Lessons learned from online meetings during the COVID-19 pandemic

lessons online meetings COVID-19 The Association for the Sciences of Limnology and Oceanography (ASLO) has published some useful lessons learned from organizing six online scientific meetings during the COVID-19 pandemic. Here is my summary of what I think are the most interesting findings, plus some commentary. All quotes are from the article Virtual Growing Pains: Initial Lessons Learned from Organizing Virtual Workshops, Summits, Conferences, and Networking Events during a Global Pandemic in the Limnology and Oceanography Bulletin. Check it out for full details!

Online meetings improve access and attendance

Clearly, online conferences can make it easier for people to attend who might otherwise not be able to do so:

…participation [at in-person meetings] can favor more privileged scientists (e.g., well-funded, connected, established) while excluding talented but less privileged scientists who may not have available funds or flexible schedules to overcome barriers such as financial resources, travel time, disabilities (De Picker 2020), dependent care responsibilities (Calisi and A Working Group of Mothers in Science 2018), or visa acquisition (Matthews et al. 2020)

Conferences are an important learning and support resource for early career scientists. Online events make it easier for them to attend.

“…a hiatus from scientific meetings would also have come at a cost, especially for early career researchers (ECRs) who rely on scientific meetings to share their work, find career opportunities, and establish a peer cohort that provides emotional, mental, and personal support in addition to professional support.”

But barriers to attending online conferences still remain:

“…the online format removed potential barriers and likely increased participation by peers unable to participate in previous years. Still, some barriers remained, and new barriers arose, such as access to a reliable computer and internet connection, time zone management for conferences with a globally distributed audience, the unexpected energy demand of sustaining online attentiveness (the newly coined term “Zoom fatigue”), and finding time for dependent care as many schools, nurseries, eldercare services, and similar facilities enacted restrictions or limited services as a result of the COVID-19 pandemic.”

Nevertheless, attendance at three of the meetings was significantly higher than when previously held in-person. (The three other meetings did not share historical attendance data.)

“Attendance increased 50% over previous successful conferences with a significant portion (40%) of first-time symposium attendees.”

“The in-person meeting was space-limited to 65 participants. The virtual format opened registration to anyone. In total, 205 people had registered to access the workshop materials, with 150 individuals and 110 individuals consistently joining on days 1 and 2, respectively. Instead of the original limit of 15 in-person graduate students, the conference welcomed over 50 graduate and undergraduate students.”

“Initially planned as an in-person, ~ 50-person workshop in Minneapolis, Minnesota, U.S.A., the inaugural workshop took place 18–20 August 2020, virtually over Zoom … In total, 1038 registrants from over 30 countries participated, with individual session attendance in the low-hundreds.”

The full article also describes an overall increase in diversity of attendees at their online conferences. However, expanding presenter diversity wasn’t successful at one of the meetings.

Online platforms and tools used

The six meetings used a variety of online platforms and tools: Zoom (used in every meeting), webex, Voice Thread (used for poster sessions), Slack, Whova, Poll Everywhere, QUBES Hub (an online community for STEM activities), Slido, and Google Forms. Attendees were largely happy with these tools, with only a few problems reported. Read the article for details.

There was a general consensus that socializing opportunities online were inferior to in-person meetings. This was despite the use of backchannel communication platforms such as Slack during several of the events.

“Communication software, such as Slack, could not really replace the casual “hallway chats,” but did provide more complete documentation of conversations and a forum that could continue following the meeting.”

None of the meetings used one of the online social platforms I’ve described on this blog (1, 2, 3). I suspect that incorporating such platforms into future conferences would provide a better social experience for participants.

Online program fatigue

Several meetings reported their attendees experienced fatigue:

“Aside from programmatic needs, the community learned that mental and physical fatigue are inherent to both in-person and virtual formats. Much like an in-person, session-packed meeting, virtual meetings occurring for long hours, across multiple time zones can drain energy. Although a virtual format may more easily afford attendees the chance to “log-off” from the meeting, building in diverse events, such as social hours, breakout or working group sessions, and mixed presentation formats are crucial to prevent attendees from logging off too often or feeling drained by a meeting.”

I’ve written about how frequent scheduled breaks will help minimize online meeting fatigue. Some of the meetings reported that distributing their typical in-person program over a longer time period (e.g., a few hours per day over several days) helped reduce fatigue and maintain attendance.

Closed-captioning content

Three of the meetings added closed-captioning to pre-recorded talks, and attendees found this helpful. One of the report’s conclusions:

“Closed-captioning content benefits many, especially non-native English speakers.”

When online meetings use prerecorded videos, adding closed-captioning is an easy way to improve the viewing experience. Hopefully, real-time closed-captioning will become more accurate, affordable, and common in the future.

Hybrid meetings in the future

Several of the meeting groups expect to hold hybrid meetings in the future:

“GLEON is increasingly aware of barriers for meeting attendance, despite a long running sponsorship program. Hence, some form of a hybrid style meeting may offer the best way forward.”

“Hybrid models tailored to a specific society’s resources and needs could incorporate components of both the in-person and virtual experiences. One variant could be offering both the in-person and virtual components simultaneously, allowing attendees, who are not able or willing to travel, to partake in in-person sessions and panels through video-conferencing software. Here, an alternative hybrid form could consist of regional in-person meetings, to minimize travel, while still being connected to other regional meeting hubs via a shared online program. Another hybrid model could be re-envisioning the in-person conference altogether, where traditional presentation and poster sessions are conducted virtually, and a companion, asynchronous in-person conference parallels the themes of the virtual meeting but with a focus on working groups, networking, and research products.”

