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Categories Insights Tags Conference Services, Information Technology, Thought Leadership

The Virtual Pivot: Transforming Your In-Person Meetings to Successful Virtual Events

The Virtual Pivot: Transforming Your In-Person Meetings to Successful Virtual Events

Written by: Almeda Kyser
Virtual events are the new norm. With travel restrictions due to COVID-19, many organizations are rethinking how they disseminate information, build communities online, and engage users. As businesses rush to transform the workplace to accommodate these new demands, virtual workspaces are growing through the use of innovative digital tools and platforms.

But it takes more than digital products to craft an innovative solution to conferences and meetings in the current pandemic. Pulling off a successful virtual event that effectively brings teams and clients together from across the country or around the globe requires strategy, customized technology, and detailed project management.

Virtual meetings can generate higher participation and engagement than in-person meetings regardless of size, with careful attention to the logistical challenges of hosting an event. The Bizzell Group’s (Bizzell) Conference Management and Logistical Support team developed the following list of best practices to help clients and partners transform their in-person meetings to successful virtual events.

DEVELOP A STRATEGY

Strategy drives the meeting planning process and is the critical element when pivoting to virtual events. It is important to ensure that meeting stakeholders’ perspectives are considered in defining the elements of a successful event outcome, and in choosing the set of virtual tools to deliver that outcome.

  • Set clear goals and objectives for the meeting.
  • Determine which components will be a part of your virtual event: for example, general sessions, breakout sessions, posters, trade show, and networking sessions.
  • Choose a virtual strategy that will help you meet the goals and objectives of your meeting and is aligned with the needs of the audience.
  • Develop a detailed work plan that will create a clear path towards meeting the goals and objectives.

CHOOSE THE BEST MEDIUM FOR YOUR AUDIENCE AND MESSAGE

How you deliver the content is just as important as the content itself. The medium really is the message when it comes to virtual meetings. Choose the medium that best meets your audience’s needs — whether it is a webinar to share PowerPoints with a large group, or a teleconference for your weekly team check-in.

  • Webinars/Video Conferences/Virtual Events
    • Webinars allow participants to join from anywhere and view presentations from one or more speakers. Most webinars allow participants to view speakers with video conferencing, ask questions with chat features, provide feedback with polling tools, and use closed captioning. Since webinars allow you to present live or pre-recorded events, be sure to post recorded presentations to your website
    • To enhance the participant experience and innovate your virtual conference, consider creating a virtual world and use a virtual reality system. 3D virtual event platforms are lifelike environments that best match your event’s audience and mimic the dynamics of a physical conference.
    • There are many tools for webinars and virtual events, such as Zoom, Adobe Connect, RingCentral, Microsoft Teams, Bluejeans, Crowdcast, Intrado, Webex, GoToMeeting, GoToWebinar, Google Meet, GlobalMeet and JoinMe. Each offers a variety of tools and features to enhance the overall experience. An experienced Meeting Planner can help you choose the best program for your needs.
  • Teleconferences/Phone
    • Teleconferences allow participants to join an audio call from anywhere. They are accessible through landline, smart device, and computer, making them a good choice to reach a wide variety of participants in multiple locations with varying technology.
    • Many platforms for webinars and virtual events also offer teleconferencing capacity. Check with each platform to evaluate their features and ensure the best fit for your teleconference.
  • Hybrid Events
    • Hybrid events are held for participants unable to travel or attend an in-person event such as town hall meetings, trainings, department meetings or conferences. These events require very high-level video production equipment and online requirements for virtual participants. When successfully implemented, they can offer participants nearly the same experience as in-person attendance.

DESIGN EVERY DETAIL

Maintain a Standard Operating Procedures checklist that can be used and customized across all types of meetings and at every venue, whether virtual or in person. Make this a living document that will guide and develop meeting plans before, during, and after an event, and serve as a record of lessons learned that will track data and drive continuous improvement.

