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IMT Mailbag – How Do I Engage the Audience at Virtual Meetings?

Recently a Manager of Sales Administration emailed us and asked us the following question:

Subject: How do you keep attendees engaged during virtual meetings?

Do you have any suggestions on articles, books, etc. that address Virtual Meetings regarding how to engage the audience, stop multitasking and keep them engaged?

Here’s how we answered his email:

Hi Gary,

We have been heavily involved in this topic for a long time. IMT led the research study for MPI (Meeting Professionals International) to develop a research base and a “How-To-Guide for Creating Hybrid Events.”  (Download it at mpiweb.org.) We have been involved in creating several hybrid meetings applying those lessons.

Here are some things to look for in terms of engagement:

(1) Is the content appropriate to the audience? Most people try to do a 1 size-fits-all approach with their content. People lose interest much faster online. So, you need to do a better job with targeting.

(2) What does the content look and feel like? Most people’s reference point for online content is live television (Election results, live sports and talk shows.  Think Oprah.). Are you trying to emulate these formats for content delivery OR are you just recording subject matter expert lectures with boring PowerPoint slide shows?

If you think about how live television works – it moves very quickly from segment to segment and topic to topic. The content is much shorter than a live in-person meeting. Camera angles change as well.  In addition, reconsider the length of your virtual sessions and how you put them together.

(3) What are you doing to engage people?  I would look for two things: (1) What tactics are you using? and (2) How much time are you allocating to engagement?

Your attendees are one click away from doing ANYTHING else on the Internet and you only control a small window for their attention. Most online events are Subject Matter Experts talking to people for 56 minutes with 4 minutes allotted for Q&A.

If the attendee has nothing to contribute (ideas, comments, etc.), then you are “betting” that your speaker is strong enough that they will resist the temptation to click away. In my opinion, that is a big ask!  I don’t know any speakers that can keep 100% of the audience’s attention.

The person responded and thanked me for our help. Then, he told us that his virtual meetings concentrated on the following:

  • Product info
  • Shipping concerns
  • New policies/processes
  • Info such as upcoming training or meeting

This is boring stuff, especially when you can’t see people face-to-face. His situation sounded similar to a challenge that Ebay Europe faced with its internal team briefings.  So, if you find yourself in a situation where your content is capital “B” boring, I would recommend that you read the following Case Study:  http://www.mpiweb.org/_secure/eBayCaseStudy.pdf

Have a virtual meeting or interactive technology question?  E-mail us at: info@interactivemeetingtechnology.com or visit our site for more information about our digital solutions.

Event Goals: If You Want Steak Don’t Order Chicken

You get what you ask for.  (Well, at least you typically get what you pay for.)  Sounds simple enough.  There shouldn’t be a lot of room for interpretation there, right?  Wrong.

It’s funny to me how many people tell me that they want “steak” at their event, then go on and order “chicken.”  It’s a strange alignment of goals and objectives with event execution.

Have you ever been to a networking event where there was no actual networking?  Or maybe there were a few minutes set aside for networking during the 2 hour event, but that was it.  What if you are shy and it takes you awhile to warm up?  What if you didn’t read “1,001 Conversation Starters” before the event?  You would probably think the networking (which was supposed to be the whole point of the event) was terrible.

Think about this:  If your event’s top two objectives are 1) Education and 2) Networking, how much time/space and budget are you allocating to achieving these objectives?  If you spend the majority of your resources on paying a speaker to speak and force attendees to sit in chairs rather than interact with each other, what do you think the result is going to be?

Maybe it’s because I’m a huge foodie, but for some reason, most analogies seem to make more sense to me when they are put in terms of ordering at a restaurant.  One of my favorite such analogies comes up quite frequently when discussing the importance of clearly identifying goals and objectives with clients before an event to improve the chances of getting desired results.

The example goes a little something like this:

“If you go to a restaurant and order the chicken, but you really wanted the steak, don’t be upset with the waiter because he brought you…the CHICKEN!”

