauge understanding.
Encourage active listening: Even though you're not in the same room, you can still encourage active listening. Ask participants to use nonverbal cues like nodding or thumbs-up reactions to show they're engaged.

Dealing with difficult participants

While we're here talking about being in the event, the chances are at some point you'll encounter participants who are less than ideal.

How you manage these situations, however, will define your success as a workshop leader, so take it in your stride and use it as an opportunity to be the best host.

Here's how to handle those tricky situations:

The over-talker: Politely but firmly manages dominant voices by acknowledging their contribution and redirecting the conversation to others.
The silent observer: Encourage participation by asking targeted questions, using breakout rooms for smaller group discussions, or providing opportunities to contribute through written responses.
The tech-challenged: Offer support and alternative solutions for participants struggling with the technology. Have a backup plan in place, such as providing phone dial-in options or sharing materials in advance.
The disengaged: Re-engage participants by using interactive elements, asking thought-provoking questions, or relating the content to their specific interests or needs.

Accessibility and inclusivity

Remember, creating an inclusive and accessible workshop is essential. Here are some things to keep in mind:

Use inclusive language: Avoid making assumptions about participants' backgrounds, experiences, or abilities. Use gender-neutral language and be mindful of cultural differences.
Provide captions and transcripts: Make your workshop accessible to participants with hearing impairments by providing closed captions or transcripts of the session.
Offer alternative formats: For participants with visual impairments, offer alternative formats for visual materials, such as audio descriptions or text-based versions.
Be mindful of different learning styles: People learn in various ways. Try incorporating various activities and delivery methods to cater to different learning styles and preferences.

By mastering these facilitation techniques and creating an inclusive environment, you'll be well on your way to running virtual workshops that are not only engaging but also accessible to everyone.

Now, let's move on to the final stage – following up after the workshop.

After the Workshop: Follow-Up & Evaluation

Whew! You did it! You hosted a killer virtual workshop, kept your audience engaged, and shared some valuable knowledge.

But the journey doesn't end when the Zoom call wraps up. Not for you, anywhere.

The post-workshop phase is crucial for solidifying learning, gathering feedback, and building lasting connections.

Think of it as the after-party – a chance to keep the good times rolling and make sure everyone leaves with a smile (and some actionable takeaways!).

Continuing the conversation

Just because the workshop is over doesn't mean the learning has to stop. Here's how to keep the conversation going:

Share the goods: Send out a follow-up email with a recording of the workshop, links to any resources mentioned, and copies of the slides or handouts. This allows participants to revisit the material at their own pace and reinforce key concepts.
Community building: If appropriate, create an online community or forum where participants can continue discussing the workshop topics, share ideas, and connect. This could be a dedicated Slack channel, Discord group, a LinkedIn group, or even a simple email thread.
Further learning opportunities: Suggest related resources, articles, or even future workshops that participants might find valuable. Keep the learning momentum going!

Gathering feedback & evaluating success

Okay, time for some self-reflection! Gathering feedback is essential for understanding what worked well and where you can improve. Here's how to get those valuable insights:

Surveys and polls: Send out a post-workshop survey or poll to gather feedback on the content, delivery, and overall experience. Keep it short and sweet, and consider using a tool like SurveyMonkey or Google Forms.
Analyze the data: Don't just collect feedback – analyze it! Look for patterns and trends in the responses to identify areas of strength and areas for improvement.
Measure engagement: Did participants actively participate in polls and discussions? Did they stay for the entire session? Use these metrics to gauge overall engagement and identify any potential drop-off points.

Turning insights into action

Feedback is only valuable if you actually use it! Here's how to turn those insights into action:

Refine your content: Based on the feedback, revise your workshop materials to address any gaps, clarify confusing points, or incorporate new ideas.
Improve your delivery: Did participants find your pace too fast or too slow? Were the activities engaging? Use feedback to refine your facilitation skills and delivery style.
Share key takeaways: Send a follow-up email summarizing key takeaways from the workshop and highlighting any important insights gathered from participant feedback.

By actively seeking feedback and using it to improve your workshops, you'll demonstrate your commitment to providing valuable learning experiences. Plus, you'll become a virtual workshop pro in no time.

Wrapping It Up

And there we have it - you've officially reached the end of this virtual workshop extravaganza. Give yourself a pat on the back – you're now armed with the knowledge and tools to create online learning experiences that are engaging, interactive, and maybe even fun.

But hey, even the best workshop wizards can level up their skills with a little guidance. That's where MentorCruise comes in. Think of it as your secret weapon for conquering the world of virtual workshops (and beyond!).

Whether you're looking to refine your facilitation techniques, master new technology, or simply get some expert advice, MentorCruise connects you with experienced mentors who can help you reach your goals.

Head over to MentorCruise and find the perfect mentor to guide you on your journey.