What are the best methods and tools for conducting a stakeholder interview and workshop remotely?

Preparation is key to successful stakeholder engagement. Here are three takeaways: Clarity of Purpose: Clearly defining the session's objectives ensures focused discussions and meaningful outcomes. It aligns with everyone's expectations and drives productive conversations. Choosing the Right Tools: The effectiveness of a session often hinges on the tools used. Selecting platforms and tools that facilitate easy interaction and collaboration can significantly enhance the quality of input and engagement. Preparation and Communication: Testing technology beforehand avoids technical glitches that can derail sessions. I would also like to communicate a well-structured agenda in advance.

Use video conferencing for real-time interaction, collaborative online platforms for virtual whiteboarding, and survey tools for pre-workshop input. Leverage screen-sharing for document reviews. Employ communication channels like chat for immediate feedback.

Interviews and workshops have unique objectives and require distinct preparations. One-on-one stakeholder interviews aim to gather detailed insights into individuals’ experiences and perspectives. Preparation should focus on crafting targeted questions and potentially developing a pre-session questionnaire. Conversely, workshops are designed for collective brainstorming, problem-solving, and strategy development with multiple stakeholders. Here, the emphasis should be on setting clear goals and outcomes. Creating a structured agenda with well-defined completion criteria for each item is crucial to ensure productive discussions and tangible results.

Part of preparation is helping participants prepare by letting them know what you expect from them. This likely requires some discussion with them to answer their questions and explain why this activity is relevant to their interests.

Please keep in mind, that even though it's a remote setup, many of the face-to-face best practices also work in a remote setup. Rule number one for me: Know your audience! This is even more important in a remote setup than in a face-to-face because you have fewer options to react on critical questions or unforeseen situations. Knowing the key decision makers, saboteurs or knowledge holders will help you to prepare the interview or workshop.

During COVID-19, I conducted many workshops virtually and found that warm-up activities are crucial in building rapport and trust—arguably more critical than in-person sessions. These activities ease initial awkwardness and enhance interaction, encouraging participants to share ideas and collaborate more freely. When designing these activities, consider the participants' seniority, how well they know each other, and if you are the only newcomer. The right warm-up activities, tailored to the group’s dynamics and the workshop’s formality, can greatly improve both effectiveness and engagement. My favorite go-tos are a personal fact-guessing game as the icebreaker and an industry-related trivia quiz during a virtual coffee break.

Virtual meetings are still a challenge. That has to do with significantly reduced bandwidth. I'm not talking about the internet connection. It's the mutual experience: We don't see and hear as much as in a real-world meeting. We don't interact the same way, and the environment is different for every participant. The disadvantages will probably never be eliminated completely, but they can be reduced. There are two main factors: 1. Interactive tools that allow for engagement. There are many available now and the market is still growing. 2. Visualizations. Far more than in a real-world meeting, it is required to create visuals that lead to common understanding and — in the best case — allow for live collaboration during the session.

As a workshop facilitator, it's crucial to remain open and adaptable. Your primary goal is to serve all participants, making sure that everyone's opinions are expressed and valued. Recognize that some attendees are structured thinkers who will naturally align with your planned framework and easily provide their input in a structured manner. Others may offer insights through more freeform narratives. Additionally, while some participants welcome a digital whiteboard, others might need your assistance to bring their ideas to visual form. Be observant and accommodating. Your objective should not be to have every participant engage in the style you prefer; rather, facilitate their participation in the manner that makes them most comfortable.

To elevate remote stakeholder engagement, it's crucial to incorporate interactive and collaborative methods. Techniques like brainstorming and prototyping actively involve participants, fostering a sense of co-creation and investment in the process. Gamification elements, such as challenges or quizzes, can inject energy and maintain interest. It's also essential to communicate clearly, avoiding complex jargon. Utilizing visual aids like diagrams simplifies complex ideas, making them more accessible and memorable. Key Takeaways: Use interactive methods like brainstorming to foster co-creation. Incorporate gamification to maintain engagement and interest. Simplify communication with clear language and visual aids.

At workshops, I find it's handy to keep 4 buckets open and be prepared to throw things into them as the discussion goes on. 1. Decisions -- specify what was decided and why. 2. Actions -- who is going to do what by when. 3. Assumptions --critical assumptions that underpin the discussions and decisions. Also, remember to link the necessary actions to validate these assumptions. 4. Parking Lot -- Maintain a list of topics that arise during the discussion but aren't immediately relevant to the current agenda.

Consider moving from group formats to solo interviews and dyads (two people together). They are both effective approaches for conducting interviews to gather information about business model assumptions, particularly in industries where assumptions may be taboo. Solo interviews can encourage more honest and open responses, reduce social desirability bias, and allow for in-depth exploration of assumptions. Dyads, on the other hand, can provide a safe space for discussion, encourage different perspectives, and increase engagement. Ultimately, the choice of approach depends on the goals of the interview and the dynamics of the industry being studied.

Effective remote stakeholder interactions hinge on key strategies. Start by setting clear meeting agendas and objectives. Share materials beforehand to encourage preparedness. Foster active participation and open communication to enhance collaboration. Schedule breaks during longer sessions to prevent fatigue and maintain focus. Consider global time zone differences when arranging meetings. Finally, provide clear instructions on collaboration tool usage to ensure seamless participation and contribution from all stakeholders.