You got what you asked for, not what you wanted.  This seems obvious, but it never ceases to amaze me how many times the critical step of identifying event goals and objectives and then matching them up with execution is missed or not handled thoroughly. The result is always unmet expectations, disappointment and confusion when actual attendee behaviors and take-aways don’t match up with goals.

Even though there is an entire menu of options for how to effectively run an event that obtains the desired results, the event planner or ultimate decision maker often makes it impossible to get what they want because they don’t align execution with goals.  It isn’t until the event is over and they are forced to sit down and calculate the ROI or report on the effectiveness of their marketing efforts that they realize:

1)  They got exactly what they asked for, but it wasn’t really what they wanted.

2)   Their metrics for measurement don’t line up with their event objectives and provide little useful data.

3)   They didn’t spend enough time on the planning phase and had to make a last minute decision so they just went with what they always get.  (The same event format – the chicken.)

Nobody likes to feel like they waste their time and money on an event that produces disappointing results.  Here are my 5 Tips for Effectively Setting Event Goals & Objectives that produce real, measurable results:

  1. Know what you want your audience to do.  It is important to understand your audience and ultimately what you want them to do or take away from your event.  What is the behavior change that you are looking for? Know what you are trying to achieve and define it clearly.   This makes it easier for the whole team to focus their efforts accordingly.  If you want attendees to network, don’t keep them confined to chairs sitting on their hands for the majority of the event.
  1. Set SMART objectives.  Make sure your objectives are Specific, Measurable, Attainable, Relevant and Time-bound.  Spell it out.   If your goal is to increase your e-mail contact list, make it a more specific goal of increasing subscriptions to your newsletter by X%.
  1. Expect more, get more.  You aren’t doing anyone any favors by setting vague and easily attainable goals.  According to study by Dr. Edwin Locke, “90 percent of the time, specific and challenging (but not too challenging) goals led to higher performance than easy, or “do your best,” goals.”  The study went on to mention that working toward a goal is also a major source of motivation and that “the more difficult and specific a goal is, the harder people work to achieve it.”  If you are consistently satisfied with the same mediocre results and don’t ask for or expect anything more, you will keep getting the same mediocre results.
  1. Know your target audience.  Are you targeting all attendees with a broad branding campaign?  Or are you looking to reach key players within the organizations attending the event?  Each segment of your audience is unique.  Treat them like it and approach them in a way that appeals to their specific wants and needs.
  1. Track and measure.  How do you know if you got what you wanted?  One of the best ways to get feedback on the effectiveness of your event is to ask the right questions.  In the example of the networking event, ask questions like:  “Did you meet anybody new?”  “How are you going to follow up with them?,” in your post event surveys.  Make sure you change your evaluation metrics to measure against your objectives. If your goal is to measure increases in networking connections, don’t ask attendees questions about what they thought of the food!

Ultimately, I just want everyone to be happy with what they ordered.  At IMT we know that sometimes you need an expert to guide you and make recommendations based on their experience.  We have a whole team of digital strategists who are eager help you navigate the world of social media, hybrid events, trade shows and interactive meetings.

Contact us today to learn how we can help you effectively set event goals and objectives.  Don’t settle for chicken if you really want steak!  We’ll help you make sure you communicate your order clearly.

Creating Interactive Meetings: How to Turn Attendees Into Active Participants

When I look around me, I feel like the world is screaming for more interaction and dialog at meetings and events. (In fact, I’ve been noticing this for years as I mentioned in my first IMT blog post.)  There are too many events where attendees are stuffed in chairs, lined up in rows, and forced to listen to speakers talk for hours on end.  Doesn’t everyone realize that attendees stop paying attention after the first 10 minutes? If they do, then why-oh-WHY do our colleagues continue to tie attendees to chairs in rows for 4-6 hours per day?

(Ok. That might be a slight exaggeration. According to Andrea Sullivan, president of BrainStrength Systems, a company that provides corporate training and learning services using scientific research, “People can listen only so long at a time…After they’ve listened to a speaker/presenter for even 15 or 20 minutes, they need to make a shift to some kind of active participation…”)

The point is, sitting for hours on end is stupid and it needs to stop!

