A long long time ago, on a planet far away, Pete Cranston, Susan Stewart, Bonnie Koenig and I wrote this piece, So You Want to Host a Web Meeting. Some of the links are dead, but the advice is still solid. Enjoy! If someone wants to do an update, I can dig up the original file. Onward!
This is the third of a series of posts to support anyone working to move their offline/face to face group interactions online. It is pretty “drafty” and hopefully there will be energy to improve.
In the race to do SOMETHING as we are forced to move many group interactions online, there is something we MUST NOT DO. That is replicate terrible offline meeting habits online. They only get worse. If it was bad F2F, you will have total turn off and rebellion online.
So the first step is to figure out what to STOP doing, before you make a list of all the things you are GOING to do. There is a fantastic Liberating Structure called TRIZ, which works really well online (as well as offline!) Here is the intro from the Liberating Structures website.
Making Space with TRIZ* – Stop Counterproductive Activities and Behaviors to Make Space for Innovation
Every act of creation is first an act of destruction. – Pablo Picasso
What is made possible? You can clear space for innovation by helping a group let go of what it knows (but rarely admits) limits its success and by inviting creative destruction. TRIZ makes it possible to challenge sacred cows safely and encourages heretical thinking. The question “What must we stop doing to make progress on our deepest purpose?” induces seriously fun yet very courageous conversations. Since laughter often erupts, issues that are otherwise taboo get a chance to be aired and confronted. With creative destruction come opportunities for renewal as local action and innovation rush in to fill the vacuum. Whoosh!
This post will take you through step by step doing TRIZ online, supported by slides on Google Drive. Here is the visual on the LS site that gives a great quick gist of the process.
I’m assuming you typically get your team together in your video conferencing space. Ideally you are using a tool that allows breakout groups like Zoom. (Pssst, someone told me today that breakouts are possible on Microsoft Teams. If you have instructions, leave a comment!)
The preparation:
Prepare a Google Doc, Slides (one slide per group) or something similar for each breakout group. Set the permissions so everyone can edit. Have the urls handy to paste into the chat room at the appropriate moment.
Have the step wise instructions ready to copy/paste into the chat room. One instruction – they go do it – then the next. Don’t put them all in at once.
Refine your invitation. The one below is for specifically stopping bad meeting habits before they go online, but you have many options!
The invitation: In plenary in your online meeting space welcome folks and then dig in. “First alone, think about how we could reliably design our online meeting so that nothing got done, everyone had a TERRIBLE time and our leadership and credibility is seriously damaged. Make a list of all the things you would have to do to make this happen. Go wild! I’ll post this instruction in the chat to keep it top of mind.” Paste these first instruction in chat. While people are thinking alone, prepare your breakout groups. 2 minutes
In your group: In a moment tell folks you are going to put them into breakout groups (If you need to, describe how that works on your platform!) In chat paste the next step instruction, and then the urls for each breakout group Google Doc – so doc #1 goes to breakout group #1. Sometimes people get confused. If they all end up in the same google doc, that is ok. They can figure it out!! Here is their task: “In your group, share your ideas and compile a master list in your Google Doc. You have five minutes then I’ll pull you back into the ain room for a touch point. In the template I’ve drafted, you can do the lists right into the Google Slides too!Make a separate slide for each group. 5 minutes
Touch point: At this point you can quickly bring everyone back to briefly check in and set up the next step. “Have you created the design for absolute failure? Give me a few examples of the most horrendous things you can do.” This gets people riled up even more!
Next Step: What is real? Tell them you are going to send them back into their groups. “Now run through each element. Which of these elements is currently present in your work practices. Highlight those in your Google doc. Calculate what percentage you are actually DOING? You have five minutes then we’ll come back for a touch point. Paste in this instruction then send them on their way!
Touch point: Quickly ask what percentage are highlighted. This is where it gets real, my friends!
