How to set up an onsite or virtual Book Sprint

How to choose between a virtual or onsite Book Sprint#

A Book Sprint can be done onsite and in person in one 5-day block, or virtually in two 5-day blocks. A single day of an onsite Book Sprint consists of about 12 working hours, a day at a virtual Book Sprint will usually result in about 8 working hours.

To decide between onsite or virtual Book Sprints, consider factors such as how much conceptual work and in-depth discussions the book topic might require, how comfortable your group of writers is with working online and remotely, their availability, their ability to travel, and their logistical resources.

Onsite Book Sprints often require more planning, long-distance travel, and accommodation. However, they also provide an opportunity for a group to spend time together and share conversations over coffee, meals, and walks. For some groups, this is an invaluable opportunity for networking and the exchange of ideas. For book topics that require more conceptual and strategic work, in-person meetings may facilitate innovative ideas and consensus building can be done more easily than in virtual environments.

While virtual Book Sprints tend to require fewer logistical resources and can be more inclusive for some, they do require twice as many days for all participants. To reach the same level of productivity, to accommodate different time zones, to counteract zoom fatigue and communication barriers, we schedule longer breaks, more group check-in meetings, and more visualisations of decisions and brainstorming sessions, etc. Virtual Book Sprints, however, with a committed group of writers can initiate remarkable engagement and results. It is important to clarify that all participants, even when working from home, must clear their schedule and commit their time for the duration of the Book Sprint.

How to prepare the onsite or virtual workspace#

In onsite Book Sprints, the organiser is advised to choose a space that accommodates both roundtable discussions and small breakout groups. Ideally, the workspace will be in a secluded, distraction-free setting away from the usual work environment. The meeting room should have natural light and a central table. Large windows or walls surfaces suitable for sticky notes are essential.

Each participant will need a comfortable workspace, computer and stable WiFi for the web-based writing platform. Plenty of power outlets, power strips, and adapters should be provided. Sticky notes and markers, a flipchart or a whiteboard are essential. A projector and access to a printer are a useful addition.

In virtual Book Sprints, the facilitators carefully select the online tools that support the collaborative process and ensure that the participants are comfortable using them.

In addition to our collaborative writing and book production platform Editoria, and the web-based design application Figma, we use visual tools like Mural or Miro to support brainstorming and consensus-mapping. They help to keep a record of decisions and to visualise and monitor progress.

Video-conferencing tools support plenary discussions and breakout groups. Chat channels in Slack or Mattermost allow for asynchronous exchanges and casual off-topic conversations.

What to plan for breaks, meals, and accommodation?#

For onsite Book Sprints, lunch and dinner should be provided near the meeting room. We normally break for not more than one hour and then continue working after lunch and dinner, so there is insufficient time to go out. Mealtimes should be flexible to accommodate the flow of the work.

Participants’ individual dietary needs should be accounted for in advance. Coffee, tea, and water should always be available in, or near, the meeting room. Sleeping accommodations should be within walking distance of the workspace.

In virtual Book Sprints, there are typically two long breaks a day, one for 90 minutes, and another for 30 minutes, and shorter breaks in between. Participants should prepare good meals that are flexible and not too time-consuming. Some organisers provide vouchers to food delivery services.

What are the schedules of onsite and virtual Book Sprints?#

An onsite Book Sprint consists of five intense days of about 12 working hours, typically from 9am until 9pm, sometimes later. Lunch and dinner breaks are typically one hour. The mealtimes can be planned with the organiser, facilitator, and the venue. The facilitator will include additional breaks according to the group’s energy levels and needs.

A virtual Book Sprint consists of two blocks of five intense days with about eight working hours each day, and more breaks than an onsite Book Sprint. Between the first five day block and the second five day block, there is a weekend break that can be extended to a week.

The first five day block focuses on the concept and structure of the book, a first draft and first revisions of most of the content. The second five day block focuses on filling the remaining content gaps, and several rounds of revisions and edits.

What does the daily schedule of a virtual Book Sprint look like?#

We customise the process for each project together with the organiser according to the time zones and special needs of the participants.

The daily schedule typically consists of eight working hours of plenary sessions and sessions for breakout groups or individual work, plus breaks. The sessions for breakout groups can sometimes happen asynchronously. An example of the daily schedule for a virtual Book Sprint with participants in Estern America, Africa, or Europe may look like this:

Time Zone	Plenary	90min break	Plenary	30min break	Break out groups
US Eastern, Mexico (GMT -5)	5 - 8		9.30 - 12.30		13.00 - 16.00
UK (GMT)	10 - 13		14.30 - 17.30		18.00 - 20.00
West Africa, Central Europe (GMT +1)	11 - 14		15.30 - 18.30		19.00 - 21.00, or the next morning
South Africa, Eastern Europe (GMT +2)	12 - 15		16.30 - 19.30		20.00 - 22.00, or the next morning
Eastern Africa (GMT +3)	13 - 16		17.30 - 20.30		21.00 - 23.00, or the next morning