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Quickstart Circles Session Facilitator

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Are you the facilitator for your Circles session? Don’t worry, the Circles Space will help you and here are some handy guidelines on how to do things!

In this article you will learn how to use the Circles Space to run your sessions:

STEP 1: Start your session

STEP 2: Use the agenda

STEP 3: Use the video stream features

STEP 4: Use the text box

STEP 1: Start your session

We advise you to come to the Circles Space in advance of your session to familiarize yourself with the features of the Circle Space and to get ready to start:

  1. After entering the meeting, you will see a blue background and your agenda and text box on the right side of your browser window. In the picture below, you see the agenda “Saving the World” loaded.
  1. I case you need to open an agenda, select ‘Agendas’ in the header at the top of the agenda. Then select ‘Open…‘ in the menu that pops up. This will bring up your agenda browser.

NOTE: In your agenda browser you can access all of your agendas: You will immediately see the agendas of the circle you are in. Upon clicking ‘Browse Agenda Library‘ at the bottom left of the browser, you can access agendas of other circles you are part of.

  1. Click on an agenda to preview it and use the arrows to flip through the pages. Select ‘Open‘ on the bottom right of the agenda browser to load the agenda for your current session into the Circles Space.

NOTE: You can also edit your agenda. Read more about it in how to edit your agenda.

  1. To view the table of contents of your agenda, navigate all the way to the left of the agenda by using the left arrow in the progress bar.
  1. When you and your participants are ready, click the blue ‘Start‘ button to begin the session. A window will pop up and allow you to indicate whether your session is starting ‘on time’, ‘early’ or ‘late’.

TIP: If you don’t start on time, indicate how many minutes early or late you are starting, so the progress bar is accurate in your session. This way, you can easily see if you are late or early in a particular section of your agenda.

STEP 2: Use the agenda

  1. The progress bar guides you through the sections of the agenda. Click the arrow below it to navigate to the next section.

NOTE: In picture one, you can see that hovering your mouse over a section, you will see its time indication. If you are behind schedule, the progress bar turns red. The dark hue of blue shows where you are with regards to timig and a slightly lighter blue indicates which agenda section you are in.

  1. In the agenda, you can find buttons that trigger different functions in the room when you (or someone else) click them. Here are two examples:
  • Music buttons start playing music for all participants to set a relaxed atmosphere. Each participant can adjust their own music volume by moving the lever up or down, and the timer above shows how long the music has been playing. Stop the music by clicking the button again.
  • Random order assigns a number to each person’s video stream to determine who speaks first, second, third and so forth.
  • To learn more about agenda buttons, read on here.

TIP: Hover your cursor over their video stream and click the top middle symbol to “spotlight” each participant. This clears their assigned number and activates the timer in the top right corner to make sure they stay within their time limit.

NOTE: If you do not need your agenda, you can also hide it. To do this, go to the header of the agenda menu and select ‘Tools‘, this then opens up the control panel. Then select ‘Hide agenda‘ from the options shown.

STEP 3: Use your video stream features

When moving your mouse over your own video steam you can find the following five funtions:

STEP 4: Use the text box

There is a text box in the bottom right of your Circles Space. By selecting one of the three sections, you can switch between its functions.

Each of the functions help you run your sessions:

  1. The Chat is shared with all people in a room. Under ‘Advanced‘ in the left-hand side menu, it can even be downloaded for later reference.
  1. Notes can be reordered, deleted or marked as completed. They are saved in the Circles space until deleted. An overview can be brought into the room through a button in the agenda. Read more about the Notes feature here.

3. The Scratchpad is your personal scribble-pad and only visible to you during your circle session.

In a world of physical distance, circles facilitate authentic human connection.

In a circle, 3-12 participants contribute equally, share openly, and push each other to act.

We spent years with academics and practitioners, honing best practices and building a technology platform. Our circles have helped scale peer learning, sustain manager and leadership development, move live training online, onboard new employees, support career development, teach collaboration, and build community.

We’ve been grateful for the support and the referrals from our large corporate partners, schools, and communities who have been hiring us to help design, facilitate and manage Circles programs.

In order to keep up with the interest in our system and technology, please help us understand your needs by answering a few questions.

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