Mastering internal business conferences: A deep dive

An AI image of a meeting space that event professionals have prepared for a business event that is about to begin. I created this using Alicent, ChatGPT, and Midjourney.

Organising a seamless internal business conference is no small feat. In today's rapidly evolving business landscape, the ability to gather, inspire, and engage is more crucial than ever. But how do you curate an internal business conference that checks all logistical boxes and leaves a lasting impact?

Dive deep as we unravel insights from 11 members of the Forbes Communications Council, unveiling the challenges and, more importantly, the solutions to orchestrating a conference that truly resonates.

Why should you read "11 big challenges facing organisers of internal business conferences"?

1. Comprehensive Insights: The article isn't just a cursory look into internal business conferences. It offers in-depth insights from expert members of the prestigious Forbes Communications Council, each bringing unique perspectives and expertise.

2. Real-World Challenges: Understanding the complexities and challenges of organising an internal business conference is essential for anyone in a managerial or organisational role. This article lays out the most pressing concerns faced by professionals in the field, making it a must-read for those looking to streamline their internal events.

3. Practical solutions: Beyond identifying problems, the article provides actionable solutions and strategies. From tackling budget constraints to ensuring active engagement, readers will find many valuable tips to make their next conference successful.

4. Evolving trends: The world of business conferences is changing, especially in a post-Covid landscape. With challenges like reigniting the spark for in-person events, staying updated on the latest trends and challenges is crucial.

5. Universally applicable knowledge: Even if you're not directly involved in organising conferences, the strategies for clear communication, active engagement, and personalised messaging are essential parts that are relevant in other types of business management and communication.

Uncover expert insights as we spotlight the primary challenges and offer solutions. Ready to elevate your next conference? Join us for an enlightening exploration - the article is available on Forbes here.

Unlock the full potential of your intranet: Master intranet content strategy

If you've ever wondered about the key to fostering a more collaborative, informed, and engaged workforce, look no further than your company's intranet. An intranet can serve as the central nervous system of an organization, providing a platform for internal communications, resource sharing, and community building. However, crafting an effective intranet content strategy is not a one-size-fits-all operation. The best strategies are tailored to meet the unique needs of an organization's culture and workflow.

This is why I'm thrilled to share that I've contributed to a recently published article on Forbes, titled "15 Strategic Ways To Plan Your Company’s Intranet Content," where 15 experts, including myself, have offered comprehensive tips and insights for creating a successful intranet content strategy. From focusing on user experience to leveraging analytics, these strategies will not only streamline your internal communications but also boost employee engagement and knowledge sharing across the board.

Here are some highlights from the article:

User Experience is Key: An intranet should be more than just a data repository; it should offer an exceptional user experience, serving as the virtual water cooler for sharing critical information and ensuring business alignment.

Tailor Content for Early Adopters: Your intranet's success largely depends on how quickly employees engage with it. Target early adopters who can act as champions to get others on board. Adopt Smart Systems: Implement software tools that allow various ways to interact, comment, track, and view content. This not only makes the platform more engaging but also makes it easier to manage. Multi-Step Plans Work: Consider rolling out the intranet in phases. Start with one department and learn from its experience before expanding it company-wide.

Mimic Successful External Strategies: Just as you would market to customers, use proven external communication strategies to make the intranet engaging and useful.

Mix Business and Human Interest: Balance hard business news with softer human-interest stories to keep employees engaged and coming back for more.

Leverage Data and Analytics: Regularly review analytics and feedback to refine your content strategy, ensuring it meets the evolving needs of your workforce.

If you are involved in planning or managing your company's intranet, I highly recommend checking out the full article for a deeper dive into each of these strategies. These tips will help you develop a more effective, engaging, and useful intranet that supports both your organizational goals and your employees' needs.

Click here to read the full article and take your intranet content strategy to the next level.

Remember, an intranet is only as good as the content it provides and the ease with which it can be accessed. So invest the time and resources needed to make your intranet a vital part of your organizational success.

Looking forward to hearing your thoughts!

Smart ways to leverage user-generated content

User-generated content such as customer reviews, comments, and other feedback is an important resource that can positively impact your SEO and conversion rates.

