By Simran Khanijau, Senior Consultant; and Liisa O'Brien, Senior Project & Engagement Coordinator
16 December 2024
From in-person, to remote and hybrid engagements
Over the past several years, the rapid shift to remote and hybrid work environments has reshaped how organisations approach workshops and facilitated conversations. At Strive Higher, we have had the privilege of working closely with our clients to co-create practices that prioritise inclusivity and accessibility in these settings. While these efforts align with our core values—curiosity, courage, and capacity-building—the real insights have come from listening to and learning alongside our clients as they navigate these challenges.
This article is not about presenting ourselves as experts, but rather about sharing the lessons we have gathered from collaborating with diverse teams and communities across the higher education sector. From balancing delivery deadlines with inclusive practices, to leveraging digital tools thoughtfully, we would like to highlight some of the strategies that we have seen help workshops succeed in online settings.
Our approach
Combining workshop delivery with remote and hybrid working presents unique challenges. While we have moved beyond the, “You’re on mute”, era of early 2020, optimising participant experience and workshop effectiveness in these settings requires different strategies than those deployed for traditional in-person workshops.
Our approach focuses on supporting clients to:
deliver agile workshops and facilitated conversations,
make effective use of time and resources while meeting delivery deadlines, and
ensure all voices are heard to co-create and design effective solutions.
Our practice
Our practice is shaped by continuous improvement processes, participant feedback, collaboration and co-facilitation with our clients. Some of our key learnings are highlighted through the following case studies.
Case Study 1: Addressing varying levels of confidence using digital tools
We were engaged to facilitate a series of stakeholder workshops as part of a service redesign project. During the initial round of stakeholder workshops, it became evident that participants had varying levels of digital capability and comfort using interactive tools like MS Whiteboard. Key challenges included:
Inexperience of some participants with common collaboration tools,
Stakeholders expressing frustration with the technology during workshops, and
Challenges engaging with presentation slides and collaboration tools simultaneously.
Combinations of these factors caused delays during sessions, distracted attendees from the core purpose of the discussion and disrupted the flow of open discussion and ideation. We worked with the client to address these challenges before continuing with the next round of workshops.
Key learnings applied in next round of workshops included:
Preparation: Sharing workshop agendas and technology requirements in advance helped participants prepare and focus.
Guidance: Providing instructions and encouraging participants to practice using tools beforehand increased comfort and reduced distractions.
Simplification: Using simple, universally accessible tool features reduced confusion and catered to all skill levels.
Small groups: Using breakout rooms fostered open discussion in a more manageable and personal setting.
Case Study 2: Supporting accessibility in online-only workshops
In another instance, we were engaged to facilitate a series of stakeholder engagement sessions to explore organisational culture and ways of working. Time constraints and logistical challenges necessitated the need for fully online workshops so to ensure inclusivity, we worked with the client in advance to co-create accessible sessions for a diverse range of participants. We adopted an approach of proofing material ahead of sessions, using built-in accessibility checkers and proactively asking for required adjustments.
Our client was keen to ensure that we considered:
Screen fatigue: Scheduling regular breaks to minimise screen fatigue and help ensure attention.
Neurodiversity: Allowing participants to turn cameras off during individual activities and sharing material in advance.
Accessibility: Providing closed captions, transcripts, and clear instructions for participants.
Facilitator guidance: Ensuring facilitators understood the need to be clearly visible with good camera lighting, and clear audio.
Communication: Agreeing communication 'rules' with participants at the beginning of each session; i.e. timings, raised-hand function for asking questions, and using the chat function to support comments and input.
By working through these considerations with the client prior to the sessions, these adjustments were well received, creating a positive participant experience and fostering greater engagement.
Prioritising accessibility for online working
Remote and hybrid engagements demand the same focus on participant experience as in-person sessions. While proactively addressing accessibility fosters inclusive practices, challenges like perceived and actual stigma may still deter participants from requesting adjustments or disclosing neurodivergence.
Creating inclusive and accessible online workshops and facilitated conversations is not just a logistical challenge—it’s an imperative that requires a continuous learning and improvement approach. By embracing this and being true to our core values, we’ve helped our clients to support diverse groups in fostering open dialogue, co-designing effective solutions, and building capacity within their teams.
The success of remote or hybrid workshops depends on a collective commitment to accessibility and inclusion. As we refine our approaches through collaboration with our clients, we remain inspired by their creativity and resilience in the face of these challenges. We look forward to hearing from others—clients, partners, and beyond—who are exploring similar challenges. Together, we can create spaces where everyone feels seen, heard, and empowered to contribute.
We hope these reflections spark further dialogue and invite others to share their experiences and ideas.
How does our experience resonate with yours? How do you anticipate and meet challenges in online collaboration settings? We would love to hear your thoughts and insights.
If you’re interested in having a conversation with us about running accessible online engagements, get in touch.