Next Step: Tell folks you are going to send them to breakouts one more time. “Next pick one or more of those things to STOP doing before you design your online meetings. What is the first step you need to do to STOP it? Make a plan to do that. Be as concrete as you can and identify who has to be involved to make it happen. Be prepared to share your next steps when we return to plenary. You have 10 minutes. Paste in this instruction then send them on their way!
When everyone is back, prioritize your collective next steps to STOP doing. Then reflect on the process. What is liberated when we identify what to STOP doing? What is made possible?
Riffs, Variations and Hacks: There are some hacks here, too. The timing may vary, don’t go too slow. People can start turning into a complaint session and that is not the intention. If your group is small, keep them all in the main video conferencing room. If you are in a tool like Zoom where you can send messages to the breakout rooms, you can help them keep track of time.
In the second post of this series I wrote about Ecocycle. TRIZ is great to move past being stuck in the “rigidity trap” in the Ecocycle, and into creative destruction. It is great to help people get out of their individual and collective ruts. The example here is focused on stopping bad meetings, but your invitation can be anything that needs a little creative destruction!!
This is the second of a series of posts to support anyone working to move their offline/face to face group interactions online. The preamble is here. If you are an online facilitator or finding yourself in that role, join our group g here. If you are looking for resources, check here.
In the preamble, I shared my thinking that we need to avoid starting with technology, or even the redesigned agenda as we move online. To make progress, we need to pause and pay attention to what is shifting in the systems around us. Use something like the Ecocycle to get a sense of what is happening at a systems level.
Here is a description of Ecocyle Planning from the Liberating Structures website:
Ecocycle Planning – Analyze the Full Portfolio of Activities and Relationships to Identify Obstacles and Opportunities for Progress What is made possible?
You can eliminate or mitigate common bottlenecks that stifle performance by sifting your group’s portfolio of activities, identifying which elements are starving for resources and which ones are rigid and hampering progress. The Ecocycle makes it possible to sift, prioritize, and plan actions with everyone involved in the activities at the same time, as opposed to the conventional way of doing it behind closed doors with a small group of people. Additionally, the Ecocycle helps everyone see the forest AND the trees—they see where their activities fit in the larger context with others. Ecocycle Planning invites leaders to focus also on creative destruction and renewal in addition to typical themes regarding growth or efficiency. The Ecocycle makes it possible to spur agility, resilience, and sustained performance by including all four phases of development in the planning process.
By seeing the whole, diving into the details, and then zooming back to the whole helps us discern a direction forward and useful first steps for moving your meetings online and especially when we are in complex contexts.
I find Ecocyle helps me focus and prioritize rather than get stuck in all the possibilities and challenges. Because it is built upon a flow, we can observe what is moving forward, what is stuck and where we may be over or under-investing our time and resources. If we spend all our time perpetuating our ok-but-not-wonderful F2F meetings with an unthinking transition to online, we may be making a total mess of things. If we pick just ONE way of going forward, we may lose sight of new, emerging possibilities. If we rush to a single solution, we may miss the possibilities of those who think differently, the positive deviants and ideas that need space to emerge. Ecocycle situates our work in flow and flux, rather than a linear to do list or rigid plan.
Just one more note before we dig in to how to do this. Sometimes we need to clear the field a bit. In this case, fear can cripple. Liberating Structures co-founder Keith McCandless’s work on LS started with superbug infection reduction in hospitals. Keith has been reflecting these past few days about the importance of getting past fear. He has created a playful process you might want to consider, a Pandemic Mad Tea. It can be a well spent 10-15 minutes and really get folks deep into their work, right from the start. (If you want to gain more insights from Keith and his infection reduction work applied to the emerging shut down of the SXSW in Austin this month. Check out this sketch. It was designed for a F2F conversation, but it gives some very specific Covid-19 context.)
How to Ecocycle Your Move to Online Meetings
Don’t work alone. Engage your colleagues.
Turn on the camera. Presumably you can’t meet face to face (F2F) with your team, so fire up your video conference software and turn on the cameras. YES REALLY, TURN ON THE CAMERAS!