Featuring and re-using this user-generated content across multiple channels can help your audiences solve their problems and bring more brand awareness.

I was selected to participate in an expert panel discussing 11 Smart Ways Marketers Can Leverage User-Generated Content. You can read this online at Forbes.

Working with the noises and sounds in your home to present at your best

[vc_row][vc_column][vc_column_text]Now that we’ve improved how you present yourself visually on video calls and meetings, we need to address sound, how you can reduce any noisy interruptions to your calls and meetings while working from home.

Interruptions

It’s essential to set yourself up for success in managing interruptions during your calls and meetings as they are sure to happen.Partners, spouses, children, pets, and other unexpected interruptions can happen to any of us. Your partner is checking what time you’re finishing, the doorbell, a pet, or your children coming in to say ‘hello’ to you during a call.It’s easy to manage and to reduce the impact of these interruptions with sound with a few simple approaches.

Sound

The biggest advice I can offer in regards to sound is that we all need to learn to use the mute button like a ninja.Figure out if you prefer to use a software or hardware mute switch, and always use this approach. Only take mute off if you are speaking.

Mobile phone, home phone, and tablet

For all calls and meetings put your mobile, phone, or tablet on silent.A useful backup in case you forget to put your phone on silent is to make sure that you have a suitable professional ringtone and alert sounds. Some things can be hard to undo. Hearing your ringtone, or message alerts during a presentation to the Board, that is hilarious on the weekend, is not something you should allow to happen to your career.I repeat, put your devices on silent.[/vc_column_text][us_image image="7268" size="us_600_400_crop" align="center" meta="1"][ultimate_spacer height="32"][vc_column_text]

Doorbell

There are times where I am in a call where I cannot pay attention to someone at my front door. I am lucky enough to have a doorbell that lets me turn the sound off when I am going to be a presenter on a call. If you are not so fortunate then the overarching rule of being on mute at all times, and being ready to mute like a ninja, is your best approach.

Children

Our children are the love of our lives and the centre of our world. They are the most important thing in many of our lives and why we do a lot of the things we do.If your children are older enough to follow instructions, then I recommend that you discuss with them what is an emergency, and what isn’t. If there is an emergency, I’ve asked my children to come in and stand silently at the side of my desk until I speak to them.This approach has enabled me to go on mute and ask them what is up. I can then decide a course of action, and tell my children what to do. This approach has worked for me once or twice and has been necessary so as not to disrupt a call or meeting.If you have younger children, then the best approach is to ensure that the person who is caring for them while you are working is prepared, and preferably can take them outside for their hour of exercise during your most valuable calls.Failing that, be prepared to mute like a ninja.

Unavoidable interruptions

No matter how much advice you take, or preparations made, there is always the chance of an unavoidable interruption. If you are interrupted unavoidably ensure you are on mute and turn your video off. Combined with being on mute, you can resolve many things with minimal disruption to a call or meeting.[/vc_column_text][vc_column_text]

Technology

Using technology to solve problems is a great idea. From noise-cancelling headphones to shield you from noises around your home, or to reduce the noises from your home being picked up by your microphone while presenting and off of mute.

Wireless headphones

Bluetooth headphones are a huge plus as they allow you to move around more freely. Should you need to get up and move to another room temporarily, or accept a delivery while on mute, you can do this easily with Bluetooth headphones.I have found my Trekz After Shocks to be a great solution to my calls and meetings. They are discreet and sit over your ears and can be ideal for use while presenting. The battery also lasts for a full day of use.[/vc_column_text][us_image image="7267" size="us_600_400_crop" align="center" meta="1"][ultimate_spacer height="32"][vc_column_text]

Noise-cancelling headphones

Noise-cancelling headphones such as those by Apple, Bose, or Sony are fabulous at removing environmental noises that are around you, helping you to focus on your work. However, they do not remove noise from the microphone while you are on a call. Be cautious here as you may think everything is peaceful and tranquil; your fellow participants will hear more than you anticipate.

Noise-cancelling microphone

Noise-cancelling microphones such as those from Plantronics or Jabra are used in call centres to soften and reduce the ambient noise that is picked up by your microphone. I have used these in a small office environment but have not yet found one that works as well as I hope.

