Virtual Facilitation with Miro | Richard Dykes | Skillshare

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Virtual Facilitation with Miro

teacher avatar Richard Dykes, Prototyper

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

12 Lessons (1h 38m)
    • 1. Lesson 1: Trailer

      1:02
    • 2. Lesson 2: VIrtual vs in-person

      7:03
    • 3. Lesson 3: Case study

      1:37
    • 4. Lesson 4: Sign up

      7:10
    • 5. Lesson 5: The Miro app

      0:58
    • 6. Lesson 6: Setting up your team

      7:49
    • 7. Lesson 7: The collaborator playpen

      22:15
    • 8. Lesson 8: Setting up your assets

      8:50
    • 9. Lesson 9: Before the workshop

      12:20
    • 10. Lesson 10: During the workshop

      20:09
    • 11. Lesson 11: After the workshop

      8:32
    • 12. Lesson 12: Final thoughts

      0:42
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About This Class

As the way we work changes more and more to an online, virtual, remote way of work, the need for tools to replace in-person functions is becoming more important.

Enter Miro - a virtual whiteboard that makes collaboration easy!

This course will take you through everything from sign up to closing out your first workshop. Come hone your digital skills to make you more marketable, do more fulfilling remote work, and hopefully have some fun!

You can join my free team here.

You can watch the introduction for collaborators video here:

Should you decide to buy Miro after the course, consider using my affiliate link

Meet Your Teacher

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Richard Dykes

Prototyper

Teacher

Hello, I'm Richard. I am an information designer for a global consultancy. My specialisations are in innovation management, data analytics, and UI/UX design.