  • Set clear goals for your virtual event and share those goals in your messaging before, during, and after the event.
  • Determine the appropriate platform and technology for your event based on the goals and objectives, and the event components.
  • Design every detail of the meeting, script out every phase in advance, and schedule a dry run rehearsals of all elements including the technology platform.   
  • Always have a plan to prepare for disruptions or glitches that may occur during the meeting. Assign staff to be in charge of managing this aspect of your event.

RECRUIT DYNAMIC SPEAKERS + DELIVER RELEVANT CONTENT

The success of many events is determined by the quality of the speakers. Preview the speakers before the event and check out reviews from their past presentations. Discuss the meeting goals with the speakers and ensure the content will be focused on the needs of participants and the event.

  • Recruit dynamic speakers who present great content that is relevant to the goals of the event. Content is key, and the content and delivery need to capture and keep your audience’s attention.
  • Recruit speakers who are experienced in virtual formats and have an active plan to engage the virtual audience.

MAKE IT INTERACTIVE

Audience engagement is more important than ever in the new virtual environment. Technology offers exciting opportunities to reach participants in new ways.

  • Create an interactive, meaningful experience by incorporating activities like gamification to keep the audience excited about learning.
  • Leverage digital collaboration tools such as white boards to increase engagement.
  • Incorporate creative tools such as Word Clouds and breakout room discussions and have participants report back to the larger group.
  • Include participant polling and chat box responses during the meeting to enhance engagement and invite feedback. 
  • Keep real-time notes of audience discussion, and invite the audience to recap key themes, takeaways, and next steps at key junctures throughout the meeting.

COLLECT AUDIENCE FEEDBACK

Audience feedback after the event is the key to making data-driven improvements. With expertly crafted survey instruments, meaningful insights will increase opportunities for success.

  • Analyze participant polling collected during the meeting, to assess real-time engagement and tracking towards meeting goals. 
  • Design post-event surveys to capture meaningful metrics and drive data analytics, such as speaker feedback, digital platform accessibility, participant engagement, achievement of meeting goals, and opportunities for quality improvement.

With a clear strategy, customized technology, and detailed project management, virtual events offer new opportunities to keep groups of all sizes engaged with focused content and active tools to bring meetings to life. Bizzell has successfully orchestrated webinars, virtual conferences, teleconferences, and hybrid events ranging from thousands of participants, to small groups of high-level decision-makers.

CONTACT US

Do you need innovative solutions and assistance converting your in-person events to virtual meetings? Contact Bizzell’s team of event planning experts to support your conference and event planning needs.

Categories Insights Tags Administrative Support, COVID-19, Thought Leadership

Telework Best Practices: Tips for Staying Connected during COVID-19 Pandemic

Telework Best Practices: Tips for Staying Connected during COVID-19 Pandemic

Written by: Almeda Kyser

The novel coronavirus (COVID-19) has transformed how and where we work. Businesses are rushing to transform the workplace as virtual workspaces become the norm. For the Bizzell Group (Bizzell), meeting remotely from across the globe is nothing new, but recent events have required more creative approaches. Bizzell Vice President for Conference Services, Almeda Kyser shares telework best practices when your only commute is along the internet superhighway.

Find ways to connect collaboratively: Now that we don’t have human, face-to-face interaction we are forced to be more strategic and innovative, Almeda says, and that means we must connect more often –don’t let a week go by without some form of group engagement.

  • Schedule team checkpoints: Add brief, 15-minute, every-other-day remote team meetings into the weekly schedule, preferably in the mornings, to give teams a chance to share project status and updates.
  • Arrange video gatherings: Once-a-week bring teams together with live streaming events for no more than 30 minutes – in addition to recurring department meetings — to give teams the chance to see each other and just check in. These can be informal gatherings that start with work discussions and segue into some fun social time.
  • Keep teams engaged: To break the daily monotony, Almeda sends out trivia polls and questions to keep brains active and teams talking. She also recommends periodic virtual round table discussions, just 15-to-30 minutes in length, on various subjects to keep the excitement going. Almeda plans to implement daily educational webinars for professional development so that teams expand their professional horizons.
  • Use communication platforms: Just like water cooler gatherings of old, it’s important to create an informal gathering space. Almeda employs virtual methods like productivity platforms and real-time instant messaging applications to keep individuals and teams in touch and informed while saving email space for more formal missives.

