Framework of Virtual Participation

Executive Order № 202.5: Continuing Temporary Suspension and Modification of Laws Relating to the Disaster Emergency was enacted by New York State Governor Andrew Cuomo on March 18, 2020. The order accomplished a number of things necessary to prepare for the pandemic crisis already in motion at the time. Among several other critical items, Governor Cuomo authorized specific action on activities traditionally held in person, face-to-face. The relaxation of requirements for certain health care aides, public hearings, and board activities established “telephonic, video, or other electronic means” as appropriate and ensured important functions could continue despite physical restrictions in place. The eliminations, albeit temporary, highlighted a growing recognition of the interconnected environment our society has grown accustomed to with regard to virtual participation.

Intentions of convenience and necessity are central to decisions on when to gather virtually. With capable hardware and software readily available, the ease of interaction across devices associated with cost reductions realized through reduced travel creates a compelling case for integrated virtual interactions. In times of crisis an inability to meet face-to-face creates an opportunity for management to recognize the tremendous value connective technology enables. Virtual participation has become an integral part of how individuals and organizations operate. Due to its pervasiveness, management will need a deeper understanding of the various types of virtual interactions to maximize engagement with colleagues, clients, and partners and to minimize risks. The framework of virtual participation seeks to simplify the concept of participatory interactions in virtual environments.

Virtual participation involves a simultaneous gathering where all participants are not in the same physical location but meet and focus on a common event, agenda, task, and/or goal. The participatory environment is created by virtual or electronic means such as teleconference, videoconference, virtual reality, or other communicative technology. Participants assemble from unique locations as individuals or in groups utilizing separate connections enabled by communicative technologies processed through devices creating an environment for participation in a common gathering. The various roles performed by participants in a virtual environment are similar to those of participants in face-to-face interactions. A host primarily controls and coordinates the flow of information and discussion, attendees are invited for primary intent or expertise, and observers may be present to overlook or perform supportive functions. The difference between virtual participation and face-to-face participation is in how the gathering is conducted. Each organization will need to consider appropriate policies to fulfill the objectives of collaboration with unique characteristics in consideration.

The framework of virtual participation recognizes active and passive states. Active participation is established by deliberations through direct participant interaction. The general expectation is that most participants will engage — or have the opportunity or right to engage — with other participants if they choose for a majority of the meeting time. Active participation is conducted as complete virtual participation, partial virtual participation, or mixed virtual participation and allows for broad, flexible participation and interaction. Passive participation is intended for information discovery and consumption with limited direct participant interaction. The primary expectation of passive participation is that most participants will not engage — or will not have the opportunity or right to engage — with other participants for a majority of the meeting time. Passive participation is conducted as spectatorial virtual participation, investigative virtual participation, or directive virtual participation and is more of a closed environment with regard to the distribution of information and content. The methods of engaging interactions through both active and passive participation are explained in more detail below.

Complete virtual participation is a gathering where all participants join from separate individual locations without any groups. The connections would equal the number of participants who are each using the same technology to participate from separate individual devices for each participant. There is no in person face-to-face interaction between two or more individuals for the duration of the gathering.

Partial virtual participation is a gathering where all participants join the meeting from separate group locations. The connections would equal the number of groups with each group sharing the same technology and a common device to participate with the other individuals or groups. There is at least one in person face-to-face group participating in this type of meeting simultaneously with at least one other individual participant or group.

Mixed virtual participation is a gathering where all participants join from separate individual or group locations. The connections would equal the number of participants or groups with at least one participant or group of participants using a communicative technology different from the others. There are at a minimum two different communicative technologies in simultaneous use and the number of devices in use would equal the number of participants or groups.

Spectatorial virtual participation is a gathering where all participants join from separate locations as individuals or in groups. The connections would equal the number of participants or groups who are each using similar technology to participate from separate individual or group devices. The majority of participants seek content interaction with no expectation that the primary objective is direct interaction between participants.

Investigative virtual participation is a gathering where all participants join from separate locations as individuals or groups. The connections would equal the number of individuals or groups who are each using similar technology to participate with a primary individual or group from separate individual or group devices. The primary individual or group of investigation may receive simultaneous questions from multiple participants in structured or random sequence.

Directive virtual participation is a gathering where all participants join from separate locations as individuals or groups. The connections would equal the number of individuals or groups who are each using similar technology to participate with direction by a principal individual, group, or curriculum as the primary center of focus. The separate individuals or groups use separate devices.

The amalgamation of participants, locations, groups, connections, technologies, and devices all contribute to the environment of virtual participation. Complete virtual participation transitions to partial virtual participation with the introduction of in person face-to-face interaction. Both complete virtual participation and partial virtual participation become mixed virtual participation when at least one participant or group utilizes technology different from other participants or groups. Active participation becomes passive participation when the intent of the gathering goes from majority matrix interaction to passive consumption amongst participants. Spectatorial virtual participation and investigative virtual participation differ in intent with the former sharing information to be consumed and the latter developing information through questioning. Both spectatorial virtual participation and investigative virtual participation become directive virtual participation when the primary intent becomes instructive in design.

Understanding the difference between active and passive participation in relation to the rights of participants as they interact within environments of virtual activity is critical to unlocking the potential of connectivity and preparing for mitigation of risks. Technology has evolved, but it is not perfect. Connectivity, productivity, access, and innovation will need ongoing refinement and balance against security and safety risks associated with the electronic transfer of information. Protection of proprietary, private, confidential and secret information becomes more of a concern in an uncontrolled virtual environment and the impact to organizations could be devastating. Participants will need to consent to certain disclosures throughout virtual professional service interactions, for instance, but thoughtful policy and security measures will need to continually develop in order to prevent unnecessary breaches and intrusions in both public and private organizations.

The framework of virtual participation has broad application to the management of people and information in virtual environments developed out of necessity and convenience. Societal shifts can fundamentally change the way we live and work and this reality forces organizations to reconsider the essence of participation. Both positive and negative aspects of virtual participation will be limited only by the boundaries of available technology and the imagination of participants. As remote connections and remote work develop entrepreneurs will create better and safer tools, participants will learn, and organizations will adapt. Leaders who wish to remain effective must become aware of the types of virtual participation to properly manage in those unique environments. By enlarging the understanding of what it means to gather and participate organizations and managers will be more informed and empowered to protect virtual environments.