Artificial Intelligence noise cancelling

An alternative to a hardware solution is the option to try a software solution with your current setup. Krisp is a software utility that positions itself between Teams and your existing microphone and headphone to use artificial intelligence to filter out unwanted noises.You can download Krisp from Krisp.ai for both Windows and macOS. It has a free trial, and then a monthly subscription fee. I have tried this recently on a Mac and found it useful in its use of AI to remove background noise, but it was temperamental on the machine I was using when I tried to join another call. But, it has a free trial, and as they say, your mileage may vary.[/vc_column_text][vc_column_text]

Conclusion

In these uncertain times for us all, working from home has been an enormous success in keeping businesses moving. I want you to be confident that you are presenting yourself at your best, and positively progressing your career. I hope this series has been helpful to you and given you some strategies and approaches to improve your situation.[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_column_text]Featured image by Jason Rosewell on unsplash.com[/vc_column_text][/vc_column][/vc_row]

How to be present yourself professionally in a Teams video call or meeting

To present yourself at your best in Teams calls and meetings, you should use the resources that you have have to maximize how you are presented.

Sight

It is important that we can see your shoulders and face. You should position your camera so that you can visually own the space, with your head and shoulder being presented in the stream you are sending.

Position your laptop so that the camera you are using is as close to your eye level as you can. For those who have their laptop camera in the hinge of their laptop this may be something you only do for the most important meetings or presentations. Open your laptop screen as far as it will naturally go, and using books or other objects, prop up the back of your laptop.The rest of us can use a stack of books or a box to raise our camera height for key calls and meetings.

Remember, you are the only person who will see the props and tools you use.Anything that will help to present you better, and that cannot be seen on camera, is a viable approach.

Lighting

Light should be in front of you, and behind your camera. Ideally, you will be able to sit facing a window or other source of natural light to present at your best.If natural light is not an option that is available to you, place a lamp or other light behind your laptop, tablet, or smartphone camera. Like many people your desk may be facing a wall.

In this situation your best approach will be to bounce light from a lamp off the wall. You can do this by aiming the light at the wall, and adjusting the position to maximise the light reflecting on to your face.If the light coming from your lamp is too warm you could order a new lightbulb from Amazon with a higher Kelvin rating to get a light that is more white.

Standard light bulbs tend to be available up to 6,000 Kelvins. In my experience something around the 4000 Kelvin range will give a cooler light.

Your background

In my earlier post in this series, How to present yourself at your best in Teams, Microsoft Teams, like Zoom, and other Video platforms has a feature to replace your background image.This is very effective at either blurring, or removing your background from your video stream.

This is a great feature that you can use as an equaliser in terms of our sudden need to be visible from home, without revealing everything.If you find that the remove background feature is not a useable alternative, for your most important calls, turn your desk so that you back is against a plain wall.If you cannot turn your desk, remember, if you place your laptop on a suitable surface, you can sit with your back to a plain wall, without the desk. No-one will know.

Be engaged

If you have taken the effort to present yourself professionally, front and centre, it is important that you are engaged in your call or meeting.

Pay attention and remain focused on the meeting you are in.I attended a webinar last week in which one of the presenters kept using his iPhone while the other speakers were presenting. It was easy to tell he had an iPhone as he held it in view of his camera for us all to see him using it while the other presenters were speaking.

If you need to keep track of an issue on your phone place your phone on mute and hold your phone next to your camera or laptop screen. This way you can discreetly view the incoming messages with only minor sideways eye movements.Prop your phone up as needed. You must keep your phone out of view of the camera.

If you're presenting yourself with confidence, you can pull off pretty much anything.

– Katy Perry

Grooming

We are all now in some stage of lockdown and restricted personal movement. Some of us had more time to prepare than others. I know I wish I had gotten a haircut closer to being locked down. But that was 8 week ago, and even with a haircut I would still have 2 months of growth to account for.It’s important that you present yourself as well groomed as is relevant for you and your profession.

For those of use working remotely and using Teams our careers have not stopped. How you present and carry yourself through this period has the potential to have an impact on your career. I think it’s worth trying to make it a positive one.

