Lights, Camera, Engagement: Presence in the Digital Workshop Era

Let’s be honest—remote workshops can feel like shouting into the void. You’re facilitating, sharing your screen, asking questions… and all you get back is silence or a sea of muted mics and blank faceless squares. Does this resonate with you?

Remote workshops have become a permanent way of operating in today's ServiceNow implementation landscape. The most difficult part of this model is mastering presence. 

Presence—the feeling of being mentally and emotionally in the room—is essential for remote workshops to be effective. But it’s also one of the hardest things to cultivate when everyone’s behind a screen. 

Let's review some of the top challenges and ways to overcome them. 

Distractions are everywhere!

The reality: In a remote setting, participants are one click away from email, Slack, Teams or even folding laundry. Unlike in-person workshops, you simply cannot control the environment.

What helps:

• Set expectations early. Start with a quick “presence pact”—ask participants to silence notifications and commit to being fully present.
• Design for interaction. Use collaborative tools like Miro or Jamboard to keep people engaged.
• Chunk your content. Break sessions into short, focused segments with clear transitions to reset attention.

Camera fatigue and passive participation!

The reality: Not everyone wants to be on camera, and some may feel more like observers than contributors. Camera fatigue is real. It’s a form of burnout that’s become more common with the rise of remote work and virtual meetings.

What helps:

• Normalize camera breaks. Encourage people to turn cameras on during key moments (like intros or group discussions) but allow flexibility.
• Use names and direct prompts. A simple “Viv, what’s your take on this?” can pull someone back into the conversation.
• Create roles. Assign rotating roles like timekeeper, note-taker, or chat moderator to give participants a sense of purpose.

Lack of emotional connection!

The reality: Without hallway chats or shared coffee breaks, it’s harder to build rapport and trust. 

What helps:

• Start with a check-in. Use light prompts like “What’s one word to describe your week?” or “What’s something you’re looking forward to?”
• Share a bit of yourself. As a facilitator, modeling openness helps others feel safe to do the same.
• Celebrate small wins. Acknowledge contributions, progress, and even humor—it humanizes the experience.
• Word of caution: Monitor time when using these tactics, you have an agenda to cover so do not get too off track. 

Tech Troubles and Accessibility Gaps!

The reality: Tech glitches, poor audio, or unfamiliar tools can derail presence quickly.

What helps:

• Test tools ahead of time. Share links and instructions before the session so participants can get comfortable.
• Have a backup plan. If Miro crashes, can you switch to Google Slides? If someone can’t hear, is there a chat summary?
• Design for inclusivity. Use captions, readable fonts, and avoid jargon to make sure everyone can follow along.
• Remember - tech troubles can and will happen, keep your cool because panic will only contribute to the challenges.

Presence takes a Practice!

Being prepared and having confidence is also critical to a leading a workshop (remote or in person). 

Here are some tips to prepare: 

1. Know your technology for the workshop: Test, have a backup plan and practice transition between activities. 
2. Rehearse your flow: Run through the agenda out loud, even if it's just to yourself. Better yet record yourself and watch it, you learn a lot when you watch yourself presenting. 
3. Set the stage: choose a quiet room with minimal distractions, check your camera angle and quality, dress professional and wear what makes you feel confident
4. Smile: the simple act of smiling when you present creates warmth, improves your tone, enables and encourages a safe space for people to speak up. Plus, it boosts your own confidence and relaxes you as the presenter, 

Final Thoughts!

Presence isn’t just about being online—it’s about being engaged. It also takes practice. As facilitators, we can’t control every variable, but we can design experiences that invite people to show up fully. And when they do, even a remote workshop can feel surprisingly real.