1. Introduce Zoom to staff
Train staff so that they’re comfortable using your chosen video conferencing platform. Get used to it yourself and practise.
Decide in your leadership team how you want to use the platform to deliver your service. Familiarise yourself with the key features, before launching a pilot scheme with your team. To do this, you can use internal meetings as a testing ground for video conferencing.
Some people might feel more comfortable than others and some may require further support.
2. Decide on the platform
After testing, gather internal feedback from the team about the platform. Find out what elements your team is confident with, and what elements they need further support with. Commit to spending more time with people who need more support.
Get feedback from service users by delivering some pilot sessions with a feedback component. From this, assess whether your chosen platform is the right choice for both your organisation's needs and those of your service users.
3. Set up a process for capturing queries
Questions about the event will need to be answered. Make sure there is a process for this – set up an inbox and check it every day in the run-up to the event, to make sure people know times, dates, and how to access their session.
Include an FAQs section to signpost people to on your website. This saves time answering basic questions.
Ensure there is a process whereby when someone signs up to an event they automatically get sent a Zoom invitation with all the information they need.
4. Promote training sessions and gather sign ups
Promote your sessions via social media and email newsletter.
You can also spread the word in the community. Get speakers to promote the programme directly through their professional networks.
5. Send Zoom links to attendees
Make sure that Zoom links are sent out automatically. That way, when someone signs up for a session, they automatically get an invite with important information.
6. Gather feedback and optimise the process
Ensure that you capture people’s contact information when they sign up. Work with the person delivering the training to write up a short survey that goes out after the session.
Find out what people liked and what could be improved. Send it out shortly afterwards, so people don’t lose interest or forget.
Check on responses and make tweaks where you can.
Many thanks to Auditory Verbal UK for contributing this recipe.
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