Although many attendees hoped to return to in-person conferences, they generally agreed that online meetings have shown their value and will remain an important option for future meetings.

Conclusion

Some of these insights may be familiar, some less so. Let’s thank the numerous scientists who took time to share lessons learned from holding online meetings during the COVID-19 pandemic! Such information is helpful to everyone working to make meetings better.

Image attribution: composite image created from images in Volume 30, Issue 1 of the Limnology and Oceanography Bulletin.

How to entwine content and connection during an online conference

content and connection during an online conference How can we entwine content and connection during an online conference?

During a MeetingsCommunity (MeCo) discussion thread “Networking at conferences” last week, Sharon Fisher posted this.

Sharon’s post

Hi all,

I am coming in very late to this conversation, but figured it’s never too late to share. For the last two years, I have been pondering “why is there such a big separation between content and networking?” Why do we look at those things as two distinctly different offerings? Why are we not blending the two together and looking at holistic ways to accomplish both goals with the same solutions?

And at the same time we being tasked with making our meetings more engaging, so why are so few of us asking ‘how do we make content/learning more engaging’ – as opposed to looking at those two concepts as different things. We seem to look at engagement as entertainment, décor, seating, venues, etc. (ie: more environmental) but rarely consider other alternatives to making our learning engaging.

Now that we are in the virtual world, I think it’s even more critical to stop looking at networking & engagement as something that happens outside of the sessions, and more as participation and conversation within the sessions. And exploring ways to blend education/learning/content with participation/networking/idea sharing/games so as to make our online learning more engaging.

Would love to hear from planners about how we might better integrate the ‘content designers/speakers’ into the engagement conversation. And to hear what you are doing in this online world to make your meetings more engaging.

Playing on…

Sharon Fisher

As it happened, I’d just completed facilitating an online conference that I think did entwine content and connection. This was my reply to Sharon:

My response

“Hey Sharon,

As you may know, you broach a topic dear to my heart. Why so many continue to relegate content and networking (though I prefer the term connection) to separate activities is related to the human inclination to do things the way we’ve always done them at meetings. Since I just finished running and facilitating a three-day European/Asian online finance conference for senior executives that I designed (and I didn’t have to travel further than the green screen studio in my attic!) I thought it might be helpful to share an outline of how we blended content and connection throughout the event.

Day 1

We ran the event mainly in Zoom, with a couple of other tools that I’ll mention. On the first day we used a process I call The Three Questions, which I’ve used at in-person events for many years. It allows the participants to learn about each other, current content interests, and expertise and experience in the group. The session provides a mix of content and networking, simultaneously uncovering the content people want to cover and the people in the room who are resources for doing so. We split the participants into three breakout rooms for a more intimate session. We scribed the content choices publicly in a single Google doc, viewable by all three groups. Each session also had a scribe to record the expertise and experience of individual participants. From this data we built an inventory of the learning resources at the event.

When this session was over, we immediately introduced the attendees to another tool, Gatherly, which simulates an in-person social online in a simple but effective way.

When you enter the Gatherly “room” you see yourself as a named dot on a room map. Other participants appear as named dots. Click on the map to move next to someone and you join each other in video chat. Your dots become a circle on the map, with the number in the circle showing how many people are in the video chat group. Placing your cursor over the circle shows who’s in the chat. Move next to the circle to join the group chat. (You can temporarily “lock” the chat to have a private conversation.)

Gatherly allowed people to meet people they’d heard share in the previous sessions and deepen their connection. We made it available at every break in the conference program.

We took the information gleaned from the opening session and a small group of us used an online whiteboard tool, Miro, to build a conference program for the following day, matching the content wants and needs with the appropriate expert leadership available.

Here’s the initial Miro board containing the topics uncovered by The Three Questions and imported into Miro.
content and connection during an online conference
And here’s the “working” Miro board after the small group had determined the peer sessions to hold.
Day 2

The second day’s sessions were not lectures but interactive discussions and explorations, focused on the actual needs of the participants. At the start of each session, we used a simple design to discover what people wanted to learn. The results shaped the session in the ways participants requested. During the sessions, people discovered peers who had relevant knowledge to share, further increasing relevant connection. Gatherly was again available during the breaks and after the day’s last session.

Day 3

On the final day, I facilitated a session that started with a trio-share.

People were moved into breakout rooms in three’s, where they briefly shared:

  • their takeaways;
  • the aspects of the conference they liked; and
  • those aspects they would change to make it better.

Then I brought them back into the main Zoom room. There they first shared their positive responses to the event, and then their suggestions for improvements. The latter gave us some great ideas for future meetings. The overall sharing during this session creates a public evaluation of the event and increases group social bonding. This makes future meetings more “can’t miss”.

After the usual closing remarks and thanks, we ended with a Gatherly social.

Post event, the main conference sponsor wrote. “Better than ordinary conferences – we have made more connections with senior people in the industry. When is the next one?”

I hope this example gives a taste of how content and networking can be organically combined throughout an event in ways that improve the meeting for all: participants and sponsors alike.

—Adrian Segar—”

Entwining content and connection during an online conference isn’t hard, and the results are well worth the effort. If you have other suggestions for integrating these two core components of a successful event, please share them in the comment below!