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Transcripts

1. Lesson 1: Trailer: Welcome to virtual facilitation with mirror, with a growing trend towards remote work, globalization and the impact that the pandemic has had on our culture. Being able to run workshops collaboratively and online is now necessity. In this course, you'll learn how to facilitate a virtual workshop and use Mirror effectively to help you. We'll take you through everything from sign-up to closing out your workshop. This course is designed for those with prior experience in in-person facilitation. That you have no need of prior experience or knowledge. By the end of this course, you should have create your free account on mirror, your workflow and run a workshop with your friends or colleagues. I'll provide you with tips we use in our business and suggested way of managing your mirror account that will take pressure off the material generation and give you more time in front of your participants. Enroll, and let's dive in. 2. Lesson 2: VIrtual vs in-person: Great. Let's talk a little bit about the challenges that you're going to have around in-person facilitation, moving towards a virtual facilitation environment. If you've come across this course, you probably going to be familiar with the difference between facilitation and presentation. So if I put that very simply, presentation is about providing information to an audience. We as facilitation is about getting that information from the minds of your audience and working with it as a group. So your role as a in-person facilitator is very much around crowd management. Getting those ideas from participants and making sure that people are being effective in the participation, that they are active and they all present. And you're able to do this by leaning on visual cues. So if you spot Someone in the crowd who is either withdrawn or seems upset, you're able to identify that and then rectify it either by having a discussion or using an exercise to bring them back into the group. When you move to a virtual environment, you have the same roles, but the, it's going to be added complexities. So in addition to crowd management, you also going to have to worry about tick management. So is everyone on mute when they need to be on mute at do they cameras work? Is the technical difficulties or connection issues. All that becomes now your problem. Way that wouldn't have been the case in an in-person environment. In addition to getting information, why ideas from your participants, you now also have to collaborate with them. So what I mean by that is because of the learning curves and learning new technologies, the technical issues, and just the speed of working in a virtual environment. It can take anywhere between 23 times as long to do a virtual workshop as opposed to doing an in-person workshop. To get around that. My suggestion is to preempt a lot of the things that your, that your audience is going to provide. So provide them with templates, tricks with pre, predefined material that you use the session to to confirm with the group as opposed to getting everything from scratch with him. And the last and most important thing is that they are no visual cues or very little visual cues that you can rely on in the virtual environment. In theory, you should be able to have ever on switch on the cameras, view it as a gallery, say in, in zoom, and keep track of HIV neurons doing that way. But in practice, it's very difficult to do that. You will most likely be presenting your desk. And even if you have a second screen, those images will, those video feeds of everyone are going to be very small. And it's going to be difficult to determine what the differences between someone who's having technical issues as opposed to someone who is not participating. So you will be much more reliant on good ground rules and having people adhere to those. And also the technology choice then that you would've had in an in-person facilitation. And with that said, let's talk about the tool that we'll be using for this course, Mirror. So mirror is a digital collaboration of white boarding tool. It's designed to be very much the same sort of tools that you would have like sticky notes, et cetera, in a real person, a real world environment. So once IDE is really nice because people are already familiar with the sort of tools that we're talking about there now to how a sketch should work. And they know how stick now should work, et cetera. And then on the other side, the reason why I picked it for this course is it gives you a lot of very useful facilitator controls. So one of the, one of the issues that are always struggle with is trying to monitor the group chat on say, zoom or teams while I'm in a workshop and I often miss questions or people raising their hands and then they have to go off of mute and interrupt me. And it's, it always ends up a little bit unprofessional. Mirror has things like either video chats or you can completely replace your, your Zoom meeting if you really want to. And as well as bolt in text chat. So I can in the same in the same pain as I'm busy presenting or or taking people through an exercise. I can see when a new notification pops up in the comments, address it straightaway, and we don't need to fight with each other. And it's also, in a lot of ways you can do a lot of things that on possible in a in-person workshop. So things like the actual whiteboard itself is almost infinitely scrollable. And you can drop a lot of information down on them. And you can also embed multimedia, which you would have had to use, say, PowerPoint for. So things like videos or images and that's sort of an audio and that sort of thing. And you now have this whole bottle into one thing and it's very dynamic, very collaborative. And the most important part is that everything is done in real time. So I don't need to commit changes or to save things, and I don't have to worry about overwriting, so on stuff, it will all get updated in real-time and I can actually see what people are busy within real-time, pulled them into where I'm working, that sort of thing. So mirror as a tool is extremely good and they are alternatives on the market. And so go ahead and do your research. But these are the important things that I look for in a, in, in a virtual workshop environment. The next lesson we're going to talk about your case study for the, for the course. And then they often will be working exclusively within mirror. I'll take you from signing up and downloading the desktop app all the way through to what do you do off to a workshop is complete. So stay tuned and thank you very much for, for joining us on this on this course. 3. Lesson 3: Case study: So your case study is going to be very similar to the course content and the story flow that will, that will go with when approaching this course. The first thing that you need to do is quite obviously sit up your free account and set up your team on mirror will. In the next session, we'll take you through exactly how to do that. So that should be the easiest of your tasks. The next part is to set up your team resources in your play. Painful collaborators that you'll see as we go through the content. What I mean by that. But essentially these are two boards that you will reference for either when you onboard new uses or when you would like to create a new workshop and you wouldn't like to different Scratch. Then the last thing which is really for your personal development is to create and run a workshop. In the very least, you should create a workshop. And if you don't have collaborators or a session that you think you could use Mirror full. And that should be fine. Just consider how you would facilitate that particular workshop. By you make some notes and preferably you should run it with your friends and family or in a work setting, in a, in a live demo, all of your workshop. For all three of these plots, the way that we'll know that you've accomplished that is if you share a link to the boards that you create and obviously giving us the ability to view them. Great. So without further ado, let's jump right into setting up your account and achieving the first part of your case study. 