Read about the basics of Ecocycle on the Liberating Structures website. Then briefly discuss your understanding with each other. Don’t worry if it feels confusing, and don’t spend too much time on this step. We are going to DO it together and then things will clarify!
Get a piece of paper, pens, post its. Draw the basic Ecocycle structures on the paper and get ready to start writing on it, putting post it notes – whatever. This is for your own personal doodling/note taking. Next you can do it digitally together.
Follow the steps of doing Ecocycle Planning in the template. I’m including the steps here below in case you want to print them out as well.
First alone, make a list of all the things swirling in your mind about moving your meetings online. What are your activities? What are your most important stakeholder and collaborator relationships?
Place each activity and/or relationships on your list on your paper Ecocycle in one four developmental phases: birth, maturity, creative destruction, and renewal.What are you doing but you feel it really isn’t working. Position those around the “rigidity trap.” If you have already resolved to stop doing those things, put them in “creative destruction.” Things that have been suggested to you or which you are thinking about, but haven’t yet taken any action on, put in the “gestation area.” Note any really terrific ideas that you really think should move forward, but which are stuck (for whatever reasons) and put them near the “poverty trap” box. Finally, locate all the experiments or pilots in process (both before and in response to the pandemic) in the “birth” area.
Build your collective Ecocycle. In your web meeting room, share your items with each other. Discuss the placement of each of your items. You can use a shared whiteboard, Google slides (the template) using self made “post its” with the drawing tool, or share your paper artifacts on camera. Notice what you share that is similar and what is different (there is always useful information in noting both!) NOTE: If your team is more than 4 people, you may want to use your online breakout room and start in pairs, then build up to the whole. Yes, it is worth the time. In pairs you can hear and be heard and discern details that might start to get lost as you think together in a larger group. 1-2-4-All can help you tap your collective intelligence faster than a whole group conversation, even as it feels like it slows things down. Don’t worry!
Look at the details. Spend time discussing items that you feel belong in different areas. Tip: if something feels like it fits into multiple areas, break it down into its component elements. Things can get clearer.
Look at the big picture. Together discuss what you see. What patterns do you see? Where are there many elements? Few? Look on the middle right, in the “rigidity trap.” Your most liberating first step may be to decide what to STOP doing in order to make space for new and more useful meeting practices (online or off!) Too many things in gestation? Start with the great ideas that are getting stuck in the poverty trap. See promising initiatives in birth? What one step could you take to support and amplify those efforts. See MANY things in gestation? Consider gathering those folks and learn how and why they are succeeding taking their meetings online and build on current energy and success. (Consider “Discovery and Action Dialog” as a process.)
Decide what the next step will be moving your meetings online. You might want to consider Purpose to Practice which starts with getting clear on the PURPOSE of going online. Dig deep until you hit the hard-rock purpose!
In the longer term Ecocycle offers us approaches and mechanisms to adapt as conditions continue to change. In other words, there is no magic technology, group process approach or perfect online meeting template, so give that up. Right now is time for evolving!
P.S. Really pay attention to Creative Destruction. Don’t take poor meeting practices from offline into the online space. They only deteriorate! In a future post in this series I’ll share some fabulous alternatives!
EDITED: To include more on differentiation/integration. I had the terms all wrong. Go figure!And to add a link to a group for online facilitators considering how to support the rapid move to online meetings. Join here.
I am going to share a series of blog posts over the next days about how to move your group interactions online. For me, however, there is some starting context, a preamble, if you may. Skip this if you want to get right to the point. Come back to it later if you wish. However, if you are feeling fear, confusion, frustration, stop and take a minute with me to breathe and reflect.
Here we go…
The emails have been flying, phone and Zoom conversations everywhere asking “how do we move this meeting, event, workshop, whatever online in response to the novel Corona virus outbreak?” With each conversation, observing intense online conversations, I keep asking myself, what can I contribute? As an early student, teacher and writer on online facilitation, I sense I can be of use. What should I do?
