Expert Facilitator Hacks for Engaging Virtual Training

The biggest advantage of virtual training is that participants don’t need to leave their workspace to attend a program. Yet this is also its biggest challenge. Participants are surrounded by distractions and other things vying for their attention. Facilitators must overcome these competing priorities to capture participant attention. They have to help participants realize the benefits of active engagement in the training program. If participants are multitasking throughout a virtual class, then they aren’t learning, and if they aren’t learning then they won’t be able to apply new knowledge and skills back on the job.

After delivering thousands of virtual classes over the past twenty years, I’ve mastered several techniques that help overcome these challenges. They help create an engaging learning environment for remote participants. These “hacks” are simple to do and provide positive results. I’ve incorporated them into my virtual training programs, and you can too.

Here are three specific things I do for every virtual class that lead to engagement and learning:

Set expectations before the training program.

In addition to any automated reminder messages sent by a learning management system, I send a short, personal email message to participants about a week prior to the training class. This tailored message sets the tone for an interactive virtual training experience. In it, I introduce myself as the facilitator, emphasize the required preparation tasks, set expectations for program participation, and ask a question that requests a brief response (such as, “what’s your biggest challenge related to this topic?”).

The time it takes to compose this message and reply to the responses is a small investment compared to its dividends. It reduces the number of participants who show up unprepared. It eliminates surprises, such as a request to be on camera or the requirement to get involved in the learning. It also helps me get to know the audience better so that I can better tailor the program to their needs.

In addition, when participants log into the virtual classroom, they are greeted with a warm welcome, and a gentle reminder of the expectations. I use a Lobby Layout to have immediate interaction on screen when they join, plus information to help them connect and get involved. Sessions that start with clear expectations are much more likely to be well-received by participants and lead to better overall learning experiences.

Start with immediate interaction, within the first two minutes.

It’s common for facilitators to begin a virtual class with their opening spiel. They’ll share their own introduction, review the program agenda, and remind participants how to use the tools. While this information may be important, it’s often presentation-heavy and participants can quickly lose interest. Therefore, instead of starting with administrivia, I involve participants right away, within the first two minutes of the start time.

This immediate invitation to interaction sets the tone for active engagement. The exact activity depends upon the program. If it’s the first time the group is together, participants can introduce themselves in chat which promotes networking and conversation. Or, in any program, participants can give thoughtful input via topically relevant poll questions. If needed, the activity can be quick and simple by asking everyone to use the agree/disagree reactions in response to a series of questions.

What’s extra important about this tip, other than that it takes place in the first moments of the program, is to ensure the interaction invites everyone to get involved. Tools like polling, status indicators, and chat allow everyone to participate at the same time. This helps create an inclusive learning experience with maximum involvement.

Use breakout rooms frequently for collaboration and discussion.

The best virtual classes are more than just a lecture. They are a social experience for learners who can discuss ideas, ask questions, and connect with others.

To help create this type of learning environment, frequently pair up participants for activities and exercises in breakout rooms. Adobe Connect allows you to create persistent breakout rooms with pre-set activities and exercises. Use these to discuss relevant topics, work through case studies and scenarios, and collaborate on how to apply the learning to their jobs.

To maximize the effectiveness of this technique, do two specific things. First, ensure the groups are small—just two or three people per breakout room. The extra small group size gets everyone involved. Next, have the first group discussion near the start of the session, ideally within the first 10 minutes. This way, participants quickly realize they will not be just a passive listener but instead an active learner in a shared experience. And establishing a social network at the start sets the stage for collaboration right away.

I have noticed a significant positive difference in engagement levels since I started assigning micro-groups near the start of my virtual classes. This initial breakout activity doesn’t need to be long—it could be a simple topic-related question for the group to quickly discuss in under five minutes. It’s worth the time investment.

In Closing

As you consider these techniques, they should strike you as simple steps that can be done by anyone. They are tasks that can be easily incorporated into a facilitator’s routine. What separates the best facilitators from the rest of the pack is their ability to implement each one on a regular basis. Make them part of your virtual class deliveries, and the benefits will follow.