Last month, we helped an association merge their networking reception and general session for 3,000 people into a single event. We developed 10 different interactive experiences that were designed to influence networking, create conversations and connect people to content.  We turned attendees into active participants and helped them create a networking and social media buzz.

A few weeks earlier, we helped another association execute their first hybrid event and create conversations.

Every day, we help event organizers take the bold step of moving away from a world of attendees sitting in chairs in neatly organized rows toward a world where event attendees are active contributors.  We have worked with national sales meetings, all employee meeting, customer events, galas, road shows, trade show booths, expos and many other types of events.

Today, I want to share our proven formula with you so you too can join our army of people trying to change the world of meetings and events. Please take notes and share these tips with your colleagues. You can save us all.

How do we take an ordinary event from Snoozeville to engaging?

Step 1: Identify Goals and Objectives

We start by looking at the goals and objectives of the event. It is important to understand our client’s audience and ultimately what they want them to do or take away from the event.

How often do you ask yourself those questions when planning your events? It sounds simple, but if this crucial first step is missed, all other efforts are futile.

Step #2: Segment the Audience

When preparing for an event, it’s important to know who is expected to attend as well as future attendees who are not attending or are disengaged from the event. Once that is complete, we look at the audience by behavioral type.

This step involves doing some secondary research about trends and challenges. Sometimes we have to get other people involved to learn more about the attendee. Useful information includes your audience’s demographic makeup, learning needs, challenges and job tasks.

Step 3: Identify Constraints & Resources

Some clients have lots of volunteers and no budget. Some have budgets but no people. Some clients have a CEO that needs to speak for 90 minutes. Some have agendas that are “filled up and unchangeable.” Some have spaces that have challenges or vendors or technologies that we have to work with.

At the same time, we look at the resources. Did someone donate 47 monitors? Do you have as much carpet as you want? Is one of the sponsors a large format printer?

Step 4: Brainstorm Boogie

Finally, we get ready to brainstorm.  Our goal here is to come up with simple, fun and smart engagement solutions that match attendees’ needs and behavior style.  Also, we look for ways to pull together a theme that can be carried throughout the entire event.

In this process, we use a set of “engagement cards” that we helped MPI create for their meeting design curriculum.  There are about 50 cards that are extremely useful in getting everyone to contribute new ideas for their meetings and events.  We recommend allocating 2-4 hours for this step. The output of the step is several different ideas for solutions that hopefully map out to satisfy all of the attendee needs.

Step 5: Piece Together the Event Concept. Challenge Assumptions.

In this step, we pull together the event concept, challenge our assumptions and validate budgets.  It’s important that we make sure that our recommendations align with objectives, attendee segmentation and behavioral segmentation. IF YOU DON’T DO THIS THE PLAN WILL FAIL. (Yes, I shouted that!)

When you are compiling your recommendations, here are some important things to note:

  1. Incorporate notes about light, space, sound, digital and structure.  These things matter. For example, if you set the room with chairs in rows — then you are likely not creating space for conversations. In many respects, you literally “set the stage” for the type of engagement your event encourages.
  2. Recognize that not 100% of the attendees will do or be interested in everything that you are recommending.  Please be sure to recognize that and scale appropriately.  (For example, you might not need 1,000 buttons if only 100 people are going to collect buttons.)
  3. For what it’s worth, budgeting can be tricky here, because you are probably coming up with new to the world ideas.  How do you figure out how much a laser maze is going to cost?  Or, where do you get a custom art piece built? Who can make these concepts a reality?
  4. Do you need the 5 star version of everything or will the 2 star version be sufficient?  (Expect future posts on this, as I have plenty to say on the topic.)
  5. Technology is not the answer.  Ever.  Always start with people and process, then get to technology.

Note: For the budget conscious, we packaged our most popular games, interactive touch screens and social media executions into turnkey solutions under our SocialPoint® digital solutions brand. They plug into your event seamlessly and are budget friendly.

