7 steps to impactful online events
Delivering workshops remotely can be a breeze with the right toolkit and knowledge up your sleeve. In this guide, Digital Consultant Jonathan McLellan takes you through his 7 steps to impactful online events.
Remote working is now more prevalent than ever. Whether you're looking for a way to deliver training, replace in-person events, or run meetings - there's a golden opportunity to think a bit broader than before.
Video conferencing for remote meetings is standard fare for many organisations. Zoom, Microsoft Teams, and Google Hangouts have soared in popularity recently, but their use cases go further than many people realise.
As you look for ways to replace your in-person events, I want you to consider how digital offers the opportunity to innovate, evolve your delivery, and expand your content offerings. In this seven-step guide to impactful online events, you'll learn key ways to make the most of the rapid switch to digital.
Organisation, organisation, organisation
I’m a big fan of structured agendas - down to 5-minute intervals if needed, to ensure there’s time for questions, dialling in, and latecomers.
In your event invites, make it clear that attendees must download and test access to your online tool of choice, ahead of the call. Emphasise the importance of having the right environment to be part of things: a suitable webcam (for optimal interaction), and a quiet environment with good audio clarity.
Get creative!
Don't cancel your in-person events - reschedule them. If you haven't run a digital event before, this situation will present a number of unique challenges. Approach them with the same creativity you would an in-person event, and you'll soon find that digital alternatives aren't "replacements", but events in their own right.
I suggest cranking up the interactivity. Delegates are going to miss those "informal water-cooler chats" that can sometimes be the best part of an event - a new contact, a new friend, someone to follow on social media.
Consider more workshop-style sessions in place of traditional "I talk, you listen" style webinars. Divide delegates into groups for collaborative exercises, and use activities to keep them engaged.
Top Tips
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Run a smooth, faultless event by ensuring you only have the tabs you need open in your browser.
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Mute notifications and any distractions on your screen so nothing private pops up during the session.
Create a professional workspace
If you're going to be screen-sharing, I can't emphasise enough the importance of cleaning up your desktop. Change the background, too - maybe to a branded CTA you can default to as a holding screen.
The same goes for your physical surroundings - make sure you're dressed in smart, work-appropriate clothing, and that your background is plain, simple, and quiet. You should be aiming to engage with your content, not distract delegates with your environment.
Use a holding pen
In the absence of a physical foyer, you’ll need to use a virtual holding pen or waiting room. This has two main benefits:
Participants have the opportunity to relax and get in the right mindset for the session.
You can see how many participants have joined the call, and start the session once everyone has dialled in, thus avoiding the awkward drip-feed of latecomers joining one by one.
Break the ice
Virtual sessions can still be engaging, despite not having the luxury of in-person interaction. Part of this relies on your ability to get participants in the right headspace for your event - comfortable, relaxed, and feeling vocal (if appropriate).
Start the session with an introduction, and if relevant: get attendees engaging with each other from the get-go by sending them to virtual breakout rooms, where they can participate in ice-breaker activities.
Prioritise pairings
Collaboration works best in pairs. With groups of three or more, introverted attendees are less likely to speak up, and some people take the opportunity to mute their microphones, or slink off to get the washing done!
Split your attendees out into pairs for collaborative activities to ensure they get maximum value out of the event.
Top Tips
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If you’re using breakout rooms, limit groups to two people.
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This will encourage valuable collaboration, and can persuade more introverted participants to speak up.
Online feels longer
The average attention span of an internet user currently stands at around 8 seconds. Shocking, isn't it? If you want to grab (and retain) the attention of your participants, you need to make them feel like they're engaging with you in person.
Circumvent the opportunity to lose focus:
- Schedule shorter tasks and longer breaks
- Diversify content styles and tasks
- Be understanding when your attendees' attention levels drop in the afternoon.
Want to make online events a reality?
From Jonny, Digital Consultant
We recently set up a Zoom for eventfolio extension designed to make delivering online events simple, swift, and secure.
With it, you can control the content and contributions for your online event, as well as adjust settings for waiting rooms, restricted access, and attendee management.
Get in touch with your Account Manager to discuss how it can meet your needs.
