Creating an Inclusive Virtual Strategic Planning Experience for Leaders
Cambium Learning Group’s virtual leadership retreat proved that remote experiences can be both inclusive and engaging. By using the “ask and offer” framework, interactive learning, and technology, the event fostered meaningful collaboration and accessibility.
While onsite meetings have their own benefits, hosting a remote experience is inclusion in action.
This hypothesis was proven true at Cambium's most recent Senior Leadership Strategic Planning meeting, where nearly 80 colleagues from across the country came together for a three-day virtual retreat to discuss the top priorities for the Cambium Family.
Leading up to the virtual event, there was a bit of trepidation (How can we really be on a virtual call for THREE days?) mixed with curiosity and excitement (e.g. from our high travel folks not wanting to hop on another plane ride and deal with travel delays). One of the key advantages of virtual events is the flexibility they provide. Participants may join from any location with stable WiFi, eliminating the logistical challenges and time constraints associated with traditional in-person events. This increased accessibility cultivates a space that’s ready for richer discussions and meaningful connections - if planned intentionally.
How do we design an intentional, inclusive virtual conference for leaders? Let’s discuss using one of my favorite facilitator tools: “ask and offer” framework. The "ask" is identifying participants’ needs to achieve their goals, while the "offer" is sharing opportunities for participants to share their gifts with the group.
ASKS
Start with their voice. Use a pre-event survey to design the gathering so that attendees' perceptions and perspectives are at the center of the event. Besides getting practical information like scheduling availability and workshop topics, ask: How do you want to leave this space? What intended outcomes need to be true after our time together?
Reduce distractions. Leaders signal values through modeling. Sending a message to the team and turning off notifications to fully participate emphasizes how ongoing learning is critical. Plus, constant distractions can leave attendees feeling overwhelmed and anxious. Removing these distractions allows participants to relax, de-stress, and cultivate a sense of calm and well-being during the event.
Ensure they amplify post-meeting. Be explicit in asking attendees to share messages with their teams. This ensures consistent communication throughout the company - minimizing confusion and fostering alignment around key objectives. By breaking down complex information and tailoring it to each team level, this kind of information sharing enhances employee understanding and engagement. We also asked folks to do an “exit ticket” for the key lessons learned and takeaways. We then used AI to summarize the information and develop a 1-pager for participants to share with their teams easily.
OFFERS
Give chances to lead. Of the 78 people who attended our three-day meeting, 65 either presented or facilitated a portion of the event. By asking for input and focusing on relevant topics, everyone stays engaged and has a sense of shared ownership over the various discussions.
Mix it up and give choices. We recognize that everyone has a different set of learning styles. To balance screen fatigue, we incorporated ample breaks and changed our design to include solo reflection, small group deep dives, and large group discussions to name a few. We also introduced “Choice Ins” or Self-Directed Learning (SDL) where participants were able to choose topics that were most relevant to their roles.
Infuse play. It's a powerful tool for leaders. Play creates an engaging atmosphere, invites creativity, and shifts the dynamics of traditional learning. For leaders operating in high-pressure, high-stakes environments, play offers a vital reminder that joy is an essential part of the learning process. It naturally fosters crucial soft skills like communication, empathy, adaptability, and a strengths-based approach. I asked our teams to bring a straw to the next session as part of their homework. Folks were scratching their heads wondering why. We used the straw to teach them some new breathing techniques and had a round of laughs doing so. As our finale and closing team builder, we planned the Cambium Team Olympics with 5 different online team challenges. Before we started, teams were asked to develop their team motto and logo using AI tools. And of course, there was a prize involved including bragging rights! The prize for me was learning about all the different talents and gifts from my fellow team members ranging from former Jeopardy contestants to someone who knew the exact number of islands in the Philippines (our tie break trivia question).
BONUS…
Embrace technology. It's essential to leverage available tools to ensure remote meetings run smoothly. Think of this like a restaurant. There’s a lot of prep work in the back and front of the house that happens before opening dinner service. Likewise, having dry runs, ample tech support members to assist (music breaks, monitoring chat, moving folks into breakout rooms, etc.), and even AI tools can significantly enhance the virtual experience by avoiding common pitfalls like glitchy connections or unfamiliar buttons. Enabling closed caption along with audio can help attendees access information.
And finally, be open to surprises. Expect and plan for the unplanned. One of the most unexpected highlights involved a participant who wasn't initially on the guest list but was added last minute. Their insightful sharing of a business school case study sparked a powerful shift in perspective in the discussion and opened up new thinking for all. This unexpected contribution underscores the value of embracing the unexpected. When we open ourselves to surprises, we often discover invaluable insights and unexpected gifts.