The Small Details That Make Virtual Sessions Work
5 takeaways from my conversation with Gwyn Wansbrough on virtual facilitation
Hey Guys,
I know… the wait was long. And yes, I may have talked a lot about The Workshop Deck lately 😅
But I’m back to the classic format.
No product talk. Just a real conversation about something we all know too well.
Zoom calls.
We’ve all been there.
Another meeting.
Cameras off.
Energy low.
You’re talking…
But you’re not quite sure anyone is really there.
In this podcast episode, I sat down with Gwyn Wansbrough, virtual training expert and online engagement specialist, to unpack what actually makes an online session meaningful, not just “less boring,” but genuinely engaging and human.
What struck me most?
There is no magic trick.
But there is a sequence.
Here are 5 key takeaways that will instantly level up your remote sessions.
1. Online engagement starts before people join the call
One of Gwyn’s strongest insights:
The experience starts before the Zoom meeting begins.
A customized waiting room message.
Music playing when people enter.
Being greeted by name.
These small signals answer the first unspoken question in every participant’s mind:
“Can I trust this facilitator?”
When the answer is yes, everything else becomes easier.
2. Safety comes before insight
Before you challenge people’s thinking…
Before you teach anything…
Before you ask for participation…
You must create psychological safety.
Gwyn described a simple but powerful arc:
Create safety
Challenge limiting beliefs
Open new possibilities
If people don’t feel safe, they stay in observer mode.
If they feel safe, they lean in.
This applies online even more than in person.
3. The chat is not a side feature, it’s your main channel
In Gwyn’s very first online session (during lockdown in Spain), something unexpected happened.
The chat became the bridge between isolation and real connection.
Not fancy tools.
Not polished slides.
Not complex tech.
Just intentionally designed questions.
Gwyn calls them “power prompts”: questions that go one step deeper than the usual:
“Where are you joining from?”
Instead, she asks things like:
“What brought you a little joy today?”
“One word: how are you feeling right now?”
Those prompts invite people to show up as humans, not just names on a screen.
And suddenly, the chat stops being background noise, it becomes a shared space where connection actually starts.
4. Engagement early = energy later (for them and for you)
One thing I deeply related to: Facilitating online with no feedback is exhausting.
Black screens.
Muted mics.
Awkward silence
Gwyn’s rule is simple:
“The earlier people engage, the more likely they’ll stay engaged.”
Getting people to:
type in the chat
turn on cameras
unmute briefly
…isn’t about control.
It’s about shifting people from passive attendees to active participants.
And honestly?
It saves the facilitator’s energy too.
5. Never skip the closing (even if you’re running late)
This one is big, and often missed.
The closing is what people remember.
Gwyn always protects the last 5 minutes to:
Recap the session
Ask a final reflective prompt
End with a human goodbye
It’s not about information.
It’s about ending on an emotional high note.
Because that’s what sticks.
A final reflection
What I loved most about this conversation is the reminder that:
Great online sessions aren’t made by one big “wow” moment.
They’re made by a sequence of small, intentional choices.
And the good news?
If you’re even asking:
“How can I make my sessions more engaging?”
You’re already miles ahead.
If you facilitate, train, host webinars, or lead meetings online this episode is for you.
Let me know which takeaway resonated most with you.
Enjoyed these takeaways?
If you liked this recap, go listen to the full episode, it’s packed with facilitation wisdom, creative analogies, and practical strategies.
Spotify:
Apple Podcast :
A new episode drops every two weeks, so stay tuned!
And if you liked it, leaving a thumbs-up or 5-star rating would mean a lot. 🙏
One last thing before I wrap this up.
On Friday, March 20, 2026, I’ll be joining the Inclusive Facilitation Exchange as a speaker. When Jenny Martin and Jane Livesey reached out to invite me, I didn’t hesitate for a second.
Why? Because inclusion isn’t a “nice-to-have” in facilitation.
It’s the job.
Our role is not only to make sure every voice is heard, but also to create the right conditions for people to truly thrive, especially when neurodiversity is in the room (which, let’s be honest, is always the case).
This event is all about advancing inclusive facilitation, deepening our practice, and learning how to design sessions that work for more people, not just the loudest or fastest thinkers.
I’m currently preparing a very interactive session for the event, I’ll share more about it soon. What I can already say is that the speaker lineup is incredible. Jan Keck will be back for the second edition, and Vivian Acquah is joining as well, one of the top voices when it comes to neuroinclusion.
This isn’t just a conference where you sit and listen.
It’s an experience designed to engage, challenge, and energize you.
Whether you’re a facilitator, a team leader, or simply someone who wants to build more inclusive ways of working, this event is worth your time.
And good news: you can join with a 10% discount.
Just use the code MEHDI10 when you register here
If you’re based in London or if you’re looking for a very good excuse to visit, you know what to do!
Hope to see you there!
Enjoy the festive season!
Mehdi