Creating successful adoption events Events offer a brilliant opportunity to engage people in your launch or adoption campaign. You can use events at any point throughout your Cisco Webex journey for everything from awareness to support and even a little bit of fun. In this you’ll find some helpful tips around creating successful adoption events, your Cisco customer success manager can support you through out the planning of these so don’t hesitate to get them involved and ask for their help. Here’s what you’ll find: • What type of event you should host and when • The purpose and objectives of the different types of events • A worksheet to set SMARTER objectives for your events. • The people who can help you with your events • Tactics to use at different events based on the scenarios and outcomes
Events offer a brilliant opportunity to engage people in your launch or adoption campaign. You can use events at any point throughout your Cisco Webex journey for everything from awareness to support and even a little bit of fun. Running a well-executed event can add huge amounts of value to your project, the people using your Webex services and your company's overall return on investment. Adoption events
Deciding when to hold an event You can use events at any point throughout your journey for everything from awareness to support and even a little bit of fun. But it’s important to understand the purpose behind the event, and how this can help you on your adoption path. New employee onboarding / location So your company’s expanding and you have lots of new employees. A brilliant excuse to throw an event to bring them all on board. Launch events Use these right at the beginning of your journey to create awareness and buzz around the services. New hardware There’s no time like new hardware time to throw an event to showcase the new technology available to employees. Revival It’s been 6 months since you launched, your metrics are stagnant, and you aren’t seeing the great adoption efforts from the first few months. Time to bring the focus back and talk about the benefits. Upgrade / feature release Even if your people are comfortable using your Webex services, creating a little bit of excitement around an upgrade or feature release will give you a renewed focus on adoption.
Before jumping on the event train, you should always set yourself clear objectives. These will help you with the conversations you’ll need to have pre-event and make sure you can create actionable takeaways for your attendees. They’ll also make it easy for you to measure, reiterate and review things after the event. SMARTER events SMARTER Specific What do you want to achieve with your event? Is there a trigger for it, such as a launch or low adoption? Be clear about your ‘why’. Measurable How will you measure the success of your event? If the goal is awareness, track the number of people you speak to. If it’s a shift in adoption metrics, which ones will you hope to see movement in? Will you gather feedback from your attendees post-event? Actionable How can you achieve the objectives you’ve set? Do you need expert help? And what’s the key takeaway for those who’ll attend? Relevant Think about the people you want to target with your event. Create content that’s relevant to the audience and deliver a message that will move them to act. For example, If you want to increase awareness of Webex Teams, posting in Webex Teams spaces won’t reach the people who don’t know about it. Time-bound Set yourself a date early on and stick to it. Consider the factors around your event – is it a busy period in the office, or quiet with lots of people on holiday? Are there any other larger events taking place that will clash? Evaluate Post-event, it’s essential to evaluate how well the event went. You can do this either against the initial measurements you set yourself, or by gathering feedback from the attendees. Capture these learnings in one place so you can share with colleagues and teammates. Review Don’t be afraid to reiterate your materials or alter the flow of the event should you be repeating. Changing up slides in a presentation or the layout of your stand can make a big difference to the message you’re delivering.
