I recently moderated a brainstorming session with two large clients in Second Life. It seems like everytime I attend or conduct a virtual event, I always learn something new. To share some lessons, here are 3 best practices to consider before conducting your next in-world brainstorming session:
1. Conduct A Participant Orientation
If you are planning a virtual event, particularly one involving high levels of interaction, you must insure all participants know the basics of the virtual environment. By basics, I mean how to move their avatar, how to participate in open chat conversations, how to send a private IM, how to adjust their camera angle, and effective voice management techniques (like don’t leave your Talk button engaged & move your speakers away from your mic to reduce echoes). Never underestimate the knowlege and skill needed by those new to virtual environments and the time it will take to convey it to them. The most successful approach I’ve found is to have a separate participant orientation session, well before the day of the event, to insure all can successfully operate their virtual environment interface.
2. Rehearse, Rehearse, Rehearse
Broadway performances require numerous rehearsals to insure consistent, expected outcomes…same applies to virtual events. Sure, this takes more time for the clients and all parties involved, but it is essential in clarifying expectations and identifying potential problems before they happen. At minimum, you should walk through the entire agenda as if you were actually conducting the event. Use the tools, display the information, and travel to the locations planned for the event…and look for potential problems so you can proactively address.
For example, we conducted 3 separate rehearsals for the recent client brainstorming event. Since I was the moderator capturing and inputting discussion points into the BrainBoard while a facilitator guided the voice conversation, it was vital for us to coordinate effectively. The facilitator had to know the capabilities/limitations of the virtual tools being used & how the information discussed would be displayed. And I needed a clear sense of the agenda flow, what elements of the discussion were vital to display at what times, and when to engage certain features. A rehearsal allowed us to fine-tune our approach to the event and even develop outlines used to pre-populate the boards.
3. Increase Engagement With Distributed Collaborative Input
Whenever possible, use tools and techniques that allow participant contribution and interactivity. The death of many virtual meetings (and physical meetings for that matter) begin with a talking head presentation and a powerpoint show. Sure, there may be small segments (like a quick Industry Overview) that a power point-like slide show would be appropriate, but keep those to a minimum! For brainstorming, it’s all about the interaction. Our clients chose for voice to be the nearly sole vehicle for discussion, and for a single moderator to input the discussion information into the BrainBoard. While this allowed participants to focus solely on the voice discussion, I believe it limited their engagement in the discussion and thus resulted in less than optimal results. True, they saw their ideas eventually appear on the board, but it was based on what I heard via their voice discussion and what I typed. Allowing participants during brainstorming events to input their own ideas/suggestions, edit theirs/others, & rearrange/reorganize contributions helps to engage more of their senses, to utilize more of their reasoning centers, and to feel that their contribution is valid and appreciated.