Maintain work routines: The advantages of working from home include no more running for the school bus or standing in the subway line. We still need to maintain our normal work schedules, Almeda notes, and behave at home the same way we would at the office.

  • Prepare for work: Rise and dress according to your regular routine. It’s also important to heed company guidelines about venues that might hinder productivity by monitoring social interaction while working and limiting social media use (some smart phones are equipped with alarms that help users keep social media time to a minimum). Discipline and consistency in work styles is even more important, now, as we face the prospect of working from home not for just a few days but potentially weeks to months.
  • Meet client needs: Clients look to us to set the tone for meetings, Almeda points out. When video conferencing with clients, maintain professional etiquette and clothing. Before audio conferences, ensure that file sharing applications are in use, but shut down any other computer applications that might distract you. Bizzell is experienced in using several virtual event platforms to customize virtual events for clients, such as WebEx, Adobe Connects, Zoom, and RingCentral. And, we have established SOPs, checklists, and timelines to ensure that Bizzell facilitates a successful event.
  • Use project management tools: Project management tools are integral to our client work at Bizzell, and Almeda encourages using these platforms to manage tasks and deliverables for your internal teams and external clients.

Keeping up morale: Bizzell CEO and senior leadership play a major role, Almeda says, to ensure that the office culture Bizzell has established translates into a virtual culture.

  • Reach out and virtually touch: Almeda anticipates more frequent outreach to address concerns that employees may have now and more efforts to engage with each other. For example, create a theme day on Fridays, when groups can collectively wear a theme color, share lunchtime remotely, or enjoy a virtual happy hour. Be sure to celebrate birthdays and work anniversaries. “We love the human compassion from being around each other – it’s important that we don’t become transitional people.”
  • Send out words of encouragement: Give your team praise and encouragement – let them know you still value what they do, Almeda urges. She did this with her own team during the first week of teleworking by sending out personal messages to reassure them and let her team know they are appreciated.
  • Take care of yourself: It is just as important to care for yourself, and Almeda recommends including exercise in your daily routine. Also focus on your mental health. Take a few minutes to step away from your computer to play a quick game, meditate, for quiet time, spiritual affirmation, or a brief read. Teleworking has allowed for less physical stress and more family time as meals are once again shared at the dining table, she notes, so enjoy the company.
  • Keep policies flexible for now: “This is a learning space for everyone,” Almeda notes, “there will be a lot of trial and error about what works and won’t work for Bizzell.” She foresees that companies will become flexible about telework policies as they reassess the need for office space and utilize available technologies that enable live streaming across locations. “Companies have multiple options for teleworking now more than we did 10 years ago, but it’s important to have a plan B in place.”

Bizzell is committed to continuing exceptional work with our clients during the novel coronavirus pandemic and beyond. We keep these principles values in mind while cultivating our teams during telework, and continuously delivering high-quality, client-centered service: Excellence, Integrity, Service, Innovation, People First, Diversity, Collaboration, and Professional Development.

The Bizzell Group (Bizzell) is a strategy, consulting, and technology firm that designs innovative solutions to help build healthy, secure, and sustainable communities in our nation and around the world. We leverage the combined experience of our diverse subject matter experts to develop data-driven, research-informed, innovative solutions to the world’s most complex challenges—ensuring our clients achieve their vision and goals. At Bizzell, we pursue meaningful projects that align with our motto: “Our clients drive real-world change. We accelerate it.”  Learn more about how we develop data-driven, research-informed, innovative solutions to SUDs and other complex-real-world challenges: https://BizzellUS.com/

Categories Insights Tags Behavioral Health, CEO Insights, COVID-19, Health, Mental Health, Thought Leadership

