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Run internal meetings

April 15, 2020

In brief

Host town hall meetings

Choose the right tool for the job

For smaller groups (up to 250 people), you can use a standard Teams meeting which will allow for full interaction with participants.

For larger (250- 10,000 people) sessions, use Teams Live events, which is intended for one-to-many communications where the host of the event is leading the interactions and audience participation is primarily to view the content shared by host.

Have a detailed "show flow" outlining exactly how the call will run

Assign a Producer who will control what/who is shown when during the call. Plan in advance who all of the presenters will be and ensure they all have a great connection, proper lighting, know their part, know who they are handing over to, and are well prepared.

Do a practice run

Test all presenter connections and video and do a run-through of the session at least one day before.

Organize learning sessions

Use a private channel to prepare

Create a private Teams channel to co-create session materials with other session planners, then set up a meeting on this channel to dry run your presentation.

Set up another channel for learners

Once you’re prepared, set up a Teams channel for session participants and engage them before, during and after your event. Share files like your meeting agenda, lesson plan, or other pre-read materials prior to your session, then post action items and follow up activities once your session is complete.

Organize learning materials

Share and organize files corresponding to your lesson plan to encourage self-directed learning along with instructions for navigating your learning modules. You can also use the Stream application to create a video library within your Teams channel.

Use Live Events for large sessions

Set up a Teams Live Event, an extension of Teams Meetings, when you need to broadcast video to a large online audience. This is best for presentation-style, one-to-many communications.

Use meetings for smaller sessions

Set up a Teams Meeting to facilitate a smaller, more interactive learning session when audience conversation and participation is encouraged.

Put two facilitators in charge

When conducting a live session, it is ideal to have two facilitators: one to lead the session and the other to moderate the chat thread for questions, comments and feedback from the audience.

Record and share

Record a live session to share it afterwards or pre-record a session to allow for self-directed viewing.

Put participation tools to work

Use Microsoft Whiteboard to have your audience draw, sketch and write together on a shared digital canvas during your learning session. Use the Polly application to poll your audience.

Check your network connections

Make sure your Internet connection is stable. Connect via an Ethernet cable if possible, limit network traffic and close applications that you are not using.

Make sure they can hear you

Bad audio is a showstopper for virtual learning sessions. Make sure you are in a quiet, private space and use an external speaker or headset when possible.

Meet the team

Eva Sage-Gavin

Senior Managing Director – Talent & Organization

Keith Lippiatt

Senior Managing Director – Accenture Technology

Florin Rotar

Executive, Global Modern Workplace Lead – Avanade & Accenture Microsoft Business Group
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