Virtual Town Hall

Virtual Town Hall Solution

The  Virtual Town Hall provides a digital destination for organizing town hall events, distributing content, and driving employee engagement. Event planners can effectively organize the events, make related announcements, solicit feedback from employees, and surface comprehensive and media-rich content across the entire organization. 

Solution Overview


Business challenges 

  • Communications (Primary) 
  • Culture and Engagement (Secondary)
  • Collaboration (Secondary)

Owners and audiences 

  • CEO and/or COO (Owners) 
  • Human Resources (Owners) 
  • All employees (Audience) 

Business value 

Centralize town hall details and connect organizers, employees, and your senior leadership team. The Virtual Town Hall Solution is where employees can see a calendar of events, view announcements, ask questions – and where organizers can draft content for an upcoming town hall. Ensure employees never miss a town hall by leveraging the features of the Virtual Town Hall, including archiving past town halls so everyone’s in the loop even if they couldn’t attend the live event. You can also embed videos, add summaries and related resources, and showcase speaker profiles, as well as post info from Q&A sessions and ask follow-up questions.

A separate area of the Virtual Town Hall is accessible to event organizers and participants with the proper permissions. It’s a dedicated space for organizers to collaborate on files, share quick updates, store information, and prepare for upcoming town halls.

Key features

  • Live streaming
  • Behind the Scenes (working group/planning area)
  • Event calendar 
  • Past events file storage

Screenshot

SolutionsScreenshots_VirtualTownHall_LIVE.jpg

Business Outcomes

Measuring success

The Virtual Town Hall solves communication-based challenges related to distributing town hall event information, connecting employees no matter where they are and keeping them informed about past and upcoming event details. Key performance indicators (KPIs) used to measure the success of your Virtual Town Hall should focus on solving those challenges.

Key outcomes

Measuring against KPIs specific to the Virtual Town Hall allows you to determine: 

  • What information do employees need and want to know about town hall events?
  • What information related to town hall events do employees feel is missing? 
  • What people-focused goals and objectives have helped improve the town hall event experience? 
  • What information-focused goals and objectives will help ensure employees have the information they need to attend and participate in town hall events? 
  • What process-focused goals and objectives will make town hall events more efficient? 

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Virtual Town Hall include:  

  • Centralizing information and connecting organizers 
  • Ensuring employees never miss a town hall
  • Staying organized and preparing for what’s next

Business processes

You should incorporate your Virtual Town Hall Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. choosing and/or booking venues, presentation guidelines and approvals)
  • Are there processes that need to change? (e.g. post-event feedback gathering, technical operations for streaming, management of virtual conversations) 

Key areas

Some key areas to pay close attention to when measuring the success of your Virtual Town Hall include:

  • Homepage
  • Behind the Scenes (working group/planning area)

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Virtual Town Hall. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It is critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% decrease in the number of questions related to topics covered at town hall events
  • X%  Satisfied to Very Satisfied Rating for "Overall, how would you rate your understanding of the organization's goals for the next quarter" (through a Town Hall Feedback Survey)
  • X% increase in the number of Views of town hall recordings, if applicable
  • X% increase in the number of off-site employees logged into live town hall feed
  • X% increase in the number of Microblog articles posted to the "Behind the Scenes" Microblog Channel leading up to a town hall event (recommendation: measure a month before town hall event until the day of event)
  • X% increase in page traffic coming from email subscriptions
  • X% Increase in the number of town hall event video recordings posted in the Virtual Town Hall 
  • X% Decrease in the number of questions submitted related to topics covered at a recent town hall event 
  • Average rating of Satisfied to Very Satisfied for "Overall, how would you rate your town hall experience?" (through a Town Hall Feedback Survey)
  • X% increase in the number of contributions to Town Hall Blog or Microblog Articles (Likes, Comments, Ratings) 
  • X% increase in the number of Views of Town Hall Blog or Microblog Articles
  • X% increase in the number of (and frequency of) departments/teams submitted topics for town hall events without being asked  
  • X% attendance at town hall events (virtual or in-person - consider tracking virtual vs. in-person attendance separately)
  • X% increase in the number of views of Recent Town Hall info section
  • 100% of departments represented at town hall event through department-specific update/presentation (if departments currently not represented at town hall events, start with a lower percentage and increase gradually)
  • X% increase in the number of Forum submissions suggesting presentations/topics for upcoming town hall events
  • X% Agree to Completely Agree Rating for "My department's presentation accurately communicated team goals for the next quarter" (through a Town Hall Feedback Survey)
  • X% increase in the number of Microblog articles posted in the "Behind the Scenes" area of the Virtual Town Hall
  • At least X number of Microblog articles posted by executive team members to the Virtual Town Hall Microblog Channel(s)

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

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:

  • Site 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. 

Launch

  • 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.

Engage

  • 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.

Govern 

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.  

Evolve

  • 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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