Clothing

Our dress code while working remotely is another area where you can impact positively on the impression that people have of you. While the Financial Times recently suggested you could lose your tie (Keep the blazer, lose the tie - the new rules of home workwear), they still recommended a business shirt and suit jacket, or blouse and jacket, for important meetings.

In many other meetings an open collared business shirt or blouse is perfect. The overarching advice from the FT was to maintain the standards of your workplace.

Conclusion

We’ve now covered issues around how you are presented visually in video calls and meetings. In the next post in this series I tackle how we are heard, and what others can hear from us during our calls and meetings.

Be sure to come back for the next post in this series on presenting yourself at your best in Teams video calls and meetings.

Working in a full house - the most important thing I've learned so far

[vc_row][vc_column][vc_column_text]Like many of us I am working from home, which is not unusual for me, as I often work remotely or from home. What’s new is that my entire family is here in the house with me, all the time, and I’m unable to go outside as I wish. This has benefits, and challenges, that are unique to the situation we all find ourselves in.I also know from all the online meetings that I’m in a lot of us are getting used to having our children around us while we work. Having our 9 and 8-year-old children around all day has reinforced a couple of things we learnt as new parents in helping the kids get organised and focused on the task at hand. That is the importance of having a routine.We have had routines in our house for everything from our mornings, bath time, dinner and bedtime routines, and what we have for dinner as a family on a particular night of the week. These things have been important as we have moved internationally four times in the last 9 years. We have always had the same process in many areas, including the same family dish that we’ve had for dinner on a Monday night in four countries – which has been easier in some countries than others.At dinner time tonight in asking the kids how they are doing with school holidays and the COVID-19 lock-down they replied that they thought the daily routine was good. This was incredible to hear them offer this back and it made me realise that I am potentially missing a great opportunity for myself here.Right now, like many, I have extra time in my day because I do not have to commute to work each day. I also have three meals a day with my family. This is a perfect opportunity to tweak my own routines or put a positive new routine into my own personal life that supports me in my goals and fills in gaps where I have them.Business/career reading, writing, one-on-one time with the kids and my wife. Exercise, meditation, study, and reading for pleasure. These are some of the ideas I must tweak, or start, to improve myself.How could you use the current period of hibernation and restrictions on movement to improve your life? While we do not know how long this situation will last, it will end. You will regret not taking advantage of the opportunities that we do have right now. What could you achieve, working from home, during this period of hibernation? [/vc_column_text][/vc_column][/vc_row]

3 great ways to host online meetings in Office 365 today

[vc_row][vc_column][vc_column_text]With the arrival of Covid-19 the ability to work from home is now a primary importance for many of us. Part of this is the need for our work life to continue as near to normal as possible. One of the biggest enablers of this for me is Office 365 and the resources it has for getting work done no matter where I am. For those in the Events industry involved in planning, hosting, delivering large-scale meetings and events we need to look at what our options are for online alternatives.As part of Microsoft’s promotion of existing features in Office 365 the Microsoft blog has just published ways to help Office 365 users host online meetings and events. These features are already available in the Live platform in multiple Office applications.[/vc_column_text][vc_column_text]

Online meetings in Yammer

For internal company meetings such as Town Halls, or Ask Me Anything sessions you can user Yammer to host. Yammer will allow for ongoing discussion and engagement and you can share content by screen-sharing or webcams.

You can use webcams and screen-sharing, or for more studio-quality broadcasts, additional production tools can be used.

[/vc_column_text][vc_column_text]

Streams

You can host internal meetings in Stream to deliver live or on-demand video for learning, training, or specialised topics.

Live broadcasts can be viewed in Stream or embedded on custom intranet pages or other hosting spots, and when the event ends employees can find them there later. These events also use additional production tools to enable studio-quality broadcasts.

