We’ve all had to pivot. The pandemic has forced us all to adjust how we do things and look for alternatives we may not have had to consider before. Here are the top 5 questions to ask yourself so you can choose the best virtual meeting service or technology that will meet your needs and ensure a good experience for all concerned:
1. What’s your comfort level with technology?
Many video conferencing apps require hosts to download and operate software, which takes some technical aptitude. Getting participants into the meeting, sharing your screen, knowing which settings will meet your security needs, and presenting videos or music seamlessly all require preparation and practice in advance. Telephone town halls are cloud-based, and a good provider will manage the meeting so you can focus on your message. Self-service video conferencing apps do not provide support, but there are producers who will run your meeting for you.
2. Who is your Audience?
Are participants large in number, or small? Tens, or tens of thousands? Many video conferencing platforms have caps of a few hundred people. A live stream is great for viewing and sharing information but is not a tool for consultation and two-way dialogue. A telephone town hall allows for information sharing and consultation and unlimited participation (with a suggested cap of 100,000 per session).
What about high-speed internet access -- don’t assume all stakeholders have it. There are dead zones, particularly in rural areas, where broadband is insufficient for streaming online meetings.
Age is another consideration. Many people 65 years and older do not use computers or digital devices. Video conferencing relies on computers or smartphones, which leaves some stakeholders in the cold. A telephone town hall is accessible and overcomes the digital divide.
3. What’s your budget?
Budgets can sometimes be loosened in a crisis, but if it’s tough asking for a few hundred dollars more, the self-service online options are lower cost. Live streaming a video conference to YouTube or Facebook Live is free, but the comment section is visible (a double-edged sword), and participants can’t go live on air in their own voices. You also tend to get viewers who are already invested in an issue, as opposed to the wider audience gained by phoning participants directly.
If reaching a maximum number of diverse stakeholders is top priority, a telephone town hall will get results for $0.30 - $1.20 per participant. The cost is worth the high participation when you need it. Converso’s analytics show 910% greater participation when stakeholders are called directly rather than having to dial-in themselves, and 2,400% more engagement for those dialled than those who join the meeting online.
4. How much control do you need?
In-person town hall meetings usually have an open mic, and anyone can say their piece, which is risky at best. Even the more personal open house format can be disrupted by hostile participants. A telephone town hall with a managed question queue and producer controlling the mute button creates a productive conversation for all points of view.
What if your session is Zoom-bombed? Consider the implications of a security breach on your reputation. Video conferences sacrifice security to enable stakeholder participation. That works for internal or trusted stakeholders, but allowing participants to unmute themselves in a contentious public video conference is unwise. A telephone town hall achieves the strongest security while allowing vetted participants to speak live during the meeting.
5. How important is collecting data?
The data from a virtual meeting can give you valuable insight into your stakeholders. Both video conferences and telephone town halls have instant polling features. A telephone town hall captures up to 16 data points on each participant and compiles all questions and comments from the audience into a report.
By asking these questions before you start looking, you’ll find the service best suited to your needs. We at Converso offer different options when it comes to virtual meetings – both small and large scale.
Converso is Canada’s premium provider of dial-out virtual meetings called Telephone Town Halls, now bringing our best practices to manage video conferences. Reach out to us at www.converso.co/contactus.