The Spiral: checking in on how we connect

Jamie Bell is Redvespa's Head of Experience and champion for better experiences through more effective ways of working.‍

When engineers began planing the North Island Main Trunk railway in the late 1890s, they faced a problem: between Raurimu and National Park lay a stretch of land so steep it was said a train could never climb it.

The line was meant to link Auckland and Wellington, connecting the north and south of the island for the first time. But this single section, a 140ish-metre rise over barely five kilometres, threatened the entire project. If engineers couldn’t mitigate this problem, the line would require a 20km detour.

The solution became one of New Zealand’s quiet marvels of engineering: the Raurimu Spiral.

By looping the track back on itself - crossing bridges, curving through tunnels, and winding steadily upward - the engineers found a way to make the impossible gradual.

Trains still run that spiral today. Most passengers don’t notice. They just keep climbing, enjoying the view.

Over the past few years, we’ve found new ways to connect across offices, homes, and regions. We’ve built our own spirals.

At first, it felt steep. Meetings multiplied, cameras flickered, calendars stretched. But we built the loops, the systems, the shortcuts. We’ve gone from forced working from home to the “new normal” and, now, for many of us, hybrid work just is work.

That’s progress. But it’s also worth stopping to check whether the track we’ve built still takes everyone with us. 

That’s why we’re checking in and assessing whether the before, during, and after of our virtual meetings are working to help connect people without the spiral making them dizzy.

‍Before: prepare for the climb

Connection starts before anyone joins the call. Think beyond the invite list and consider whether you’ve created a space for contribution and collaboration. Ask yourself:

⨭Does everyone have the same context and access to contribute meaningfully?

‍What this looks like: 
☐ check calendars are clear before sending an invite
☐ include an agenda with the invite
☐ create and share any virtual tools you’ll use for collaboration
☐ clarify early whether the meeting will be recorded and shared 

⨭Are ideas shared early enough that quieter thinkers can prepare? ‍

What this looks like:
☐ relevant documents are shared ahead of time
☐ communications are open questioned welcomed before the meeting

⨭ Have we considered how different working environments affect participation? ‍

What this looks like:
☐ book meeting rooms for those attending in offices
☐ set clear expectations for meeting etiquette, ie. cameras on, microphones off

In hybrid work, embracing inclusion is about considering your attendees, wherever they’re dialling in from, and helping them to be prepared.

‍During: take in the view

When everyone was online, the playing field was level. Now, hybrid meetings mix in-room chatter with on-screen silence. It’s easy for those “in the room” to dominate and those “dialling in” to disappear. A few questions worth asking, mid-meeting:

⨭ Who’s visible, who’s heard, and who’s waiting for space? ‍

What this looks like:
☐ check the meeting chat and watch for anyone putting their virtual hand up
☐ engage a co-host who can help notice anyone who’s MIA or being blocked by technology

⨭ Are we using tools that encourage contribution from every location? ‍

What this looks like:
☐ utilise the tools available in your meeting space and the wider virtual environment - breakout rooms, virtual whiteboards, shared presentations

Facilitating isn’t just about managing a meeting, it’s about being a host - inviting and welcoming everyone to the party.

‍After: reflect on the journey

Wrapping up the meeting and sharing any actions, outcomes, decisions, or thanks are part of the process from the outset. The follow-up should be part of the experience, not part of the admin, so consider:

⨭ Were next steps made clear and shared quickly? ‍

What this looks like:
☐ actions are assigned and shared with all for clarity and accountability

⨭ Have we closed the loop with those who couldn’t attend? ‍

What this looks like:
☐ a recording is shared, alongside a summary of key points
☐ meetings are arranged, or emails are sent, to gain any needed or missing insight

⨭ Did we take a moment to thank people for showing up and for showing generosity with their ideas? ‍

What this looks like:
☐ utilise your organisation’s channels for feedback
☐ take the opportunity to celebrate the wins, to help build a positive, collaborative culture ahead of the next meeting you host

Follow-up is the opportunity to keep momentum, whether it’s for this project or for the next one. It also ensures visibility, for everyone no matter where they dialled in from.

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Engagement isn’t about charisma or technology, it’s about design. The best sessions feel seamless because someone thought carefully about the human experience behind them. Especially when those sessions need to transverse time and space through the little screens that dominate our work days.

When trains climb through Raurimu, passengers feel a gentle curve, a steady rhythm, and a view that keeps changing. That view is the core of the experience, the outcome of a design that lets you enjoy without having to worry about the mechanics of it all. 

It’s an ingenious piece of engineering, common in Europe but with innovations to suit Aotearoa. We can thank Robert Holmes and his 1898 problem solving for the Raurimu Spiral, and can be sure there were no virtual meetings held to plan the Spiral.

It’s a good metaphor for our virtual meetings though, something else which is global, but adjusted for our unique landscape. 

Whether a railway line or a meeting, when they’re designed with intention, the climb feels smooth and the downhill isn’t scary. We can keep moving forward to ensure everyone gets to enjoy the view.

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Photo: Raurimu Railway Spiral from Helicopter via Duane Wilkins on wikipedia.org