4. Lesson 4: Sign up: Great. Let's get started. First off, I'd like to apologize for any yams and August during this video. I've had to do this effectively live because I don't have enough email addresses to sign up infinitely times. Well, I do retake off to retake. So expect some bloopers. I've taken you through here to the mirror homepage, mirror.com. And as we said in the introduction video, they alternatives, a lot of them are like for lack, mirrors my tool of choice. If you, if you do decide to go with a competitor, just check and see on in terms of the pricing, what's gonna be covered and what do you like to go for? There would be equivalent. But what we're gonna do here is we're going to choose the free tier of mirror for the, for the duration of the course. So there's nothing lost by getting started in mirror and then moving across to the tool that you're enterprise or your, yourself as, as chosen. So from the mirror homepage, you can do a number of things if you're interested. Obviously, you can take a tour through the product and downloaded. I got through use cases. The Resources section is very useful. So particularly things like templates. If you are keen on things like APIs, Welcome to go through all that sort of stuff. And I'll occasionally come back to this when I'm looking for inspiration or if I'm looking for a particular template. Before we sign up, I just wanted to take you through the pricing arrangements for Mira and explain what all of those are. So at a very high level, Miro is broken up into two types of pricing. One would be for team-based pricing and the other for individual based pricing. The big difference is obviously that use in a team-based pricing, you will sit up a team and anyone within your team will have access to your boards and that sort of thing. We as individuals, individual based pricing, which are aimed at freelancers and consultants. And you're effectively a team of one. The TSR are very much like for like when it comes to this team. Team cost here versus this consultant plan here, in terms of what you get. With the exception obviously that you won't have a full team. What we're going to do is we're going to talk, we're going to use the free tier to sign up as a, to sign up for this project or for this course. And my suggestion always is to start on the free tier and then work your way up in whichever direction that you need to. So particularly if you're a large enterprise and you might be the first or among the first people to sign up for or to track mirror. Then immediately context sales. Rather, signup as a, as a free team. Give it a couple of trial runs and then decide whether or not you need the The advanced features on the team plan or if he needs added security and SSO in business, or if you need all these additional features that would come with the enterprise plan. And because obviously it will, there'll be complications when you start downgrading, so to speak. Right? So you can either get started straight away there or what I'm gonna do is I'm just gonna say Santa for free. That'll take you through to your sign-up page. You can put it in. He tells goal agreed to the conditions. And actually, I don't want to have updates. And then you can get started. Obviously, you can also sign up using your social credentials. They do suggest having a business email address. But what I found is that you can still sign up using a regular Gmail address, so there's no validation there. Nothing started stopping you from getting started. And automatically they sign you up onto the free TO already. So you can see as some of the limitations, all that you'll get big. So let's sign up, see what goes on. Grit and they'll take you into setting up your team. So like I said, there's two different streams. By default, your, your free tier is in the team sort of Rome. And what that means is that even if you are signing up as an individual, you'll need to create a team. So I'm just going to set up one for my team. Let's just say that. And as any ME. Great, excellent. So you can obviously customize this as you want. Cool. And I'm not going to send out any invitations. And then you can start customizing some other things. Yes, so I'm going to probably use this for ideation and brainstorming. And then that'll take you through to your board. Now before we continue with your first board, before we continue with the rest of the series. Just one thing tonight yet. And on the free TM, part of the limitations is you can have as many, many people in your team as you'd like, but they have access to every board that you have. Fair enough. You only have you can only create three at a time. We'll have three active at a time. But it is a point with mentioning for those who are working with external clients. So they free tier doesn't allow for external, external collaborators to come on as temporary users. I think that's only available from the first rung on either the team's pricing or I'll says as a consultant. And so if you are using this and you're using it for sensitive projects, just bear in mind that you will need to go off to each project. You will need to uninvited every member from other organizations so that you can keep the data and the RP privates. And obviously today, we will take you through how that works. But later on, because I have a whole ritual when it comes to completing a workshop or a project. But essentially, once you've got to this stage, you are ready to go when we can start the course. So Walden. 5. Lesson 5: The Miro app: One thing I forgot to mention in the previous segment, while going through everything is that you can actually work on a web browser like Chrome. Chrome is probably the best for mirror. That obscene. Or what you can do is you can download the desktop app. I'm working on a Windows machine. So I'm going to download the desktop app and use it locally. It it all the same features. There's nothing, there's nothing different about it. But obviously there's less clutter and it's built to, but EBIT beta. So yup. If you, if you would like to download mirror, install it on your desktop. Or there's also a mobile app for mobile and tablet that you're welcome to make use of as well. But at the end of the day, it's up to you. Great jazz. 6. Lesson 6: Setting up your team: Welcome back. So in this session we're going to talk about how do you set up your, your team and your boards for success. If you'd be falling up until now, you should see a screen very similar to this. So the name of your team would be up here and you can do things like you can change the settings, invite people, and invite people and whatnot. You'll notice that whether you using the desktop version of this or else the web portal or even the web app. All of them look exactly the same from the home screen here. So you can do a couple different things. From here, you can change your plan. You can edit stuff on your profile. The act of users is something that we'll look at a bit later. So right now there's only myself as a team admin. You can obviously invite new members and you can also an invite new members and invite members as well. So I can revoke my own team axis, which is probably not advisable. Other than that, the awesome things that you can add as integrations. We'll go through that when we setting everything up. You can revoke those and you can look at permissions. And by default, I think a lot of this will be it will be closed unless you upgrade your plan. So just something to note and we'll talk about that when you are setting up your first workshop. So if we go back to the main view here, and on the left-hand side you can, you can add projects if you have a, if you have upgraded already. And you can edit things in the settings, et cetera. And then at the top you've got some pre-built templates. We're not gonna go through those just yet. And then below it you would have the boards with IT within whatever project you have set up. For a free plan, you, you, you're limited to three boards, three active boards at any given time. You've got to have projects. So you've gone you can't nest these boards within projects. But that's okay. What I want to show you is basically the first step that you'll take within mirror. From here, you would have probably landed on my first board, which is a onboarding board that'll teach you how to use the system. And hopefully that's why you joined this course. So I'm going to go ahead and delete it. So I don't use up a free board. And then you'll see here I've got a blank page when I'm setting up a new team. And particularly if it's on a free plan, I will create. So that will remain active all the time. And then there will be a floating third Board which will be used for whichever workshop I am doing at the given time. So this does mean that you can't run two workshops at the same time, although you could potentially consolidate those two boards that I will take you through now and then run more than one workshop. But they are they are some security issues that you just need to be aware of. So the two boards thou is set up are a Resources Board and a pipe in. The play pain is geared towards new uses for Miro, but from a collaborative standpoint. So. What we, what I find when I'm doing workshops with mirror, particularly with a new group, is none of them know how to use a mirror or tools like Miro and the First World War. The first session of the workshop that we have is almost a write-off because we're trying to explain how to move across the board. We gusto now to put down notes. So what I found is that if you set up a play pane ahead of time and you give anyone who wants access to that play pin. You can either run a introduction, introductory workshop within the play band itself, or you can just direct people straight to the bleep in with some instructions and a helpful video. And they can, they can basically upskill themselves before you start any other real work. So that's a huge time-saver. The second one is resources. So once you've started paying for the upgrade of plans, either teams or, or consulting plans. And you will have