Step 6: Propose Solutions to Your Stakeholders

In this step, we find it much easier to get senior leaders to sign off on the concepts.  This works well when you remind them of the objectives and review how the concepts tie to their vision.

However, the individuals that are part of the execution on the stakeholder side are usually much more resistant…because you are asking them to change what they do.  It might be undefined, feel squishy and they might be just plain scared of change.

We get these individuals on board by scheduling smaller meetings with them to review the concept and get their alternative input.  In some cases, they approve the concepts-as-is.  In some cases, they have lots of creative ideas to make it better based on initiatives that they are doing that nobody on the core team knew about.

Step 7: Pre-production Phase

Sun-Tzu wrote that the battle is often won before you take the field.  In my opinion, the same thing is true when you are turning attendees into participants.  By completing the steps above you have already laid out your strategy and won the battle.

So, your goal in this phase is to make sure that nobody unwittingly sends you off course.

Here’s how it can happen.  You will have experienced people doing new things that they might not be good at, or totally understand.  Be sure to allocate extra time in your schedule and keep everyone reminded of your goals and objectives.  IF YOU DO NOT YOU MIGHT FAIL.

Also, beware of executives or other stakeholders that want to make late changes.  Usually a late addition means removing something and adding something the executive thinks is cool…like a chocolate fountain.

Step 8: Onsite Execution

Execution onsite should be similar to what you have seen in the past. Remember to double check that the pieces are coming together as you designed. Allow for extra time during your loading. When you are trying something new like this – be wary of the details – if your room for error is small, details matter.

Step 9: Measurement & Follow-up

We like to do follow-up surveys based on the goals and objectives of the event rather than the logistics.  For example, if our goal was to improve networking – how will we know if we achieved that goal? Setting specific metrics for measurement beforehand is key to evaluating the effectiveness of an event.

One smart person we met likes to ask the following questions: “Did you meet anyone new at this meeting? Yes or NO? If Yes, who was it and how will you do business together?”

Bottom Line

You can save us all from perpetuating the cycle of stuffing people in chairs for hours on end at meetings and events. I need your help!

The steps above outline our formula for turning passive event attendees into active participants.  Of course, there are more details and some secret sauce that we left out. You should be able to get pretty far by following these steps.

Please do me a favor – give this process a try at your next event and share it with your customers and colleagues.  Call me if you need guidance.

Good Luck! We are counting on you!

Shifting to Digital: the MPI World Education Conference

If your annual education conference attracts only 20% of your members what are you doing for the other 80%? How do you create and deliver education for them? How do you bring your community together?

Meeting Professionals International is making some bold moves in 2011 to tackle some of these challenges. Have a look at what they are doing at their annual world education conference and let me know what you think.

Rolling Out the Hive

The Hive is designed to be the hub of digital buzz for MPI’s 2011 WEC (see sketch above). It’s a physical space in the global village. The Hive combines the cyber cafe, info desk, interview studio, device recharge point, twitter wall, social media aggregator, lounge and a stage (for quick tech lessons) all in one place. The idea is to give attendees multiple ways to connect to the people, content and ideas at WEC. Digital Rookies can connect with Digital Allstars. Groups can hold tweetups. It will be so much more than a cool place to recharge your phone and hangout.

Transforming MPI Website into a Virtual Hub

In another bold move, the MPI website will become a funnel for all social media during the conference. It will aggregate the tweets, photos, videos, blog posts, etc into a single place. In addition, sessions will be streamed live to the MPI website. Some content will be free and others will be available to members only. The rest will be uploaded into MPI’s on demand program. This is a major shift from 2009’s $300 virtual access pass experiment and a good evolution.

Crossing the Pond

The UK chapter (a large european chapter) is working on an initiative to run a parallel event. They will get UK members together and have a viewing party. Some of the sessions from Orlando will be streamed live to the UK chapter’s viewing headquarters. If this comes together – it will be a first for MPI and could open the doors for other viewing pods in other regions with heavy membership around the world.

Bottom Line

If 80% of your members are not attending your annual conference, consider other ways to connect them with the people, ideas and content from your event. Meeting Professionals International is shifting to digital with a multi-pronged approach.

