Protecting Sacred Workshop Spaces in a Virtual World

Workshops used to be considered sacred.

Not in a mystical or religious sense, but sacred in the way that time was protected and set aside with intention. Workshops were purposefully different from our daily work routines. An important challenge was identified—one that justified stepping away from the day-to-day grind. Often held off-site in a setting that offered a fresh perspective, like a retreat in nature, these workshops were carefully designed by facilitators to focus participants’ attention. Attendees were asked to leave their daily to-do lists behind and fully immerse themselves in the task at hand. A residential workshop, where participants stayed overnight, was especially powerful, allowing for extended discussions, idea incubation, and the creation of actionable plans. It was a time for deep work, connection, and reflection—a time that felt, in many ways, sacred.

Stepping away from our regular work environment fostered creativity, collaboration, and the building of trusted relationships that are essential for collective action, especially when working on multi-stakeholder challenges critical to sustainability.

Of course, that still happens today. Half of the workshops Inclusive Innovation has facilitated this year have been in-person, multi-day events, held off-site. This allows us to fully create that sacred space where participants can immerse themselves in the workshop experience.

But for the other half of our work—virtual workshops—it’s proven more challenging to preserve that sense of sacredness. No matter how engaging our agenda design may be, it’s difficult for participants to disengage from daily tasks and dive into deep, collaborative work while sitting at the same desk they use every day.

The Shift to Virtual

In the early days of the pandemic, the shift to virtual work was novel… and even exciting. The idea of attending a workshop without leaving home opened the door for many who couldn’t or didn’t want to travel. Suddenly, workshops were more accessible than ever.

However, we quickly realized that full-day virtual workshops were not sustainable. Parents had childcare duties, doorbells rang, pets demanded attention—uninterrupted participation was impossible. And then there was screen fatigue. We learned that asking people to engage for more than 3-4 hours, even with breaks, was too much. But a single 3-hour session is rarely enough for the deep work needed, so we adjusted, spreading short workshops over several days or a full week. Still, it doesn’t quite match the engagement of an in-person event.

Travel time, as it turns out, creates a liminal space that is an important part of what makes a workshop sacred. The physical journey to a new environment helps mentally prepare participants for focused discussions, uninterrupted problem-solving, and productive decision-making. This transition period, away from regular routines, clears our heads and allows us to fully commit to the workshop’s purpose.

Despite our preference for in-person workshops, we recognize the value of virtual ones. They reduce travel costs, lower carbon footprints, and cater to clients who prefer shorter, more frequent sessions. They can be more inclusive: accessible to under-funded or decentralized teams. Virtual workshops absolutely have their place and can be highly productive when designed thoughtfully. We’ll continue to make them as interactive, engaging, and effective as possible.

Keeping Virtual Sacred

If you’ve ever felt “meh” about participating in virtual workshops, here are some tips to help you make the most of your next online workshop experience:

Prepare Yourself: Set aside 20-30 minutes before the workshop starts. Read any background materials, revisit the invitation, and review the participant list if available.  Take a short walk.  Clear your schedule to mentally prepare and immerse yourself in the space or challenge.

Set Clear Intentions: Make a mental note, for yourself, about your expectations for the workshop. What’s the outcome you’re hoping for? What do you intend to contribute?

Minimize Distractions: Close your email and any unnecessary tabs. Turn off notifications that aren’t related to the workshop. Set tablets and phones aside. Invite housemates or colleagues to respect the time you’ve set aside for this workshop.

Change Your Environment: Clear your desk of distractions. If possible, set up in a different spot than your usual workspace (as long as it’s quiet). This helps create a mental shift.

Stay Hydrated and Nourished: Have water and brain-boosting snacks on hand. If the workshop is during mealtime, prepare something to eat beforehand.

Turn on Your Camera: We know sometimes it’s tiring, but as much as you can, show the other participants, and the facilitators, that you are present and engaged.

Use a Good Headset: Block out external noise to stay focused.

Take Real Breaks: Don’t check your email during workshop breaks. Stand up, stretch, look outside, and reset. II’s Emma Skipper even has an exercise kit to move about during breaks, to increase blood flow. (She’s happy to share it!)

Give Yourself Buffer Time: Don’t schedule another meeting immediately following the workshop. Take 30 minutes to reflect, make notes, take action, or simply take a break before diving back into work.

Photo by Keenan Beasley on Unsplash

And if you’re the one hosting or facilitating these events, keep these tips in mind as you design the agenda and create the climate for your on-line workshop, and share them with participants in your invitation messaging. Don’t forget to take them on board yourself.

Virtual workshops are valuable, whether as stand-alone events or as a precursor or follow-up to an in-person session. Our participants tell us that II’s online experiences feel as close to in-person workshops as possible. But when you’re looking to dig deep, inspire new thinking, and drive concrete action, we’ll always recommend investing in an in-person workshop. There’s something truly special—and yes, sacred—about that experience.

Go Further

More food for thought: There are plenty of advantages to virtual workshops, as long as they are well facilitated.  At the same time, the benefits to in-person workshops are clear, especially if you’re looking to create connection, collaboration and shared culture.