When our healthcare client needed a quick but effective virtual solution to deliver five training meetings for an internal audience, we helped them plan and roll-out the series in a matter of weeks.
Three weeks into the COVID-19 crisis, our client needed a quick but effective virtual solution to deliver five training meetings for an internal audience. The objective of the events was therapy area training for new team members to enable them to fulfil their roles effectively.
Our client was used to holding these training events as a live face-to-face event, so called upon our experience in delivering virtual events. We supported them from start to finish in the event preparation, delivery and follow-up. As a long-term event partner, we had a clear understanding of our client’s business and insight into the high level of detail required for the training.
We worked with them to pivot the agenda and content designed for a live event, to create a managed online learning experience that would still meet their objectives and engage participants effectively.
We chose an appropriate platform for its functionality (including a user-friendly interface), cost effectiveness and security. This platform was ideally suited to the number of participants involved and interactivity requirements. A major benefit was also the ability to deliver seamless presentations in a side-by-side format, facilitated by the ability to hand over slide control to speakers from us, acting as a remote host and control room.
An expertly managed experience from an operational and technical perspective was vital to the success of the event. Our integrated team worked seamlessly on all project elements including event design, delegate communications, speaker rehearsals, technical hosting on the day and follow-up.
It was important that our clients felt relaxed and in control of this new event environment. Our team worked with them to thoroughly test all elements, provide any training required and host the event behind the scenes on the day ensuring the content ran smoothly. This included playback of PowerPoint presentations, videos, knowledge checker quizzes and competitions, music during breaks, returning count-downs from breaks and managing breakout sessions for the group. Security was also an important consideration; all delegates were guided through the process of accessing the events through detailed joining instructions and were securely checked in to the meeting according to participant registration lists by TTA before the meeting began.
Given the new virtual environment for the speakers, a key part of our role was management of speaker slides and rehearsals, including help with virtual presentation instruction, choice of background and online engagement with the audience. The ability for speakers to click through their own slides, without moments of clunky screen sharing changes, also gave them a level of control and confidence not available on all online platforms.
As participants joined the event, welcomes and icebreakers helped understand who was in the audience and to relax the group. Gamification was also introduced to boost interaction and intersperse the presentations. As part of our session coordination, we additionally facilitated the Q&A with the meeting host, and remotely triggered pre-assigned breakout sessions whereby all the participants were switched into a smaller discussion group to achieve particular tasks and then feed back to the group.
Post event, we edited the speaker presentations into composite videos which were available to watch online by participants to assist their learning and provide longevity of the experience for our client.
The meetings worked seamlessly in their adapted virtual environment and feedback from participants and stakeholders was positive, particularly in the quality of presentation delivery and opportunity for interaction. Importantly, the speed with which the event was moved to a virtual platform ensured there were no business interruptions caused by a delay in providing this key training.
"Thank you for all your support last week – I know for sure that the sessions would not have gone as smoothly as they did nor would we have been able to achieve the high feedback scores on SurveyMonkey either – THANK YOU! You will definitely be my ‘go-to guys’ - not just from a technical support point of view but also from a fun point of view."
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