Technology

Host Better Virtual Town Hall Meetings in 2023 with This Guide

Webinar Platform
Written by Bilal Munsif

Town hall meetings are an indispensable part of every organization, for they enable people working in an organization to stay connected and on the same page. Town hall meetings help employees and employers stay in contact with each other. Not only this, but the town hall meetings ensure that the employees stay updated with what’s happening in the company. 

Virtual town halls have sprung into action as the remote workforce has grown in popularity. 

With people working remotely, it goes without saying that communication becomes very difficult. With virtual town hall meetings and virtual town hall platforms, what used to happen in a physical setting has now gone completely virtual. 

Thorough employers and team leaders have cracked the code of hosting seamless virtual town hall meetings, making it an engaging one that still remains one of the most major concerns. Time and again, it has been found that the attendees find it difficult to stay focused. This results in less productivity, and people get zoned out time and again. Apart from that, the phenomenon of “Zoom Fatigue” is real. 

It is why it becomes necessary to host virtual town hall meetings that are not only efficient but also engaging. Organizers should focus on charging up their virtual town hall meetings. 

How? Don’t worry. In this blog, we will talk about all the ways and ideas you can use to host engaging and interactive virtual town hall meetings in 2023.

However, before moving directly to the ideas, let us get our ideas and concepts clear. 

When it comes to hosting a virtual town hall meeting, you need to ensure that you don’t end up hosting it too often. Neither should you have too much of a gap between two consecutive virtual town hall meetings. Though it is advisable to host virtual meetings once a month, here are a few factors that one should consider while planning an online town hall meeting. 

  • Size of the company: It is one of the most important factors that one needs to consider while planning a virtual town hall meeting. If you have a large workforce, it would get difficult for you to repeat meeting pointers time and again. Not only this, it might also get difficult for you to host weekly meetings. Hence, you need to consider these factors before planning a virtual town hall meeting. 
  • Speed of Change: If you feel your organization is going through rapid changes, it becomes necessary for you to keep your employees updated with what’s happening in the company. Hence, in this case, you should take it to a virtual town hall meeting platform frequently. 
  • Particular Time of Year: There are a few occasions when it becomes necessary to host virtual town hall meetings and communicate with the employees. These occasions can either be some festivals or some corporate events. 

Now that you know when it is the right time to plan and host a virtual town hall meeting, here is a step-by-step guide that will help you make the most of your virtual town hall meeting. 

1.Pre-Planning

There are a certain number of things that you need to consider during the planning and execution phases of your virtual town hall. It is time for you to decide on the virtual event platform that you will use to host your virtual town hall meeting. Since there are several options available on the market, choosing one might prove challenging. However, you need to have a clear idea of what you wish to deliver and what features you wish to incorporate into your meeting. 

Though there is no bar or restriction for event organizers on the number of people who can join the session, it is still important to have a count of the number of attendees. It is to ensure that each of the sessions is hosted properly. 

While you are planning the virtual town hall meeting, be mindful of the time zones. 

2.Define the Objective

The next thing you should do while planning the meeting is to define the objective of the meeting. You should know why you are hosting the meeting and share it with the attendees as well. Does your meeting talk about some new launches, or is it a regular session to catch up with the employees? Whatever it is, ensure that you have clarity, and so do your attendees. Having a clear agenda will help you choose the speaker, agenda, and presentation of the meeting. 

3.Send Meeting Invitations

Though you can always simply ask the attendees to join the meeting, you should send a proper invitation to them for the virtual town hall meeting. You can also invite them directly through Google Calendar if it is a regular meeting. But, whichever way you choose, ensure that you let the attendees know the meeting agenda in advance. In the agenda, include the date, time, and subject of the meeting. Not only this, you should also add some basic guidelines that the attendees need to follow while the meeting is going on. Setting a few ground rules for the meeting will help to ensure that there is no chaos or confusion and that the meeting runs smoothly. 

One more thing that you should add while sharing the meeting agenda with the attendees is a list of frequently asked questions. It will ensure that the attendees have solutions ready and don’t have to depend on anyone else. 

Also, the attendees would want to ask a few questions at the end of the session. To ensure that all their questions are answered, ask them to share their questions before the meeting. Again, it is a great idea to avoid chaotic situations. 

As we mentioned, hosting virtual town hall meetings is not only a good way to share company updates but also to boost communication among the employees. You can also use this platform to share and celebrate the achievements of your employees. Hosting a virtual town hall meeting is one thing; hosting an engaging and efficient town hall meeting is another. If you want yours to glide smoothly like butter, use the ideas we have shared with you. 

About the author

Bilal Munsif

I am a Web Developer at different sites come and visit now.
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