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Virtual Town Hall - Solution Roadmap
The Virtual Town Hall Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.
These are the major implementation initiatives for the Virtual Town Hall Solution:
- Information architecture: Review the Solution architecture.
- Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content.
- Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
- Configuration: Update the Solution configuration settings.
- Users & Groups: Add groups and users to the Solution.
- Content: Add content (e.g. news, events, files, instructions) from previous board meetings to the solution. This may include uploading previous board decks, resolutions, meeting notes in the appropriate area of the solution. At this stage, the appropriate permissions will need to be applied to each area.
- Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
- Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
- Training: Train key stakeholders on the Solution (e.g. Human Resources).
- Integration: If you'll be using live streaming for town hall events, consider which streaming service you'd like to integrate with (e.g. Zoom, Webex, other webcasting services).
Drive engagement and adoption
It's time to launch your Virtual Town Hall Solution. Use the recommended tactics below to successfully launch your Virtual Town Hall, engage employees, and think about how to expand the Solution in the future.
- Market it: Create a mini-marketing plan to organize the launch of your Virtual Town Hall in your digital workplace. This can include communication about what it is, the benefits, and teaser videos.
- Plan your launch around an event: Launch your Virtual Town Hall Solution with your next town hall. This can either be revealed right before the event or introduced at the event. If you introduce it during your town hall event, you'll be able to guide employees to the feedback forum you’ve provided. Provide a short video tour and post it to your main Microblog or corporate blog, and provide a link to the new area.
- Create a launch video: Create a launch video featuring your CEO or leadership team endorsing the Virtual Town Hall as a new way to attend or gather information.
- Provide updates: Between town hall events, regularly post updates to your company blog. Posts could feature topics that will be covered, details on a presenter, feedback requests, or announcements of when and where the next event will be held.
- Gather feedback: Send out a survey to gather feedback immediately following a town hall event. Gathering feedback while the experience is still fresh in their minds allows employees to help the planners create more engaging events in the future.
- Continue conversations: Post relevant resources shortly after the latest town hall event to allow employees to review these materials, such as presentations, in further detail and to encourage conversations that continue beyond the event itself.
This Solution should be managed by the CEO/COO in conjunction with the HR team.
- Manage events: Set up a town hall team to schedule and manage all events, including:
- Cadence of town hall events
- Size and scope of a town hall event (e.g. corporate-wide vs. localized, resources, staffing)
- Consistent agenda and duration
- Tools for broadcasting and sharing of information
- Feedback mechanisms to gather employee feedback
- Determine goals: Determine the key objectives and measures for each town hall event.
- Quick teaser videos: Leading up to your town hall events, get your employees engaged and excited by sharing quick teaser videos from presenters that will be speaking at the next town hall event.
- Accept anonymous questions: If you're finding employees are hesitant to ask questions through a visible forum, try adding a survey/form made in WuFoo or Google Forms that can be curated into a Forum Channel by a “Named Site Account”. This allows employees to submit questions around some more sensitive topics that impact the entire organization and are suitable to be addressed in the town hall event environment.
- Leverage feedback: Review and incorporate feedback from frequent users of the Solution to include updates and changes that have an impact.
- Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.
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