Maintaining Recovery from Substance Use Disorders During the COVID-19 Pandemic

Maintaining Recovery from Substance Use Disorders During the COVID-19 Pandemic

Written by: Anton Bizzell, MD

The global COVID-19 pandemic has had a profound impact on health care delivery systems and on patterns of social support worldwide, creating an unprecedented set of challenges for individuals in recovery from substance use disorders (SUDs). In addition to managing the situational anxiety many people are facing with the unknowns of the pandemic, the social distancing that is vital to reduce the spread of the virus and protect vulnerable people, leaves individuals in recovery physically isolated from their health care providers and support system. Some people with SUDs may be at higher risk of relapsing with extended periods of time at home, uncertainty about work or finances, added stress on family relationships, or social isolation.

With this extraordinary situation, new resources and solutions are emerging to help people struggling with SUDs gain access to treatment in order to maintain their path to recovery.

New treatment access and guidelines during COVID-19. Health care and treatment of individuals with SUDs is evolving to meet the challenges of social isolation during the global pandemic:

  • Telehealth: Most insurance companies are now covering telehealth services at the same rate as traditional in-person visits with health care and behavioral health providers. Providers use secure virtual platforms to conduct a confidential video assessment, and to provide any necessary prescriptions or referrals to additional virtual or in-person treatment.
  • Take-home Medication-Assisted Treatment for Opioid Use Disorders: The Substance Abuse and Mental Health Services Administration (SAMHSA) has issued Opioid Treatment Program guidance for states to be granted an exception to administer 14 to 28 days of take-home medication to individuals in an Opioid Treatment Program. This new guidance improves access to evidence-based Medication-Assisted Treatment for individuals with opioid use disorders (OUDs).
  • Treatment for Alcohol Withdrawal: The American Society of Addiction Medicine (ASAM) has issued a Clinical Guideline on Alcohol Withdrawal Management. Some states have closed liquor stores as part of COVID-19 restrictions, resulting in limited access; at the same time, individuals experiencing alcohol withdrawal may also have limited access to treatment and withdrawal management programs. The ASAM Guideline advises clinicians in decision-making and treatment, improving care for these individuals struggling with alcohol use and alcohol withdrawal.

Virtual support during COVID-19. Many new resources are available to help individuals in recovery access support virtually:

  • SAMHSA Virtual Recovery Resources: SAMHSA notes that during the social distancing and isolation of COVID-19, it is still vital to continue social connections when recovering from SUDs and mental health conditions. This Tip Sheet describes resources for individuals in recovery and gives guidance for setting up a virtual recovery meeting.
  • National Alliance for Mental Illness (NAMI) COVID-19 Resource and Recovery Guide: Mental health support is a vital component of recovery. NAMI provides helpful tips for managing concerns about the virus, accessing virtual support, developing healthy daily routines, maintaining social support, and prioritizing self-care.
  • Alcoholics Anonymous Options for Meeting Online: During COVID-19, many Alcoholics Anonymous groups are exploring alternate ways to continue the community of support for recovery. This may involve phone calls, email, social media, and virtual meetings on digital platforms. Alcoholics Anonymous encourages groups to decide what will work best for them and provides information for groups making this change.
  • Virtual Narcotics Anonymous: This collaborative resource helps people find online and phone meetings of Narcotics Anonymous around the world. Narcotics Anonymous is for people who have any SUD and want support in their recovery.

Healthy habits to support recovery during COVID-19.  Some people in recovery have found it helpful to take this time of social distancing to focus on healthy habits that will support recovery. These can include:

