Portfolio Example Project Two
Hybrid Working Session
Design challenge:
Hybrid day-long session.
Hosted in Zoom + in-person.
Approximately 35 in-person participants and 30 online participants.
Working session to create actionable projects.
Approach:
Hybrid Set-up
Zoomie participants put their Zoom hand up to contribute during moments for whole group reflections. Roomie participants moved to a microphone so they could be heard by Zoomies.
Tip: I love when some of the presenters/panelists participate virtually, as it demonstrates that virtual participation is also valued - not just privileging in-person presenters.
Menti, another online collaboration tool, was used to provide an opportunity for Roomies and Zoomies to harvest together at the same time, in the same way, providing the group with a sense of wholeness.
Roomies accessed Menti using a QR code or website code easily typed into their phone. Zoomies accessed from a link in the Zoom chat, and everyone can see the collective contributions.
Hybrid set-up with two in-room cameras (one as the “presenter view” and one as the “room view”), and Amanda would spotlight any Zoomie participants when they were speaking.
Tip: Have the in-person facilitators see Zoomies on a laptop or screen in front + close to them, to help them verbally include Zoomies into the experience (e.g. acknowledging them throughout the session, mentioning a few comments from the chat even if not able to fully read everything) - otherwise Zoomies feel like they are "out of sight, out of mind".
Small Groups
Throughout the day various small group conversations occurred, in both World Café and Open Space Technology processes. The small groups were hosted with Zoomies in Zoom Breakout Rooms, and Roomies at their table groups. The room set-up didn’t allow for combined Zoomie/Roomie small groups, however there were enough people participating in-person (35) and online (30) so this wasn’t a problem.
Here is how the small group processes typically flowed:
Roomies + Zoomies together: In-person facilitator provided framing for the small group question for everyone to hear.
Roomies + Zoomies were split into their separate groups for additional specific information including harvesting instructions (audio controls were adjusted so Zoomies couldn’t hear Roomies, and Roomies couldn’t hear Zoomies, and Amanda could speak to the Zoomies while the in-person facilitator spoke to the Roomies).
Roomies + Zoomies were released into their small groups after the additional instructions were concluded: Roomies at their tables, Zoomies in Zoom Breakout Rooms.
The in-person Hybrid Assistant checked-in with the in-person facilitator via text messaging on the process timing so both Roomies and Zoomies could be brought back together from their small groups at the same time.
Roomies + Zoomies together: In-person facilitator hosted any whole group reflections and key harvest insights to help weave the whole group together. Throughout the day alternate between hearing from Zoomies first or Roomies first.
Harvesting
Zoomies harvested their conversation using Padlet, an online collaboration tool, that mirrored the in-person harvesting flip chart templates.
A separate Collective Harvest Padlet was set up to connect Roomies + Zoomies. During the session the in-person Hybrid Assistant and Amanda were uploading photos of the Roomies' sticky notes + harvest notes, as well as photos and links from the Zoomies' virtual harvest notes. Regardless of where participants were, at any moment they could have a collective view of their work together, accessible on their mobile, tablet or computer.
The Collective Harvest Padlet is shared in the pre-session welcome information, and during the day Roomies access it via a QR code printed out on all the tables, and Zoomies access it from a link shared in the Zoom chat. The link to the Collective Harvest Padlet is also shared in the post-session follow-up email so participants had an immediate view into the results of the day, before the official summary was created.
The Collective Harvest Padlet also contained the Participants List, link to the session’s slides, as well as links to the group’s previous work at two preceding online sessions.
Tip: This main Padlet is view-only for participants, but can contain links to other editable Padlets as appropriate that everyone can contribute to (e.g. Resource Library, Introductions, Photo Gallery, etc).
Roomies harvested their conversation using a mix of sticky notes and prepared flip chart templates.