[/vc_column_text][vc_column_text]

Online meetings in Teams

Live events can also be hosted in Teams and this is where Live events may feel most familiar to Teams users. Attendees can join from the browser, or the Teams app. If required, to preserve bandwidth, they can join as audio only. Microsoft have increased the number of attendees enabled to attend standard Teams calls to 250 attendees. This week alone Microsoft have served almost 1 billion minutes of Teams calls every day this week, with 44 million users - an increase of 12 million this week alone.In Team Live calls, enabled via the meeting type dropdown in the Teams Calendar, speakers and presenters can connect as normal in Teams and share via their camera and share screens with a few clicks. You can also use have a moderated Q&A session and the fantastic feature of live captions to for inclusivity and to improve enhance the experience for attendees.[/vc_column_text][vc_column_text]

Guidance and help getting started

Microsoft have shared some best practices and guidance on how improving employee engagement with live events to enable us to get started delivering live events today.They’ve also launched a service to assist with Live events and to start using these new event capabilities to create professional, and impactful virtual events.[/vc_column_text][vc_column_text]

Coming soon - PowerPoint Live

On top of all of this, the most interesting one to me is the new PowerPoint Live feature that is to be released soon. This is a new way of hosting meetings and presentations using the Live platform directly within PowerPoint.There is a great highlight video online here. To me, the key features of this new tool are:

1. It’s a native part of PowerPoint
2. QR code links to join the call
3. Automated subtitles
4. Automated translation
5. Attendee Feedback
6. Agency for attendees to recap on content

[/vc_column_text][vc_column_text]

Conclusion

I’m going to be jumping in to use some of these new tools that are at my disposal. Also, I can't wait to get my hands on PowerPoint Live. It’s an exciting time for technology and Office 365.[/vc_column_text][/vc_column][/vc_row]

Working remotely using Teams and Office 365

[vc_row][vc_column][vc_column_text]Like many others, I am now working for home as part of efforts to keep our colleagues and our teams healthy and manage COVID-19 infection rates. As a regular remote worker and user of Microsoft Office 365, this transition has been seamless for me.[/vc_column_text][us_image image="7294" size="us_600_400_crop" align="center" meta="1"][ultimate_spacer height="32"][vc_column_text]Using core elements of Office 365 such as Exchange and SharePoint to power Outlook, Teams, OneDrive, OneNote, and Planner means we have been able to continue without missing a beat. My telephone extension is also a Teams number, so I can still make and receive telephone calls as usual (with the benefit of emailed voicemail transcript and MP3 file).[/vc_column_text][vc_column_text]For those who are new to remote work, the Microsoft blog has had several posts to help with this transition.

• Staying productive while working remotely with Microsoft Teams
• Working remotely during challenging times
• The top 9 ways Microsoft IT is enabling remote work for its employees

[/vc_column_text][vc_column_text]IT leadership and Microsoft deserve kudos for building a sustainable solution for businesses and teams of all sizes. I can work from anywhere with access to the tools and resources I need to deliver[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][/vc_column][/vc_row]

Be more productive: The joy of missing out (JOMO)

Introducing the joy of missing out (JOMO)

Jason Fried, CEO of Basecamp, talks about the benefits of reducing your capacity to be interrupted by not having instant messenger and chat apps turned on.

Punch today in the face

I mean, look, real-time communication, for example, is handy sometimes. When there’s really a crisis or whatever and you really need to hash something out, fine. It’s just that when you have to follow a dozen real-time conversations all day long, that’s broken. That’s just broken. That’s like, the fear of missing out. We have what we call JOMO, the joy of missing out at Basecamp. We want people to miss out. I want you just to focus on your work. You don’t need to pay attention to a million things that are going on at once, right?

Continual interruptions, no matter the source, have a negative impact your enjoyment of your work and the quality of what you produce.

And something else happens over here and they’ve gotta jump over here. Now they’ve stopped the flow, and they’re over here now responding to something one line at a time coming back, a new …

My experience is that constant interruptions from chat, email, and phone calls prevent you from doing what you are trying to do. It impacts your level of focus and engagement with your work, impacting the quality of what you produce.

In one of my previous roles, I managed a team spread across six time zones. I adjusted my day up and down to connect with each of my team. But most of my day I was the only member of the team working. Wow, did this allow me to produce some great work! I was productive because for 5 to 6 hours of the day there were no emails, chats, or messages. No interruptions! I could start work on my projects or clear ticketed design work from our workflow system.

Let’s just do our best work. We should be doing our best work anyway, so let’s just do that.

Jason Fried speaking with Recode’s Kara Swisher

I am a big believer in JOMO. It helps my teams and me to produce better work - which is what it's meant to be about anyway.