Managing Communication and Events Digitally: Strategy & Planning

The digital world has become the central hub for all manner of transactions and communications processes. Ranking second worldwide in tech adoption, Canada has adapted to the digital age quite admirably. Individuals and businesses alike have modernized their processes to follow the trends.

If your business hasn’t started yet, the next best time to do so is now. “But how can you successfully communicate or plan for an event?” you ask. Simply follow these tips below:

Branch out

Everyone can attest to the influence of social media. With public figures and famous personalities using them, they are the perfect way to cast a larger net. Recent data shows that among different platforms, Facebook ranks first in terms of user percentage. This is followed by Twitter and Instagram, all the largest players in digital event advertising. You can harness the power of these social media platforms as a free advertising tool for publicity and event marketing.

App, App, and Away!

Photo by Jud Mackrill

Holding a social event online can be a messy tangle. Simple miscommunication can lead to misinformation and future event planning failure. By developing a personalized app for your event, participants will be able to get updates right away. However, phone applications are often subjected to strict privacy concerns. When making the app, make sure that you are abiding by these guidelines and your users’ information is safe.

Set-up Follow-ups

Nothing kills an event faster than an unresponsive planner. Once your event itinerary is posted, make sure to include links of communication between you and the participants. This may come in the form of email, group chats, meeting links, and chatbots to name a few. Its main purpose is to establish rapport and create trust within your audience. By creating that bridge, you can guarantee your audience a good time.

Surfing Through Live Streams

Certain video conferencing tools allow a limited number of individuals to enter a meeting. For a huge digitized event, you may purchase an account that caters to your expected audience size. However, a larger audience may cause low bandwidth and glitches during your event. Going live on social media platforms is the best way to allow more people to join without compromising the event quality. Doing so will also create more traction and attention.

Registration Incentives

Photo by freestocks

Encourage your audience by making things easy and convenient. Setting up alternative ways for registration and advertising these on various platforms can make it more attractive. E-mail a copy to subscribers of your mailing list, create a registration website, and add links in social media to diversify options for your participants.

Schedule a Run-Through

Mishaps and glitches are inevitable. These cases are even more pronounced in digital events. With several factors affecting the smoothness of the occasion, the best thing you can do is practice for it. Assembling your team a day or two before the actual event and running a simulation will allow you to perform error assessments. This also helps in clearing out stress by making your team comfortable and used to the atmosphere.

Planning for Failure

Digital events are vulnerable to a lot of outside factors. From power shortage, faulty connection, street noises, and technological errors, one misstep can have it all tumbling down. However, having a back-up plan will guarantee a smooth sailing event. These plans should include an extra router, alternative electric source, back-up hosts, and more. You can even hire an IT company from Toronto or Ottawa; the country’s technological capitals, to help you organize better.

Audience Engagement

Communication is vital when running a digital event. Chats, texts, comments, and tweets will serve as the lifeblood of the occasion. Lively audience interaction will encourage more sharing of ideas and ultimately a better experience. Whether you are holding a formal corporate party in Toronto or a casual concert, engagement helps the audience feel more comfortable and at ease. Building up that trust may even lead to more participants and create buzz for future events.

Picking the Perfect Medium

Just like an ordinary gathering, digital events will also require a mood and theme. Just as it’s better to hold a formal dinner party in a ballroom than at a nightclub, you also need to set up an appropriate “venue” for your event. The features of each digital platform give them their own personality and attract different audiences. Some apps like Discord are for casual interactions. Google Meet and Zoom are for business or scholastic discussions. Facebook and Instagram live streams are for concerts and networking events.

Digital events are the perfect way to bring back interaction without sacrificing health and safety. If you are still learning the ropes in terms of digitization, this is the best time for online occasions. And remember, it is not the set-up that makes an event memorable – it’s the people.

About RJ Frometa

Head Honcho, Editor in Chief and writer here on VENTS. I don't like walking on the beach, but I love playing the guitar and geeking out about music. I am also a movie maniac and 6 hours sleeper.

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