Everyone loves a good party, and nothing helps break up the daily routine and injects life into an office like a workplace event. More than just a welcomed opportunity to socialize and build team morale, events should be utilized for recruiting, new organizational launches or big changes, special events, and ERG-specific themes.
A beautiful benefit of ERGs (employee resource groups) is that they add great value to any event, taking them deeper and to the next level. ERGs can help with your diversity efforts in recruiting and hiring, assist in marketing the full personality of an organization, and host their own ERG-focused events that will help to inform and train as well as provide the energy of inclusion that helps everyone feel more welcomed and comfortable.
Although much of the workforce has gone back into the office or operates in a hybrid model, virtual events are still probably the best way to host an event quickly while reaching the most people possible.
Hosting a successful virtual event doesn’t have to be nerve-racking.
Just follow these simple steps, and your ERG will be hosting events that will be enjoyable, productive, and highly beneficial.
Virtual events aren’t like in-person events, where you can make a lot of last-minute changes and can more easily “go with the flow.” Since you aren’t face-to-face, those quick adjustments are more difficult. So, make sure you have a loose outline of your event. Don’t be too rigid – factor in some flexibility – but make sure you have an outline that everyone in the planning process has access to and that everyone understands the plan, vision, and agenda.
I’m someone who lives in the spur of the moment, but you need a vision for your event. Once you figure out what the goal of the event is and what you want people to walk away with, you can essentially reverse-engineer your planning strategy. Ask yourself what it takes to achieve that goal, what may get in the way, and how to prevent any barriers. With this method, you will have a solid strategy and also begin troubleshooting before anything even happens. This extra thought, foresight, and planning will keep the sailing smooth.
Nothing makes virtual events more annoying than excessive overtalking, accidental interruptions, and the dreaded “oh, you talk. No, you were talking.” back and forth where no one knows if they should stop if the other person is done, or if they should keep talking. It ruins the flow, the mood, and the information.
So, set some basic house rules on when to speak, allowing people to finish, keeping comments brief (or panels or group participation), and the protocol for contributing comments and questions. We want everyone to participate and everyone involved in the event to have the ideal opportunity to contribute. We just want to make sure we can do that smoothly and effectively.
Be mindful of accessibility and ensure everyone has the opportunity and resources to properly attend and be involved. This may mean many things, but consider everyone’s internet and computer accessibility (especially if you’re inviting people outside of the organization), as well as the options for closed captioning, interpreters, and transcripts.
Look – things are going to happen. But it isn’t about throwing a “perfect” where we predict every possible situation and issue, but being mindful, flexible, and with a structure set up where when things do happen, you can quickly and successfully adjust. Following these tips will give that vision, mindfulness, and structure that will allow your ERGs to host – and keep hosting – events that will greatly impact your organization.
If you’re looking for a virtual speaker for your next diversity event, contact me right now! My name is Jessica Cox, and I’ve been delivering speeches for successful virtual events at some of the world’s leading companies. Deliver both the diversity and the education you’re looking for with a speaker people will want to listen to. Let’s make your next event the best possible!