  • Manage News Consumption
    • Check only established, reliable news sources. Set a timer to limit the amount of time you are reading the news. Avoid checking the news within one hour before bedtime, and instead focus on relaxing activities.
  • Get Ample Rest
    • Get at least 7-8 hours of sleep each night. Make sure that your sleeping area is used only for sleep. Use calming routines at night such as reading, taking a bath, or talking with a friend.
  • Develop and Maintain a Daily Routine
    • Keep a routine of getting up and getting dressed on a regular schedule each day. Set your alarm and start your day with a walk outside or your favorite breakfast. Take a shower, get dressed, and write out a plan for how you will spend your day.
  • Exercise Daily
    • Get daily exercise, even if it is just a gentle walk or simple stretches. If you usually go to a gym, look for online exercise programs such as yoga, dance, chair exercises, or even a boot camp routine. Start a virtual exercise routine with a friend so that you can encourage and support each other.
  • Schedule Time to Connect with Loved Ones
    • Schedule time for social connections each day, whether by phone, video, email, or text. Look for shared activities such as a book club, art activities, virtually movie night, or cooking that you can enjoy together remotely. Focus on connections with the people you can have honest conversations with about your feelings and struggles.
  • Other Mental Health Exercises
    • Choose activities that will support your mental health, including breathing exercises, journaling, or meditation. Look for online books and workbooks on Cognitive Behavioral Therapy (CBT), Acceptance and Commitment Therapy (ACT), and Mindfulness, to help you manage your thoughts, worries, and behaviors during this challenging time. Notice what feels relaxing and restful for you, and intentionally choose those activities.

The COVID-19 pandemic has created new challenges for individuals in recovery; it has also fostered creative new approaches to treatment and support, many of which are reaching people in new ways that may continue beyond the end of social distancing. With continued integration of treatment, virtual support, and healthy habits, recovery can continue.

The Bizzell Group (Bizzell) was founded by President & CEO Anton C. Bizzell, M.D., a leading substance use disorders (SUDs) expert and former Medical Officer for the U.S. Department of Health and Human Services (HHS). Dr. Bizzell was selected as Maryland’s 2020 Small Businessperson of the Year by the U.S. Small Business Administration (SBA). Bizzell’s recent work includes systematic, integrated approaches designed to effect lasting change in the field of SUDs through work with the National Institute on Drug Abuse (NIDA), the National Cancer Institute (NCI), the Substance Abuse and Mental Health Services Administration (SAMHSA), the Food and Drug Administration (FDA), the Centers for Disease Control and Prevention (CDC), and the United States Chamber of Commerce Foundation (USCCF). Learn more about how we develop data-driven, research-informed, innovative solutions to SUDs and other complex-real-world challenges: https://BizzellUS.com/

Categories News Tags Centers for Medicare and Medicaid Services (CMS), Communications & Outreach, Contracts, COVID-19, Data Analytics, Data Validation and Administrative Contract (DVAC), Health, Quality Improvement, Special Populations

Bizzell Supports Development of CMS Nursing Home Toolkit to Combat COVID-19

Bizzell Supports Development of CMS Nursing Home Toolkit to Combat COVID-19

The Bizzell Group (Bizzell) supported the Centers for Medicare and Medicaid Services (CMS) in the development and release of the Toolkit on State Actions to Mitigate COVID-19 Prevalence in Nursing Homes. The toolkit is designed to facilitate efforts to manage the spread of the novel coronavirus disease 2019 (COVID-19) in nursing homes, and includes strategies, best practices, and resources to assist long-term care facilities with disease control and prevention, gaining access to personal protective equipment (PPE), managing the transfer of patients, implementing protocols around visitation and staffing, and more.

Bizzell assisted CMS by facilitating the coordination, organization, design, editing, and 508 compliance remediation of the toolkit. Content for the toolkit was curated by a number of experts, including health care providers, Governors’ COVID-19 tasks forces, associations, community partners, and the 12 Quality Innovative Network-Quality Improvement Organizations (QIN-QIOs).

In addition to nursing homes, the toolkit was distributed to Governors, health departments, and other agencies and facilities that serve elderly populations at the local and state levels. Learn more about the toolkit here: https://www.cms.gov/newsroom/press-releases/cms-issues-nursing-homes-best-practices-toolkit-combat-covid-19

This work is in support of the CMS Data Validation and Administrative Contract (DVAC), in which Bizzell was selected to lead and evaluate the improvement of quality healthcare programs—including nursing home care.

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