In typical Nancy fasion I jumped into action, started up an email list, opened a Google Doc to share resources, responded to individual requests for help. Boing, boom, zip, zap!
But it felt like I was missing something fundamental. All that disconnected response. As I look back, three moments helped solidify my focus.
The first was in a conversation with Neil McCarthy on Thursday. We were swapping our group process design principles and heuristics. Everyone was asking “how do I move this meeting online?”
Neil shared his understanding about the need for holding space for people to be individuals (Jungian “Individuation“), to be heard, to be different, and holding space for people to find common ground and move forward. His pragmatic example of HOW is the power of letting people first talk in pairs to establish their own thinking, perspective and even identity BEFORE trying to work towards group movement forward or even cohesion. This is why both of us really find utility in Liberating Structures, particularly the foundation pattern of 1-2-4-All (in any variation – 1-2, 1-3-all, etc.)
EDIT: I got a bit more information from Neil. He shared that it is differentiation/integration theory. “I got the phrase from Marv Weisbord and Sandra Janoff book “Don’t Just Do Something, Stand There“. A great book for “leading meetings that matter.” It also shows up in Dialogic Organization Development, edited by Bushe and Marshak, but they don’t call it D/I theory. Peter Block in his book Community: the structure of belonging, uses phrases like “If I cant say no then my yes doesn’t mean anything.” These are all referencing the same concept. ” THANKS, Neil!
In many online meetings there is this fundamentally flawed assumption that we can automagically do everything together at the same time. Neil’s very clear articulation helped me suggest a pattern for online design that might easily shared. It was a systems insight at a pretty find grained level.
A second shimmer of insight at the much broader systems level arrived at the end of 90 minutes online Zoom gathering with more than 100 people from the EU wrestling with how to move so many meetings online. After the formal end, some of us stuck around to debrief. I summarized by saying “Don’t just look at your technology choices. Pay attention to what is shifting. Use something like the Ecocycle to get a sense of what is happening at a systems level. It might help you discern useful first steps and set a direction forward.” Something resonated, even as I was forming my understanding while thinking. (Thank you brain, for working even when I’m not really trying!) You will see the Ecocyle in action in the next post of this series!
Finally, I woke up early early this morning and read the day’s meditation response shared by a friend (Thank You Rachel!), “The Law of Least Effort.” Here is a snippet (I’m working on the source and will edit it in once I’ve secured it.)
“When your actions are motivated by love, your energy is multiplied and accumulated. Release of this energy allows you to redirect it towards the creation of everything that you want. When your spirit is your inner point of reference, all of the immense power of the Universe is at your disposal. You can then use this energy creatively, moving toward abundance and evolution.”
Abundance. Love. Evolution.
Balance that message with all of the fear, partisanship and rancor that flows over us from the media. Some of it alerts us to act. Some of it cripples us. Then, all of a sudden it hit me. Go back to the fundamental principles shared by Donella Meadows in her seminal work, Leverage Points: Places to intervene in a system. She so elegantly called this “dancing with the system.” I want to share one image from http://donellameadows.org/a-visual-approach-to-leverage-points/ that brings some of this playful approach to deadly serious issues.
The point? Start by stopping, looking, stepping back, look closer, step back, further back, look closer, closer, ready? FIX IT. These are the PRACTICES that allows us to dance with systems, to use the 12 leverage points Meadows so lovingly discovered, crafted and shared.
So if you, like me, sense a call, an invitation to to do something, but are feeling overwhelmed, consider the meditation. Consider Donella Meadows insights and then situate yourself in the place where you can contribute, from the micro to the macro. Join with me or some other person. (Don’t do this alone…)
The invitation calling me is “How can we stay connected to each other in any way in a time of social distancing?” The pragmatic manifestation of that will be to think with fellow practitioners, share practices, insights, ideas and inspirations on how groups can productively meet, engage, connect and then experiment and iterate to make progress online in a way that builds on our strengths and helps us move past fear into abundant action.
Please join me. Part 2 will be up within 24 hours.
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