the ability to create templates out of the boards that you've created. On the free plan, you don't have that ability. So the first part of the resources or the sand PUT board is to store all your templates, all the different workshops that you've worked on. And the second part, even if you have upgraded to another plan, is to have that old logically laid out. You tend to keep I tend to keep versions of different workshops all onto the Resources Board. So I don't need, I don't necessarily intend to turn everything into a template. But it's nice to see how we can apply certain, certain parts of different templates or create things from scratch, that sort of thing. So RA like to have a resources or sandpit board for me to play around in and to store the stuff that I that I like working on. So let's go ahead and do that. So don't worry about that. That's just saying that it will be defaulted to share to your entire team. When you're creating boards. It takes a little bit of time and it will open up a new tab for you. So while it's getting ready, and I'll just create the two Frisch boards. The first one here. Or whenever you create a new board, you get the option to use a existing template. So that will include all the free templates that would come from mirror themselves, um, and then if you've paid for an upgrade, it would also include the templates that you've created yourself. So for now I'm just going to ignore that. Will create one from scratch. You can rename the board here using the edit by clicking the insane edit. So I'm just going to call this one collaborator. Hape in. Cool. That's great. And the second one, I'll do the same. I'm going to rename that sand. Yeah, it's cool. If you come back here, you can refresh by hitting control all I think it's command on Mac. And you will see here to newborns that have opened up when there were modified and who's on the board currently? So currently it's just myself. And that's fine. Once, once you start getting collaborators, this is quite useful to see who's actually using your, your boards and real-time. I'm just going to ignore this notification for now. Great. And then at this point you're ready to start your creating your different boards, which is what the next two sessions on that. 7. Lesson 7: The collaborator playpen: This session is about setting up your collaborative type in. What I find is useful is to have an instructional time frame line or whatever you wanna call it, and a area where they can play around it and install it using the tool as well. And thus generally what I'll do is I'll share this with whoever has access to it. So you will actually see a, you will actually see a link in the, in the, in the class notes that you can access and also make use of this collaborative play pin. And I'll also share a video on YouTube that you can use for your clients or adapt for your own benefit. So whenever I'm sitting up a new board, it's often somewhat difficult to go ahead and immediately start building things I find. In any case, what I, what I like to do is because we already using a tool like mirror, I will go ahead and start using some of the ideation type of capabilities within mirror itself. So to do that, I will start with a sticky note, or sticky notes, let's say. And I will outline what I wanted to have on my sheet. If at any point you think I'm jumping ahead and you're not following in terms of just the basics of how to work with Miro. And that's fine. Use the, use the collaborates, a YouTube link that I will provide in the class notes to go ahead and upskill a bit on how you would use mirror as a collaborator or just how do you navigate around mirror. And so this is aimed at guys who, who have some, some basis already within mirror. So go ahead. It's video watch that one and then come back to join us. Yeah. I guess so. I'm gonna create, I'm gonna bulk create some notes. So the first thing I like to do is just have a quick welcome screen if I can spell. And then we will have a layout or let's say what is Miro? And we'll talk about the layout. They will talk about navigation. And finally, I like to call out just how to use the sticky notes. I don't usually tell people how to use objects because I think most of them are going to be full facilities is not so much for the collaborators themselves. When you're ready, hit controlling into that's done. Okay? And then that's laid out. The next thing that I do is I will always set up a I'll always sit up a basic frame. So if you've watched my YouTube video, a frame is, you can think of it as a slide or an onboard, or however you want to think of it. And essentially what goes on a flame, or each frame is indexed into the frames area down at the bottom here, so they easy to navigate. And they are also exportable into PDF, which is really useful because I can, I can then take this whole play pen and send it to someone without even giving them access to bear. Ok. So let's go with the 69 frame. And what I'll do is I'll set up a template, Frank, for starters. 6'2, right? And then, and this is maybe more my pedantic x. And one last thing. So because this is a new team, it hasn't remembered my settings for and navigation mode. So if you're working on a laptop, it's always great to move to change to a track pad type of navigation. And the other is more for law. I find it a bit easier if you are using a touchscreen or something like that. So I'm gonna go ahead and apply a trackpad navigation. That means that my scroll is now normally scrolling and then I hit my old in control. If I wanted to zoom in and out and shift if I want to scroll left and right, that sort of thing. So there's cool, this frame, something that's just called a tip that frame. Okay. That's got a background. Start putting down some stuff. So my preference is always to put down a grid on the page that just helps me align things about better. So the easiest way to do that in mirror would be to use shapes. So I'm just gonna go here. I'm going to choose the rectangle or you can type in R. I will drag it out and approximate rectangle. Let's just change this to black. And a low opacity takeaway the border. And that should be fine. Again, then you can use, you can either say Control D While I'm going to hold Alt and shift to drag one out. Actually this go with Control D. So I'm gonna go with a 12-column grid. Yeah, that's 681012. And then I'm going to just quickly need in this up. Oops, let's go into the course. So that's neaten up. And then I'm going to start scaling it proportion. So I like a bit extra margin on the left and right and a bit more on the top and bottom, maybe. Cool. And you'll see you've got snapping guards as well like most other creative software and really useful for aligning things out. And otherwise, I'll show you how to align things in a second. The first way to align honestly is to use this tidy up feature on the top right yet it very quick and easy. But you've already seen art can sometimes misunderstand what exactly you're trying to do. So just use it with a pinch of salt, right? Lets do. Rose as well. So that's good. And that's me hitting Control D. So it hasn't quite understood what I meant by duplicating. So just something to note as well. Sometimes it's easier to drag and drop. So just holding Alt or Option and should be six, right? Six at. You can use these features to do alignments. So unlike any other programs, you have aligned left, middle, or right, vertical and bottom. And then you can also distributed evenly either through those ones. And the listener. The tidy up feature. I like because it automatically spaces that for me, which is great when you're creating these grids. So for this application, I'll use that. And then the last thing that I'll do is once I've created my grid, we're just gonna group it together. You can either group objects like that. Ordering with a hotkey is controlled g. And then now that will move altogether. So I'm, I can scale it as well. So I think I actually went a little bit more. Space. Is white space. Yeah, let's go with that gap. Once I've now set up my grid, now nowhere I have space while other things. So the first thing I'll do is just add in a frame. Title goes here. You have limited fonts and colors. You can, you can obviously add your own, so that's not too much of a hang up. But just a night that if it's not one of these fonts, you're not going to be able to add in, say, your business fonts or whatever the case is. So for instance, my my iPhone doesn't appear here, but Open Sans is probably good enough for what I'm going to work on. And then we'll change the font size to one. That should be fine. I'm going to change this text to, whoops, to something a bit lighter. Then I'll just move that position that a little bit. Great. Cool. Alright, so now I have a template frame. So after that, you can duplicate your template frame. So it's, and if you, if you've paid for the full version, you could probably turn this into a template and then just drop it in where you need it. It's just easy enough to either hit control C, control V, like I've just done there, or to Dragon and hold out. So once you've got selected anyway, dragon hold