Work with 2c8 in workshops - using Teams | 2c8

Work with 2c8 in workshops - using Teams

For a long time, we have promoted working with 2c8 Apps in workshops. During times like these, when more and more of your colleagues are working from home it is important to find methods for meetings and workshops that work. During this period we have participated and arranged a lot of workshops where we worked in 2c8 Apps. Now, we want to share our experiences and things we have learned along the way to make the workshop as good and effective as possible. Hopefully, this will give you some tips and inspiration to make the best out of the situation we currently are in.
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What should you think about before a workshop?

  1. Go through the mission of the workshop thoroughly

    The basis of a structured workshop is to have a clear purpose with the mapping. Clarify for yourself and others why we arrange the workshop, what is expected from the participants, and what the goal of the workshop is.
  2. Staffing and numbers

    It’s often hard to figure out which coworkers need to attend the workshop. You don’t want to take up precious time for someone who doesn’t need to be there, but you also need to make sure that key persons are present. Take the time to figure out who needs to attend the workshop. Strive for a mix of coworkers to gain a broader perspective. This mix could consist of people working in the processes, people with mandates, or the process owners. When the workshop is digital it’s also important to think about the number of attendees. 15 people with strong opinions can cause a lot of stir in a workshop.
  3. Invite

    Sending a structured invite for a workshop while working at a distance is of utmost importance. It can be confusing to receive an invite without further context out of the blue. Make sure to create a selling and informing invite where you explain the purpose, the goal, and the background. You should also create an agenda for the workshop, where you clarify the extent and time. To create an interest and engage the participants in the workshop, it’s important to also explain why that specific person is invited to the workshop. This contributes to a feeling of being needed and having an important role in the workshop. Last but not least, make sure you send the invitation in time for the participants to prepare based on their prerequisites.
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Start a digital workshop

When we start a digital workshop, the prerequisites of the participant may differ. Some of the attendees may have a longer experience of digital meetings than others, and some may have more advanced technical equipment than others. To even the playing field and include all the participants, regardless of their conditions, the following steps are crucial:
  1. Practice on the platform

    Make sure that you, as the leader of the workshop, know all the functions of the platform you are using.
  2. Spend extra time on technology

    Plan the meeting with a bit of time-space at the beginning of the workshop, where the participants can test their mics, their sound, and their camera to make sure everything works correctly. A smart way of testing this is by letting the attendees present themselves.
  3. Start with the rules

    On many meeting platforms, for example, Microsoft Teams, there are functions such as “the raise of a hand”. Set the rules for how this should work and clarify how the participants can easily make their voices heard.
  4. Make sure you can see everyone – camera on!

    When we see all the attendees of the workshop, the experience is automatically more natural.  A big part of how we express ourselves consists of facial and hands gestures. Make sure to look straight into the camera while addressing the group, or else it might seem that your focus is elsewhere.
  5. If possible, use two screens

    Having two screens facilitates working with the process mapping in 2c8 while also seeing the meeting on the other screen.
  6. Leave the participant un-muted

    If the attendees are located in a quiet environment, make sure they are un-muted. As a workshop leader, it can be quite awkward to address a dead silent group. The flow of the conversations is also benefited when people don’t have to un-mute themselves when they are about to speak.
  7. Breaks often – max. 50 min sessions

    Digital workshops and sitting in front of a computer screen for a long time can be tiring for the eyes. Make sure the sessions are not too long and you take regular breaks.
  8. Show of hands

    – When someone wants to speak – To make sure everyone is present – During breaks (when returning from the break they lower their hand. An easy way to make sure everyone is there).
  9. Zoom the screen

    The one presenting and mapping the processes in 2c8 should zoom in on the process, in order to make every move visible for the participants.
  10. Record and ending

    A big advantage of digital workshops is the possibility to record. Share the recording with others who couldn’t participate, or watch part of the workshop again. A nice way to end the workshop is to stop sharing your screen and let everyone see each other when saying goodbye. This way, the end of the workshop is a bit more natural.
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Try 2c8 Apps in your next workshop

2c8 Apps is a software created for business modeling. The usage of 2c8 Apps is wide and often times it’s an efficient tool to use during workshops. Create maps of your organization, your processes, or perhaps the planning of an event? Try 2c8 Apps for 30 days and explore the possibilities of visualizing your business’s complex reality, one map at a time.
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