If you manage a membership-based organization, it is very likely that you are still facing the challenge of organizing your general assembly online. But how to make this a success in an online setting?
From early on in the COVID-19 crisis, with gatherings and travel restricted, we started supporting organisations in organising their general assembly online.
Let me share with you five tips. Things I found important as we accompanied our clients.,
1. Check the legal basis
First of all make sure you check the legal basis for gathering online: the statutes of your organisation as well as the legal framework of the country where you are registered.
2. Keep your delegates in mind
Secondly, plan everything with your delegates in mind. They are the most important governing body of your organisation. You want them to feel engaged, empowered, connected and full of trust after the assembly. Think about what they need to participate comfortably and know that they have a space to be heard and make the right decisions without feeling stressed or pressured.
3. Add space & time for participation
The important aspect of this planning and my third tip for you, is taking a careful look at your agenda. You will not be able to have the exact same timing and sessions as you would in a face-to-face meeting. See what is absolutely necessary during your online session and add space and time for participation. And plan for having additional ways of interacting beyond the meeting. Sending documents in advance, creating smaller work group meetings online around the general assembly, or curating a member discussion forum are just a few of the possibilities.
4. Master the tools
Next tip: master the technology you will use. Spend time researching different tools, and learn the ones you choose inside out. Be prepared for technology to fail. And always have a backup plan ready!
5. Use engaging visuals
Lastly, pay attention to the visuals you will use. Good presentations during a virtual meeting will keep your participants attentive and engaged. They will also help you transmit your message clearly and let it sink in with the delegates.
I hope these tips will come in helpful when planning your (online) assembly.
But if you are still dreading setting up your online event yourself, contact us and discover how we can support you!