Alt or to just hit control D to create a copy of that. So let's go with that. And I'm going to create, I'm just going to be. But off to the side here, so that I get confused. Alright, and then I will start by just calling these what they all say. Welcome to the first one. Then you have what is essentially it controlled BY? What is mirror? The layout. Then we had the navigation. And finally, sticky notes. When you creating something like this, you just as well need to bear in mind that if someone just lands on the welcome page, they would actually not have much context at all into how to navigate onto the next page. So what I will do here is I'm going to leave a big and for my YouTube video and which I will add in once I've completed a quick run through of how to use this. And but in the meantime, what I'm going to need to do is I'm just going to add in the text. And it's changed. That's how we want it. Proteins go. And then what I do afterwards as I try, I try line on these two places on the grid that I think would work. And that should be fine. I'm actually going to increase 18. Match should be all. Ok. All right. Now if you can imagine this, what I'll do is I'll drop in a video here. And then we should be ready. And what is mirror? I tend to just drop in the mirror at YouTube material. So starting here, what is mirror? And you should all have seen this before because it was part of the lecture. The first lecture. And so I will start off with such ADA video. It's quite simple. You use this iframe code, which is something that we don't usually show basic users and less than needed. And once you embed that, you'll see it start to pop up and then you can resize it. So I'm just going to be within the then I'll move it across there. So you see here how useful the grid can be. I now have the most space-like or work with. That's cool. And I will probably apply to the previous page as well. When I'm ready to get rid of it, all I do is delete, which is great, nice, and T entirely foo. When it comes to layout, I tend to do this screen pick. So let's start with that. And then I'll just hit control D once I've ready. Cool. Right? Say it can trap the slightly. Do I need to see what's, what's what? Then you should have a fairly good view of your layout. Yeah, it's Canada up again. And then I will drop down sticky notes on top of it so that I can show everyone how this works. So the first one here. Okay, fantastic. And then again, once you're ready, just remove the the background grid. For navigation, I'd like to take them through the three modes of navigation as I've drawn them. Dissenters are temporary holdout. And then lastly, we ever get to sticky notes. Right? So the idea is by the end of those tutorial, anyone can pick up a mirror and they can carry on running with it. I'll generally I'll lay out all of this first. And then as I said, I'll create a YouTube video that I'll list all the times even list with my collaborators, can Go ahead of time. What should start playing around, and then use the play area at the end of it. Some of the things that I think you as a facilitator might have picked up during, during the session is first off, how do you layout all your cards? How did you loud, sorry, all your frames. And then some of the more advanced features in terms of duplicating things using shapes, using iframe to add videos. When I present this, what I'll tend to do as well is I will use the presentation mode. So Presentation mode, you can have two views. This one's just basically jumping between the cards. Or you can actually view it as if it was a slide and jump between all these different, these different frames. And so there's that. And then yeah, I think the more you understand as a facilitator How to Use your objects, the easier it will be for you. In the very least, you should know more than the participants in your workshop. If they, if they know more than you, then you may run into trouble later on. So your first or your second task in your case study was to create that collaborative play pin. You can use mine as a template. I've included the link in the, in the plus nights or else you can go ahead and create your own. Cool. See you next time. 8. Lesson 8: Setting up your assets: Welcome back. In this lesson, we're going to talk about building up your digital resources in Miro and filling out your sandpit. Do you find that you end up doing the same sort of things or very repetitious type of tasks every time you start a new project. This might mean that you haven't built, spent enough time bolding out your templates. In Mira theirs, the options for building our templates either as a paid option to save specific boards as objects, as templates for reuse or the method that I prefer and which you can still use on the free plan is to build out your SAP That way you can store all your templates with notes and essentially bold out entire workshops all in one space. But how do you know when you should spend time building on templates? It's the craziest. Do you pre-build them or do you bolt them just in time for your next workshop? Msa, my cases that I do, but I use burritos principle pre building 20% at the boards that I now use in most of my workshops. And I use my downtime to build up these resources. The other 80%, I'll bold as and when I need, I just made sure to add sometimes it into my project in order to take out all the clients input from my from the workshop. And standardized templates. The boards that we've worked on. Doing this gives me a good mix of pre-built, reliable workshop material and new unique boards and assets that I can mix and match in different ways. And the nice thing is that by building out your, your collaborative piping, you've already taken the first step in building out your resources. So I'm going to copy across everything from the play pin into my sand. But the reason I do this is because I can the start of any of my workshops or into any of my workshop boards. So that I don't need to direct new uses or project teams to different URLs. I can send them straight to the Bolt that they're going to be working in. And this is just an asset that I can reuse over and over again. What I tend to do just to make things a bit neater is I will add in a shape rectangle in this case, just to show where I'm working. And I'll give each title. Fantastic. Now that's ready for me to copy and paste into any of my new workshops for clients. Correct. But it's bold. One more thing. So in every in every one of my workshops, inevitably if it's a new client team, we will spend at least ten to 15 minutes going around the room explaining who we are and where we fit into the organization or into the project. And I have a an icebreaker that I rely on. And I would like to make sure that I have this available to me so that I don't need to recreate that every time I present a new board. Pro tip is to keep any of your icebreakers no matter how nice they might seem at the time, there is always a good need for icebreakers with it to pick up the energy in the room. Want to foster more of a team feel. And you'd be surprised at how versatile DE Shaw and you can just put them into workshops. So let's start. Yeah, I'm going to speed up the video, but what I'm trying to do is create a team board and put in some writing prompts. This filter is quite useful. I can filter down onto a specific object type once I've selected things. So you can very quickly just isolate the things that you actually want. I keep. I can see I'm using the guides that are being given effectively so that it sort of looks like it's in the same spot every time. This grit object is something that's new. That's why you'll probably also get this every time. You try something again. Right? The next thing that I ask them is for their job title and well, let's pose it as a question. And the next thing that I do is ask them for their job title. And just a little fun thing that I sometimes break Lillian is what their nickname at home is. The fixer upper or are they the slouch? What's, what, how would they describe themselves? And then finally, the last thing that I'll ask them for and some expectations that they have around the worship. And oftentimes, this is quite telling that he might have been sold lemons and then you need to make lemonade. Great. So that brings us to the end of me building at some of my resources. In your, in your own class project. You'll also need to build out some resources. You're welcome to use this as an example. Or else bolt at a workshop or two that you know that you're going to be working on in the near future. 