What are you doing?

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GPJ’s David Rich on Bringing Digital To Events

Are you overwhelmed by colleagues wanting to add social media tools to your events? Are you wondering where to start?

Start by listening this Podcast with David Rich, Senior Vice President of Strategic Marketing & Worldwide at George P. Johnson. David offers healthy insights and practical advice for event professionals that are wondering where to start and how to think about integrating digital technology into their events.

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10 Insights From The Interview:

  1. What is it about experiences that transform people in a powerful way? It takes more than performers.  It’s People, environments, props, etc.
  2. Digital Technology gives us more tactics than we have ever had before – to move people to action. More ways to interact, deepen connections, etc.
  3. Don’t get mesmerized by the technology and implement technology for technology’s sake.
  4. Start with your Goals and Objectives, then understand your audience, then look at what interactions are required to move people to action.
  5. Look at where people are interacting online and meet them there. Don’t try to force them to meet in a new place.
  6. In digital, it is easier to gather measurable data than face-to-face. That measurement can be translated into customer insights.
  7. GPJ’s Digital Blueprint is a toolkit to help people organize their thoughts, develop a plan and not panic. You don’t need to panic.
  8. Digital is a new medium with new requirements. In a face-to-face event, normally the scale of an event helps us blot out distraction. In Virtual Events, the opposite is true. You are looking at a 2 X 2 screen and there are distractions everywhere.
  9. The difference between face-to-face and digital is comparable to the difference between Broadway and Film. In film, you want to be as subtle as possible because the camera can pick up each movement. In Broadway, you are trying to broadcast to the last row.
  10. Meetings and Events are the original form of social media.

Bottom Line

Going Digital is not about using the latest shiny objects. It is about building experiences in this new medium that move people to action. Start with objectives and strategy, look at your audience’s behaviors AND THEN look for the tools and tactics.

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Talking Technology Awards with Corbin Ball & Ruud Janssen

eibtm wwtw logoWhile I was at the WEC, I sat down with Corbin Ball and Ruud Janssen to talk about the EIBTM WorldWide Technology Watch. This award is the longest running event technology award in the industry. The award has been a launch pad for pioneering event technologies for the past several years. Each year more than 45 new event technology applications are submitted.

We talked for about 20 minutes about the award, what it means and how the entries are judged. Also, we talked about what makes a great application and the most recent industry trends. I found the conversation fascinating.  I recorded it and included it as part of the Meetings Podcast Going Digital Series. You can listen to the conversation here: (Listen)

For event technology suppliers, you should listen to the podcast and consider applying. Equally important, if you know anyone that has an award worthy technology – please be sure to tell them about the contest.

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Note: I am a member of the 2010 judging panel for the EIBTM WorldWide Technology Watch.

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New Meetings Podcast Series – Going Digital with Samuel J. Smith

We need to a better job of talking about the benefits, opportunities and challenges of using technology in meetings and events.

Mike McAllen and I are taking this challenge to heart. Today, we are launching a new show focused on technology strategy, social media and the latest trends and tools in event technology. Our goal is to create another platform for discussing event technology.

We are calling this new show “Going Digital with Samuel J. Smith.” You can listen to the first installment here.

Meetings Podcast – Going Digital with Samuel J. Smith

Using a 20 minute podcast format, we will cover a couple of topics during each show, answer at least one listener question and give you ONE tip that you can take back to your office today and try.

The podcast will be available on Meetings PodcastiTunes and here – on interactivemeetingtechnology.com.

By making the show available on these three platforms, we hope that we can create opportunities for you to listen to our show while gardening, commuting to work or waiting in the departure lounge. Of course, we would be happy if you listened to the show in any other location that you thought was appropriate as well.

Initially, the show will be sponsored by Audible.com. If you would like to sponsor the show, please contact me at blog (at) samueljsmith.com or Mike at meetingspodcast at gmail.com. We would be happy to talk to you about a customized program.

Finally, if you have any topics, people, products or news that we should be discussing – please be sure to let us know. We would be happy to include it in our next show.

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