General details
EDIHs involved
Challenges
There is an increase of online meetings and online workshops, originally triggered by the pandemic. As remote interactions became the norm, it became clear that participants felt less obligated to keep appointments that had already been confirmed, as well as less committed to participating fully in these sessions. This trend was evident in the repeated reports of rising no-show rates and low participant involvement during online workshops. Such disengagement threatened the effectiveness of these virtual gatherings, undermining their potential benefits.
However, in order to improve the interest of participants and to keep them involved throughout the entire duration of the online workshop, good practices were developed that help to improve the success of online workshops and to ensure participants’ lasting involvement.
Solutions
As part of the design and conduction of online workshops, the recipient can use the expertise of the European Digital Innovation Hub Südwestfalen to improve the effectiveness and participant engagement in virtual events. The EDIH services are used in particular in the following areas:
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Presentation of individual online tools such as online survey tools
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Development of interactive workshop formats that increase the concentration and motivation of participants
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Delivery of best practices for increasing participant participation
The first step before conducting an online workshop is, of course, to advertise it. Here it quickly became clear that the target group should not be addressed too generically. It could be assumed that a generic approach would make more people feel addressed and therefore register for the workshop. However, it became obvious that it is better to include a narrower selection as a target group directly in the description of the workshop.
A clear description of the workshop should also be provided by the applicants. It should be emphasised what one can expect as a participant: What are the objectives of the workshop? What methods will be used? And another important aspect: Is one obligated or allowed to interact with other participants? - Answering this question in particular is very important.
If the workshop is held, interactions with and among the participants should be encouraged. This can be achieved, for example, by using so-called "energizers". Energizers are short, usually playful activities that are carried out after breaks or at the beginning of sessions to restore participants' energy and concentration. These activities serve to refresh participants' attention and increase engagement.
Another aspect that should also not be neglected is that people learn differently. This means that you should try to address these different types of learners in your workshop. In addition to a discussion, online tools can help, for example, to record results.
Results and Benefits
Results:
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Increased number of participants: By implementing the named best practices, attendance at online workshops can be significantly increased.
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Reduced no-show rate: The no-show rate (participants who do not show up without prior notice) can be significantly reduced by an effective mailing 2 weeks, 1 week and 1 day before the event.
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Increased interactivity: The use of "energizers" and interactive online tools leads to an increase in the active participation of participants. This is particularly evident in the feedback, as participants are happy to learn about new online tools and can then integrate them into their everyday work.
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Improved participant satisfaction: Participants gave good to very good feedback after workshops using our best practices, so it can be concluded that people generally come away from these workshops with a significantly higher level of satisfaction. Participants particularly appreciate the interactivity and variety provided by "Energizers".
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Increased learning motivation and retention: By specifically addressing different types of learners and integrating diverse elements including group work, the participants' motivation and commitment to learning was strengthened. This should lead to a better understanding and greater application of what has been learned in practice.
Benefits:
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Expanded digital capabilities: Companies can significantly expand online capabilities by using new digital tools and platforms. They are able to efficiently design and conduct complex workshop formats that would not have been possible before due to a lack of digital resources.
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Increased efficiency and productivity: The optimised processes lead to time savings in the preparation and implementation of workshops. This makes it possible to conduct more workshops in less time and make better use of resources.
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New level of expertise: It is possible to achieve a higher level of digital expertise. Recipients are now able to apply advanced workshop methods and techniques that were previously unknown, resulting in better market positioning.
Perceived social/economic impact
The solution, developed through the expertise of the EDIH Südwestfalen, stands out for its interactive approach to the design and conduction of online workshops. The integration of "energisers", the targeted approach to different types of learners and the use of advanced digital tools create a unique learning environment. A the methodology is customised to the needs of the participants, which makes the solution particularly valuable.
By improving and promoting online workshops, access to high-quality education and training opportunities is made easier. People now have the opportunity to take part in valuable training courses and workshops without having to travel.
The interactive methods promote the active participation and integration of all participants, regardless of their individual learning preferences. This contributes to a more inclusive learning environment that supports diversity and collaboration.
Online workshops offer a platform for the exchange and networking of experts and interested parties from different regions and sectors - throughout the European Union. This promotes the exchange of knowledge, cooperation and the development of communities that can work together on solutions to current challenges.
By using more effective and interactive workshop methods, companies can optimise their training and development programs. This leads to higher employee productivity as they are better trained and more motivated.
Online workshops significantly reduce the need for physical rooms and travel costs. This leads to significant cost savings for companies and enables a more efficient use of resources.
The solution helps to accelerate the digital transformation in companies. By introducing and using digital tools and methods, companies become more future-proof and competitive in an increasingly digital economy.
Measurable data
The implementation of interactive elements, such as energizers, in online workshops has been proven to lead to a 20-30% higher participation rate among participants. These short, dynamic activities not only promote attention, but also increase active participation, which significantly boosts the effectiveness of the workshop.
In addition, a clear and targeted approach to potential participants makes a decisive contribution to reducing the no-show rate by up to 50%. By clearly communicating expectations and emphasizing the relevance of the workshop, participants feel more committed to actually attending.
Lessons learned
DO: Involve your participants
The more involved the participants are, the more you can get out of the event. Encourage your participants to ask questions, involve them through queries or assessments (e.g. also via online questionnaires / word clouds, etc.)
DO: Use "energizers"
As already described, energizers are small tools that pick up the participants after breaks. In online formats in particular, they have a major impact on the concentration and motivation of participants.
Example for an "Energizer". An icebreaker game can be e.g. a round of "Two truths and a lie", in which each participant takes it in turns to make two true and one false statement about themselves, and the other participants have to guess which statement is false.
DO: Send reminders
In the hustle of everyday working life, a meeting - especially if it takes place online - can quickly get overlooked. It has been shown that sending a calendar entry two weeks before the appointment and a reminder 24 - 48 hours before the event has reduced the no-show rate significantly.
DO: Send follow-up reminders
Participants are often interested in the workshop document in order to pass it on and work with it. These follow-up emails are a great opportunity to draw attention to the EDIH's offers and to enter into bilateral discussions.
DON'T: Frontal teaching only
The workshop should not be a monologue - the moderator should not have 99% speaking time. The point of a workshop is for participants to become active themselves and work on the content themselves. Prior theoretical input is always necessary and useful - but theory alone will not engage the participants withyour topic.
DON'T: Let your participants hide themselves
There are people who like to hide in online meetings. In this case, the camera and microphone are often permanently muted. Actively approach these participants and get involved in the meeting. Especially in small groups, these people can have a huge impact on the overall group dynamic.
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