9. Lesson 9: Before the workshop: Finally, we're getting to the point where we are ready to start building our material app for our workshop. The important thing before you start a workshop is to think about the participant experience. So you need to answer some questions. Like, how many people are they? Who are they? And what's the current ability with mirror? Do they need to sign up first? That's a very important question and can waste a lot of time at the beginning of a workshop if you haven't told them. And even if they have signed up before, do they need extra help to understand how to use the board's abilities? Or are they going to be running ahead of you during the workshop? As mentioned, I will almost always grab the welcome screen, at least the video from the play pin. So that participants can go through that at their leisure and also remind themselves of things that they might have forgotten. The next thing I'll do is grab my ice-breaker. Particularly if this is a case of they are a new team and I haven't worked together. Or potentially they, they worked with me before. And this is an excellent way to start building that feeding of collaboration and teamwork. For this workshop, we're going to run a ideation session to make improvements to an existing product in a client enterprise. So I'm gonna go ahead and bolt the boards that I will require and speed that up. Feel free to build your own workshops as you would require for your case study. Also fought a long at half speed. Okay. Okay, great. Now that we've got the board ready, there's a few more things that you need consider beyond just credit the board. The first is, if this was a client that had its own brand and style, at this point, it would be definitely worth it trying to adapt your existing product to your existing workshop to look like the style guide or the brand God. This creates a bit of linearity and it's lowers the barrier to entry. The next thing that you, that you might need to consider is that when an in-person workshop would be one way, you would arrive early, sit up all your stuff, hold the workshop, capture everything at the end of it, and then take everything down. A virtual workshop is basically always on and always available. So long as the board is open to your collaborators. What that means is that even though you could go in and freeze the board or prevent people from entering. In practice, what happens is some participants will join a bit early. Some will linger but light. And what that means is that you might have unintentional collaboration either before or after or even during this session with people leaving ahead of time. So one thing that I'd like to do on my boards is just create some, some blinds so that I can control exactly when people are collaborating. Collaborating. The last thing that I'll do is make sure that all my boards, my objects, except for these hidden panels potentially. And the things that I want people to interact with are locked. So what happens invariably is that people will join the board either on the wrong navigation setting or else they will accidentally click and drag things. And at times entire phrase will move up the way. The easiest way is to just go object by object, or let's maybe do this. We'll start off with these. They will always remain locked. So I'm going to start with luck. Doesn't let me do the grid. Maybe it's the MIG. In any case, you can go through each, each object individually if you wanted to. Or what I'm doing is going by object type and locking object types. And which is still quite useful. I, that's the problem. Okay? You can't lock images. And then similarly here, what I'll do is I will start with the frames lock those. Then we'll go to the text objects. Luck that. The loss one that I want to lock is that line that, but across the everything else I need to make sure we'll then I will replace these. And you can just as a bit of a safety lock those as well. That way. That way your casual user property wouldn't be able to remove it. And it also sends a message to those who do not have to unlock things. That this is a hidden area for the time being. Great. Once you've created your board. The loss thing, that's really important. And this is true for whether you do an in-person workshop or whether you're doing a digital workshop is to dry run your workshop. It doesn't matter how many times you've done it. It's important for a couple of reasons. The first is for ones that you haven't tried to test it before or potentially, even when we're dealing with in your client for the first time, they will always be sticking points either in the way that you phrase things or in the in the actions that you require them to do. And you'll know about them until you draw it, run through them with it facilitates a war with a friendly audience. The other important thing is time considerations. So depending obviously on the engagement level of your audience, a 20-minute workshop can exceed two hours. If you, if you aren't paying attention to the right cues. So dry routing it ahead of time is really important to understand that how long you require to speak. And it also lets you know that you have a certain amount of a buffer to work through questions or to have discussions or whatever it is that it's really going to provide meaning to the outcome. Another good reason is, particularly in a virtual workshop, they are going to be technical requirements that you need to rehearse ahead of time. So if you, if you have a video for instance, and it's good to rehearse flicking through the video so that you know either how much to crop it by or that it's gonna take so long to load or whatever the case is. And similarly, you can preempt a lot of the technical issues that your audience might have and come up with fallback options if these, if it's going to prevent them from participating. And another really good reason is if you're going to co-facilitate. So I have someone assist you and we'll talk more about that in the next section. It's really good to understand how to pass off and pick up from each other. How will you manage things like have your internal discussions without, without it to people? And what things they are going to be looking out for, what things you're going to be looking out for. And obviously, this isn't just for this workshop. As soon as you have a new, a new co-facilitator, you will need to practice these sorts of things. And I'm at the base way to do that is dry run. So after this, you are pretty much ready to hold your workshop with your participants. At this point, I would either start inviting collaborators immediately or another thing that you could do is invite your collaborators to play pain and then schedule your sharing of the workshop board for a specific time, probably two hours before the workshop or if you require them to do some prep work even before then. 10. Lesson 10: During the workshop: Great. You ready to hold your web, your virtual workshop will almost anyway. During any workshop, your role is basically to get out of the participants way. But if you've held an in-person or digital workshop before, you'll know that there is a hell of a lot of work that has to happen in the background to keep things running smoothly. The first of which we spoke about in the previous video is making sure that you send out your invitations and your instructions clearly ahead of time. What we do is we'll send out a prep mail that contains things like how to sign up for mirror the agenda if there is a set agenda. And what people can expect during the, during the session. We also spoke about previously about when you should share your, your project board. You have basically two options and a blend of those two. The first one is the standard out early. What this allows is for you to give people pre-work and familiarize themselves with the board. That can potentially get a head start on some initial exercises. But happen in my experience is you will have one or two people who are enthusiastic and go ahead and do that, and the majority of the others do not. And what this means is that when you start your workshop, your IGA beavers might be well ahead of the remainder of the group, while others are still trying to catch up on how to use the basics of the board. And this creates a bit of problems later on when you try and to bring people back together. And potentially you might also have people going ahead of where you intended go to the pre-work. The other option is to give them access at the point that you start your workshop. This takes away that problem, but it replaces it with others. So invariably whether you send it out early or late, there's going to be some participants that do not sign up for mirror before the workshop. And this just gives everyone in an excuse not to do that. And you'll spend your first 15 to 30 minutes and figuring out how to use the tool, signing people up, giving them access to the team, et cetera. It also gives people absolutely no time to get used to mirror a tool. Meaning that whether or not they would have been ready for your workshop is a midpoint. You will have to spend the first 15 minutes walking them through the collaborative play pain steps. What you can do and what we do a lot is to send them everything in advance and to hold a prep workshop. You can guys it as a briefing workshop or something else. But basically it's a dummy workshop to get everyone used to the tools and to get some initial information out of the group. Once the workshop actually starts, you have a number of other things that you need to now manage. So again, thinking about the participant experience, they probably about three things that you need to consider when you are facilitating