🙋♀️ Hands up if this sounds familiar:
You’re designing your next live session and asking yourself…
- Do I start with a poll?
- Or maybe a word cloud?
- When would be a good time for a Miro board?
- And… how much is too much?
Turns out, you’re not alone.
This is the #2 challenge Quest readers shared in the recent survey. It’s one that gets a lot less air time – but it’s no less important.
In the words of one reader:
“I have so many tools… but I don’t know what to use when.”
Video calls have opened the Pandora’s Box of digital engagement tools.
It’s a blessing and a brain-melter.
To make it work, you need to find the Goldilocks Zone:
✨ Just enough to unlock engagement—not so much it overwhelms your group.
That’s where the hidden skill of tool curation comes in.
Wait… tool what?
Yep—tool curation.
It’s one of those unexpected Zoom skills you probably didn’t even know you needed. 😅
But it’s a game changer.
Just like a well-curated selection of artwork can make or break an art exhibit.
A well-chosen tool can instantly boost energy, clarity, and connection.
A poorly chosen one? It confuses, clutters, or just… falls flat.
The good news?
You don’t need to be techy.
You just need to be intentional.
My go-to tool filter: PTE
When I’m choosing a tool, I start with 3 quick questions:
1️⃣ Purpose – What’s the goal of this moment? (e.g. warm-up, check-in, feedback?)
2️⃣ Time – How much time do I have (including setup + explanation)?
3️⃣ Ease – What will feel simplest and most inviting for this group?
For example, if I want to take the temperature of the room before diving into content, I’ll use a quick poll. That’s PTE in action.
But Gwyn… how do you choose the tool?
Glad you asked.
I keep it simple:
I rotate between 5 core tools.
Sometimes I use 2–3 per session. Very rarely do I use all five.
But I know these tools well—and that helps me use them with confidence.
🧰 My 5 Go-To Digital Tools (and Why They Work)
1️⃣ 💬 Chat (I like Zoom)
👉 Best for: Quick check-ins, low-pressure responses, building connection
👉 Why it works: It’s immediate and gets everyone involved—even the quiet ones
Best moment? Throughout the session.
2️⃣ 📊 Polls (I like Zoom)
👉 Best for: Warm-ups, decisions, surveying the group
👉 Why it works: Fast, structured feedback in seconds
Best moment? Before and/or after content.
3️⃣ ☁️ Word Clouds (I like StreamAlive)
👉 Best for: Reflection, shared themes, pattern-spotting
👉 Why it works: Visualizes group input in real time
Best moment? Before and/or after content and at the end.
4️⃣ 🗺️ Magic Map (I like StreamAlive)
👉 Best for: “Where are you tuning in from?”, mapping the group
👉 Why it works: Fun, interactive, and builds group connection fast
Best moment: At the start.
5️⃣ ✍️ Whiteboards (I like Miro – but MURAL is similar)
👉 Best for: Co-creation, ideation, collaborative thinking
👉 Why it works: Helps make ideas visible and invites deeper contribution
Best moment: Mid-session.
Final reminder: simple wins ✨
Choosing tools is part art, part strategy.
The best tools don’t steal the show—they support it.
✨ It’s not about showing off your tech.
✨ It’s about helping people show up and contribute.
Over to you 👇
How do you curate tools in your sessions? And what’s one small tweak that could make it easier to pick the right tool for the moment?
Hit reply and tell me—I’d love to know!
This week’s Facilitator Finds 💪
📆Psych Safety Day Event. Save the date for this half-day online event on Dec 3rd with Psych safety OG Dr. Amy Edmondson, Romy Alexandra and others. 🎟️ Grab your spot here: www.psychsafetyday.com
🧊Icebreakers Ranked. A fun (and spicy:) LinkedIn post by Icemelter pro Jan Keck. Find out why two truths and a lie only scored 2/10 and which one gets an 8:)
🚫That’s a Good Question. A thought-provoking LinkedIn post by seasoned facilitator Barb Pederson and why she avoids that phrase, and what she does instead.
💌 Thanks for reading The Quest
I always love hearing your feedback and suggestions. Just hit reply to share your thoughts and ideas.
If you were forwarded this email, you can subscribe to The Quest 👉here.
If you enjoy The Quest, I’d appreciate it if you shared it with anyone you think might like it.
Creatively yours,
Whenever you are ready there are 2 more ways I can help you:
👉Custom coaching & team training. Book a free 15-minute zero-commitment call with me to see how I can support you and your team.
👉 Live Session Design Video Course. Live Session Magic gives you a proven system for designing consistently high-quality online sessions. Join the interest list here and be the first to get access.
👉5-week Live Online Course. The Breakthrough Facilitation course gives you tools, personalized feedback, and a proven framework for designing and leading high-engagement live sessions. Join the interest list and be the first to get the next cohort dates and discounts.
