The software behind high-impact virtual workshops

“Good flow is invisible, but it takes a lot of work to get there” - Nikolaos Kaintantzis

In this episode of SPCs Unleashed, Mark Richards, Ali Hajou, Nikolaos Kaintantzis, and Stephan Neck take you behind the scenes of their virtual facilitation setups. It’s a follow-up to their earlier hardware episode—but this time, the spotlight is on software: the tools, flows, and tweaks that help them deliver seamless, engaging remote workshops.

What emerges is less about specific apps and more about a mindset—crafting experiences that support learning, participation, and energy in distributed environments.

Key Highlights

1. Craft Before Convenience

Ali kicks off the conversation by reflecting on how tweaking and refining their setups became a creative obsession—not just to impress, but to enable smoother sessions. The group agrees: great online workshops don’t happen by default.

“It becomes a passion over time to tweak things a little… and create a better working environment.” —Ali Hajou

2. Their Actual Software Stack

The team share a range of tools they rely on in different contexts, including:

• OBS: For managing transitions and camera scenes
• Stream Deck: As a control panel for switching inputs smoothly
• Miro and MURAL: Go-to tools for interactive whiteboarding
• Mentimeter: To gather quick input and keep energy high
• Slack: Used between facilitators during live sessions for coordination
• Jamboard, Teams, Zoom, Webex, PowerPoint, Confluence: Mentioned as tools they’ve used or adapted to depending on client setup

The focus isn’t on using every tool—it’s about configuring the right mix to serve the group.

3. It's About Reducing Friction

Mark emphasizes the importance of flow—both technical and emotional. Tools should fade into the background, allowing participants to stay focused and feel safe. Nikolaos adds that even internal facilitator backchannels (like Slack) help keep delivery smooth.

“Even if you’re improvising, you want people to feel like they’re in safe hands.” —Mark Richards

4. It’s Performance, But Grounded in Purpose

Stephan compares facilitation to a performance—but stresses it’s not theater for the sake of it. The tech is in service of connection, trust, and clarity.

“You can’t fake facilitation—people feel it when you’re tuned in.” —Stephan Neck

Actionable Takeaways

• Be intentional: Every tool you introduce should remove friction, not add it.
• Start simple and scale: You don’t need every app—just the right few, well-configured.
• Practice transitions: Good flow builds participant confidence and focus.
• Coordinate backstage: Use backchannel tools (like Slack) to manage live facilitation seamlessly.

 

If you’ve ever juggled tabs mid-session or wished your workshops felt more alive—this episode offers practical setups, mindsets, and inspiration from seasoned practitioners who’ve been there.