a session. The first is, what sort of device or they're going to be used or devices. What device will they sign in from? How many screens do they have access to, and what's the real estate available on that device? Is that a cell phone or is it a desktop PC with a 30 inch monitor attached to it? The next thing that you're going to have to handle our tech problems, as I call it. So what are the technical problems that you can run into during the workshop? Does everyone have a stable internet connection? Is a basic one. And does Iran have access to a device with a good mic and a good speaker? Those are, those are the sort of things that now become your problem when you're facilitating remotely. And then the last thing I'll behaviors. And to a large extent, these are transferable to in-person facilitation as well. But the catches, you will now have no visual cuz so that you can discern them. So how do you work in a group on a remote call? Particularly, consider things like how do you prevent people all switching off the mute button at the same time and speaking at once. And how do you, how do you take cues? Non visually? Let's start with the first one. So device considerations, they are obviously different modes and navigation and we've been through those in the collaborative play pane. One thing that I will do at the start of every workshop is just to remind people working from a computer to change to a trackpad. If you're working from a mobile device. This is a moot point, gets the CIT function for, for that. But it's also very important for you to understand how many of your participants will be using a mobile device. As even if the navigation is simplified for them, things like typing out notes will be harder to do with drawing will be easier. And you might be able to streamline some of your activities. There's also different real estates that you need to consider. So even though you can zoom in and zoom out, things like text size will be will be particularly important. A small screen. And equally, things like having access to the chat function will become more important on smaller devices or on dedicated devices like iPad, which doesn't allow for good multitasking. Whereas a multi-screen PC will be easy for you to hold a zoom conference goal as well as your miserable open at the same time. And either on the same screen, on two separate screens. So understanding that ahead of time is important. And one of the things that we, that we do is. We will make suggestions. We'll tell people to join the call via Zoom and to use Chrome, two axes mirror. And we will suggest that they do that on a PC or Mac versus using their mobile device unless they're going to use one or the other for communications. The next thing that you need to consider is obviously the tick. The tick problems. So the biggest problem that you will have is network coming, cutting in and out. And that's not just limited, obviously to your, to your collaborators. And more often than not, it will happen to you or your co-facilitator during a session may feasible. So 11 thing that's, that's very important is to make sure that you have a team that you are facilitating with. They can either be called technical facilitators or co-facilitator. But it's important that you don't necessarily go for solar facilitation. This you, you're a team of one and important. So that is to dry run ahead of time and to practice what will happen if say your connection cats at the wrong time so that your co-facilitator, technical facilitator, can pick up from where you left off and continue to run the workshop smoothly while you're, while you're getting back online. Equally when we consider spotty internet connections, they are going to be some people on your on your coal that either can't log into mirror and all my Drupal for whatever reason. And it's more likely that they will drop off a, a I call. Then mirror itself and nature using the video call, video chat function to quite heavily. So in those cases, what you can do is make sure that you give a instruction to each of you, to each of your activities. So for argument's sake, for my icebreaker, I will give them a set of instructions that I would repeat during the festival. So here we go. So in aspirin ICA, I will tell them pick a G that best describes you and put your name under it. After that, tell us about yourself TO title on the project. And what nickname or title. And you have at home. And then the last one is, tell us about your expectations for this workshop. Alright, I'll give that a title. Instructions. Not kidding, I'm, but that's so so make it a bit bigger. Ok. So a good practice would be to make sure that you have instructions for all your activities, even the ones that you've hidden. So you might have more, more blinds that you put on top of additional instructions as and when you want to give them, or what you might do is have additional frames. And this is great because people can as well if they, if they drop off the coal or if they have to step out to another meeting. And they can always come back and catch up to where they were using the prompts that you've given them. And then they can join us to actively. And despite the last thing is Participant behaviors. So we, we did discuss during the introduction a little bit about participant behaviors. What would happen in a in-person workshop versus what would happen in a virtual workshop. So just to remind you, these would be things like the technical problems that we spoke about before. Addition to crowd managing and actively participate in during the session yourself as well. And to a large extent, I think we've talked about it. But the one that is really difficult is not having the visual cues and the in-person social pressures that you would have when you're in the room to get it. So the first thing, visual cues, you, you're going to have to expect to take a little bit more time while people cut each other off. Or to institute ground rules that will allow you to, to collaborate but easily. So what we usually suggest is everyone goes off, they mute. But we will work a lot more individually than we would in a in-person workshops. So we'll have, an individual will have a lot of individual activities that we bring back to the group. This helps us as well with the age old problem of introversion versus extroversion. Although having said that, these characteristics usually aren't as strong when you're working remotely. So introverts will still participate in, in, in a virtual workshop with a martyr being completely withdrawn in an in-person. And equally extroverts, depending on the ability with the tool, might participate lays on a remote workshop. At least in that case, we level the playing field slightly. There's also more of a problem when it comes to keeping people participating actively. Then you would have an in-person workshop. The reason for this is in an in-person workshop, their social pressures, people watching you all the time. So checking your phone and answering a couple of WhatsApps or line messages is not a social norm and people will generally shy away from doing that when you're in an in-person workshop. That's obviously not the case when you're working remotely. There's no and watching you. And to add insult to injury, the device that you're working on is usually the same device that's receiving your email. You're getting your slack notifications. All those sorts of things are going to be distractions for you. So again, we rely heavily on ground rules and remind people that this workshop is for them. So they, they participation is important. But as a facilitator, you are going to have to check in with your team members occasionally, more often than not. One pro tip here is to have several lines of communication open to you. The first being that group chat. So having people actively chat, either using the chat feature here, which is preferred, preferable, or if you are comfortable to run that in your zoom chat or your team shed, and that's fine as well. The next would be to have a facilitator group so that you can discuss things that are and that all working, that all maybe not working and head off any technical problems. And generally hold you, you're in the background conversations. And then the last one would be direct chats to your participants. So in an in-person workshop, what we generally happen is if I see someone who's not participating, I would talk to them in a break over coffee, or I would try cool on them a bit more. You generally, you can do the same thing obviously in a, in a virtual workshop. In fact, calling on them during, during activities. A good way to get around this. But giving a quiet direct message to participants that the rest of the group can't see is generally less obtrusive than calling them out time and time again to participate. But, but, uh, patients also helps quite a bit. In a in-person workshop, obviously, you would, you'd be able to address what the problem is if this personal issues that are going on or if there is an important meeting that they needed, then e to attain to off to the session. And you would be able to make a plan equally. You