Most online sessions fail to engage before they even begin.
I was reminded why last week. I ran a kick-off session for a group of mentors supporting young people in a scholarship program in Spain.
About a week before the session, I get an email from the organizers.
They were asking for a briefing document for the mentors that would:
➡️ Share the full agenda
➡️ Explain the rationale for the activities
➡️ Provide reflection questions in advance
My first instinct? No way.
I come from an experiential facilitation background. I’ve always believed in keeping things open—creating a sense of discovery through the session itself. I didn’t want to spoil it.
But I also knew this: for this session to land, the mentors needed to buy into a very different way of working.
So I said yes.
I sent over the plan. I explained the “why.” I included a short set of creative reflection questions.
And it changed everything.
When the mentors showed up, they were ready. They jumped in with energy and curiosity—and because they did, the young people followed.
The impact went way deeper.
At the end of the session I invited everyone to share in the chat, “One word how you are feeling as we come to the end of the session.“
And I got a cascade of responses:
More trusting…
More free…
Connected…
More open…
Surprised…
Understood…
(OK, some of these are two words – but who’s counting! 😅).
That moment made me rethink something big:
It challenged a core assumption I didn’t even know I was holding:
👉 That surprise creates engagement.
Now I see it differently:
👉 Clarity creates safety—and safety fuels engagement.
Neuroscience calls this “priming.”
When you help people think about a topic in advance, they’re more alert, more open, and more likely to participate meaningfully.
In short: You’re creating the conditions for engagement to happen.
Why this matters
So often we assume our group will show up ready to engage.
But that’s rarely true.
Most participants arrive distracted. They’ve rushed from another meeting. They’re unsure what this session is all about. They are lucky if they can find the link to join, let alone know what’s expected of them.
They join in observer mode.
And by the time you realise the energy is flat? It’s too late.
🌀 Easy ways to prime your group for engagement
Here are a few simple ways I help my group members show up ready—before anyone clicks “Join.”
You can share these in a short welcome email, a calendar invite, a reminder message, or even a quick video.
1️⃣ Share the “why” (and the WIIFM)
Don’t just tell them what the session is—tell them why it matters.
Connect it to their goals:
→ How it will impact their work
→ What they’ll walk away with
→ Why it’s worth showing up fully
When people see the relevance, they commit more deeply.
2️⃣ Clarify what’s expected
Set the tone for how they’ll participate:
→ Cameras on (if possible)
→ Chat and mic use
→ Breakouts or group work
This gently nudges them out of passive “observer mode” and into active participation.
3️⃣ Tech + environment tips
Send a friendly reminder with:
→ How to join (link, platform, password)
→ What kind of space works best (quiet, headphones, no distractions)
→ A quick AV check tip and links to digital tools
These small nudges prevent glitches that kill momentum—and help people feel ready from the start.
4️⃣ Share a simple briefing doc or checklist
A quick “Session Prep Guide” can include:
✔ Session goal and flow (without giving everything away)
✔ What to bring—both physical items and mindset
✔ A pre-reflection prompt
✔ Key logistics (date, time, timezone, link)
✔ Bonus: Embed this in the calendar invite so it’s always handy
Remember: Your job isn’t just to plan the session—it’s to make it easy for people to engage. These simple prep moves eliminate the guesswork so your group shows up primed, present, and ready to dive in.
Over to you 🎤
How do you prime your groups before a live session?
What’s one small shift you could make to help your participants show up more ready to engage?
👉 Hit reply and let me know—I’d love to hear!
This week’s Facilitator Finds 💪
✍️ “People don’t turn cameras off because they are disengaged”. A thought-provoking LinkedIn post by seasoned facilitator Chad Littlefield with fresh ideas on how to get cameras on.
📆Psych Safety Day. Join legends Amy Edmondson, Chad Littlefield, Romy Alexandra, and a stellar guest lineup for a half-day online event packed with insight and practice. (I’ll see you there!)
🎤 Exceptional Online Experiences. I had the joy of being a guest on Beth Cougler Blom’s podcast, Facilitating on Purpose, where we talked all things online facilitation—what works, what doesn’t, and how to keep your sessions energizing (not exhausting). If you don’t know Beth I highly recommend you check out her work 👉 [LINK}.
🪄Discover your Online Engagement Score
I was so happy to see so many Quest readers complete the Online Engagement Scorecard over the weekend! I hope it gave you a few sharp insights into what’s working—and where your sessions could get even better.
✨ Know someone leading a live session soon? A colleague, client, or facilitator friend?
Help them show up strong by sharing the scorecard:
https://www.gwynwansbrough.com/scorecard/
💌 Thanks for reading The Quest
I always love hearing your feedback and suggestions. Just hit reply to share your thoughts and ideas.
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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.
