Even with perfect tech and clear communication, remote workshops live or die by facilitation.
I was so used to doing in-person sessions that when I got started with remote workshops, I hit a wall. Virtual facilitation requires juggling engagement, accessibility and technical hiccups. Sometimes all at once. Along the way, I picked up some practical tips to keep discussions inclusive, interactive and running smoothly. I hope these help you in some way.
Running remote accessibility workshops means you have to:
- keep sessions interactive without overwhelming everyone
- give a voice to everyone equally
- maintain a structure and adapt if needed
Unlike in-person meetings, you can't rely on natural pauses or visual cues to guide the flow. How and when you take questions matters. How you deal with interruptions matters. You need to plan for every choice you'll be making when you're the facilitator.
Even then, I guarantee you'll stumble. That's okay. Knowing how to deal with these is part of the process.
Here are the most common traps:
- The one-on-one. Sometimes, everyone will become a bystander as just two extremely vocal participants dominate.
- The silent majority. Neurodivergent attendees, non-native speakers and introverts slowly get left behind.
- Tech chaos. Late arrivals, audio failures and screen-sharing issues derail everyone's focus.
- The energy slump. It usually happens every 30 minutes or so when participation nosedives because people have been looking at their screens for too long.
Here's how I dealt with these issues.
- Round-robin check-ins. Start with each person giving a one-sentence input (e.g., "One word on how you're feeling today"). This sets the tone that everyone's voice matters. You can also do these throughout the workshop to gauge interest in a topic.
- Process check-ins. Pause every so often and ask: "Is this pace working? Anyone we haven't heard from?"
- Silent brainstorming first. I use a shared Google Doc or the FigJam board for written ideas before any live discussion. This gives introverts and neurodivergent participants time to contribute in their own way.
- Private chat nudges. Message dominant voices directly in private and ask them to give others a chance to speak up.
- The 5-minute grace period. Start with a check-in question and avoid recaps so you won't have to repeat yourself as latecomers arrive.
- Don't panic. If screen sharing dies, switch to the pre-shared slides or describe visuals verbally.
- Micro-breaks. Every 20-30 minutes, give everyone a two-minute break where they can look away from their screens and stretch.
- Try different formats. Not everything needs to be a discussion or working alone session. Alternate discussion with polls, do emoji reactions or try short bursts of silent reflections.
My final piece of advice is to plan for these hiccups, not just the content of the workshop. Focus on how people engage, not just what they say.