should expect for people not to be as communicative in And person and to try and be patient with him as much as you can. There is also a case to be made for the fact that in a in-person workshop, you as a facilitator will generally provide all their materials or at least would arrange all the materials for your workshop. So that might be things like stickies, pins, and clipboards, et cetera. All the props that they would need would be given to them and it takes away the pain of getting involved in a remote session unless you're a very beautiful workshop facilitator and have the means to ship the required materials to them. Generally, you don't provide those materials. So one thing that's important to note when you setting up your session with a client is to send them a list of things that they should have on-hand. So generally we suggest that they keep a exam pad or a couple blank pieces of paper. So I'm pens and pencils. And also potentially to bring their own sticky notes if they, if that's what you require. Four years of facilitator, This is equally important. So just remember to keep all to keep those sort of things stacked around your desk. Because if you need to take notes, it is it's always very unprofessional for you to use the group. Visible collaboration features for personal notes to yourself. And the rest should go fairly smooth once you've done a couple of good dry runs. Dry runs in addition to the pre-work dry runs are very important for keeping you loose and making you feel comfortable with the material. So continue to dry run that up until the point where you are presenting, facilitating your session. Great for your case study. We suggested that you hold in an actual facilitation either with friends and family or if you, if you do for your for your company or your business, to hold a facilitation recorded using OBS or PowerPoint or whatever your preferred screen recording devices. And posted as part of your project to the group. In addition to showing how far you've been able to come in this course, recording the session is really good for future learning for yourself. And you get to see yourself from a third person perspective. You can count your Amazon AWS. And you know, what do you can work on for the next time? The next lesson's all about what you do once you've completed the workshop. And you now need to send out results to your, to your client or to your plam ratings. 11. Lesson 11: After the workshop: Okay, right. So at this point you should have hold a workshop and hopefully everything went okay. Now it's about how do you wrap up a workshop in an effective way and retain all the learnings that you've got. So how do you actually capture those? Again, if we, if we compare this to a in-person workshop, at this point, probably what you'd end up doing is taking a lot of pictures of the room. And you'd probably get you probably get someone to copy those and a spreadsheet or into a PowerPoint presentation. You would as a facilitator or maybe leaning on your experts BY writing recommendations for next steps. All of this would be done more or less manually. The pleasure of working in a remote or digital environment is that you've already done most of the Capturing. It's now about telling that story that you need to do. So first things first, let's start with a disclaimer that if you purchased a plan on from mirror, some of the steps here might not be as pressing as they are if you haven't purchased a plan. But we're working on the assumption that you are working on the free plan and on limited to three boards. Currently, you should have a play pan, a sand pit, and a workshop board already. So in other words, you've used up all three of your boards. You also will have limitations when it comes to how do you export the information on your on your board and whether that's in quality or in the actual options that you have. So if you all working on a paid plan and you can still go ahead and do some of these and it's still worthwhile. It's still worthwhile archiving your boards in some way. But then some of them are not. Some of the things that we're going to do on not quite as necessary if you're working in a pay plan. So the first thing that I do after Workshop is I will export the board. On the free plan. You can only do this as a full small file size. So I'll export it as that's, and I'll put it down into some way. And that's always great to same down to the client straightaway. The other thing that I do is I will export this as a spreadsheet and I just want to show you how that looks when it comes up. Alright, so you will spreadsheet is going to look something like this. What's important? Here is if you've done your job well and you've set everything up in frames, everything will be more or less intuitive. So in other words, this welcome is the name of the frame. Then that's the title, then that's the text. And then the last bit of information they export. The icebreaker is the name of the frame. Then we've got some of the, some of the inputs that I gave in cards. Then you've got your other text justice around the page. So you can kind of figure out exactly what goes on here. The reason for this is because depending on the size of the text that you use, some of this might not be readable. So for instance, this one here, as I, as I zoom in on the lower, on the lower quantity, it becomes hard for us to read exactly what that is. So having an export of the text is really good because I can, I can always come back, Yeah, and I can sort of figure out either searching, Create Guides. I can search for that. Great, let's go with that great gods for kinda an audio. So I, then at least I have that. The other reason I do this is if I need to change the format of my export. So potentially will have a, a follow-up session or we'll have a playback to management. And then it's always great to have that maybe in PowerPoint or in another presentation type of medium. You might not want to present it from mirror itself. So in those cases, it's always great having that takes to freely available so that I can always just copy and paste them into the roadblocks that I need. Once I'm done exporting. There are a few things that you need to, that you need to keep in mind. So the first thing is anyone invited to your team will have access to all the, to all the boards on that team. That generally doesn't matter. So long as you don't have two different clients on the same team. To get around that. What we do is we'll generally kick people off as we're moving out onto a new client who preferably as you archiving the board, such that I might go in and revoke access to certainty. And it's always a good practice first off, to saying that your final comes before that and let them know that you will be removing them from the team. So it's not a, it's not a surprise to them. And speaking of outcomes, once you've completed your workshop, it's always a good idea to summarize the activities that you did. Summarize the outcomes of the workshop. In addition, obviously to whatever presentation format or PDF or whatever the case is that you might have already prepaid. And it's always good to send that in a male itself. And any next steps that you might have say if there's a follow-up workshop, where if we agree to certain actions based on so in the workshop activity or whatever the cases. And it's good to call those out. And we'll send that out as a single male and include attachments such as the PDF version of this. Again, if you have created a if you have created like a document based on the workshop itself, then we send out that at the same time. And then also just remind the participants that they will have X number of days before they will have the user access revoked to the team. I'll also go ahead and copy across any useful resources that I'm out of created for a particular workshop into my sandpit. So for arguments sake, this is something that I found quite useful. Lock everything, copy those across. Credit a new swim lane for it. And then the last thing to do is just to fulfill onto the sticky notes and delete those. And I was just going to delete the shapes here as well. And great, that should actually work out quite well. And I'll just give that a hitting. Perfect. Now, should be ready for my next workshop. Once you've completed your, your workshop and everything's being archived correctly, now's the perfect time for you to get ready for your next bookshop. Good luck. And then the last thing that you'll do is OK off the board. 12. Lesson 12: Final thoughts: You made it to the end. While Dan, if you've been following along, you should have the start of a very useful mirror account that you can host workshops and other sessions farming the future. Remember to complete the case study. Tips and tricks are just that. Until you've tested them in realistic setting. Once you've completed, please be sure to drop a link to your mirror team or specific boards and any learnings you've made during the process in the comments below. Lastly, be sure to join my team in mirror and follow me as a teacher for future courses. If you found this one useful, good luck and keep facilitating.