SMARTER events Create your own SMARTER event plan:
People power Internal communicationsEngage them early in your ideation and planning. The internal comms team will often have experience of events in your company and can tell you what does and doesn’t work. You’ll need their help in getting the message out there about your event, whether it’s via an email invite, an article on the intranet or a video. You might even get a wrap-up article after the event. FacilitiesThe facilities team know your real estate inside out. They know where the spare tables and all the plug sockets are, and they can make it all come together when you’re thinking about location. They’re your logistical best friend. LeadershipAs one of your main pillars of success, having leadership involved in your event can really put some clout behind it. Whether that comes in the form of sponsorship, speaking, or even just attending, it allows you to drive the importance of adoption. ChampionsThis is exactly the kind of situation where you can rely on your champions – especially if something is site-based or department-based. They know the people, they know the tool, and it also serves as a little bit of recognition for them. Be sure to call on them early for their input and agree how much time they can dedicate to the event. Your customer success managerEngage your customer success manager from the beginning, they'll be able to get you insider resources and knowledge, support the organisation of your event and share with your best practices from their customers. Your CSM can even help you set measurable targets for your event, run tactics and create actionable outputs for your business. We’ve said it before and we’ll say it again: you can’t do it all on your own. You have experts around your business who can help you create successful events, so don’t be afraid to reach out to them. You’ll find a few suggestions here to get your started. We’ve got your teams back too, find a range of banners, posters and collateral you can use to promote and educate. Click here to learn more
Event checklist Event day Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 • Set SMARTER objectives for your event • Engage the internal comms team to create a comms plan • Create budget and apply for approval • Engage leadership team for sponsorship and support • Request resources such as swag, stands or branding. • Start design process of any custom leaflets or handouts • Start speaking to facilities or venue team if required (health and safety, insurance and first aid considerations) • Book out a room for the times required • Execute comms plan – promote, promote, promote • Enlist your on-site champions • Invite participation from your team • Link in with catering teams to place and confirm order if required • If you need monitors, make sure you have them in the room • Can you use Cisco Webex hardware for the event? Check availability of Webex Boards • Will you need adaptors or extension cables for the devices? • Do you need AV equipment? Can this be provided by facilities? Create a schedule if you’re holding an all-day event to make sure there’s always someone on hand Brief those who’ll be assisting with the event beforehand so everyone knows what’s expected of them • Arrive early to set up the space and get things laid out as you need them • Make sure all your technology works and that you have WiFi available • Welcome your attendees and volunteers and speak with them as much as possible • Capture the names of attendees you’ve spoken too – you can do this either informally or by running a competition • Have someone capture pictures and videos that can be used in wrap-ups • Have fun! Follow up with those you spoke to – answer any questions they may have and thank them for coming Share a survey if appropriate to capture learnings and feedback Produce a summary of the event and feed back to stakeholders and leadership teams
Launch event Launch events help put your team in front of the people who’ll be using the technology. It gives your users a physical reminder of the new service, a way to ask questions, and an actionable take-away. Creating a stand in a busy place in your office will allow you to reach the largest number of people quickly. Busy times will be in the morning and at lunch time, when people usually have a little more free time. Create a visual experience for them using monitors and posters, plus have a postcard, swag or take-away available to give them something to do when they land back at their desk. If you have access to a monitor and power supply, this is a great opportunity to either demo the production demand or have a video loop playing in the background. What you’ll need A table or stand A place with busy footfall Computers and monitors A takeaway/action People Insider tip Have something that will capture people’s attention. If you don’t have the budget for swag, then small bags of sweets or pastries at breakfast time are a great draw.
Webex launch party If you have a slightly larger audience, or the ability to get everyone together in one place, creating a big theatre-style event will give the launch an air of importance. Plus, presenting the wider thinking around the services will really help to get people on board. Choose speakers from your leadership team who inspire, alongside a killer demo and presentation to kick things off in style. If getting everyone together in a formal seated area for a presentation isn’t possible, a more relaxed launch party can have a similar effect. Create a small stage where a presentation can be delivered, place branded materials on tables, and serve drinks and food to entice people to attend. Consult your internal communications teams for the above event types. They will have expertise in this area and be able to share their past learnings with you, as well as support you throughout. What you’ll need A location large enough to hold all those you want to attend A killer presentation and demo Insider tip Create a show with branded balloons, demo stations and a takeaway for the attendees.
Lunch and learns ‘Lunch and learns’ are an effective means of talking about adoption with a specific department or line of business. You can use these at any time throughout the adoption journey to kick off a proof of concept in an area, or to increase adoption in a department that might be struggling. They also offer a chance to engage a group of people such as the leadership team or personal assistants with a demo and overview. Depending on your budget, you can either lay on a buffet or ask them to bring their own lunch. Or try putting a different spin on the idea by hosting at breakfast time and catching people first thing. Just make sure you give your invitees plenty of notice – you’re eating up their lunch time after all. What you’ll need Catering services if you’re providing lunch A room where you can gather people – remember you’ll need tables A killer demo / presentation People – remember to invite them! Insider tip If you have the budget to provide lunch, keep it simple with finger foods and snacks. Focus attention on your presentation, not the buffet.
Live demos Having a live demo up your sleeve will mean you’re always prepared. Simple but impactful, live demos can be used in the following ways: • In a team meeting or department stand-up to give a quick overview • In response to ad hoc requests • As part a larger presentation – have something you can slide in seamlessly Create a script of steps you’ll want to show your people and use cases you can cover to really drive the value of adoption home. Always be sure to ‘read’ the audience beforehand – start by asking who has used the Webex services before, or for typical pain points you can look to solve with use cases already created. What you’ll need A demo script that will delight No longer than 10 minutes Focus on the key highlights for the people you’re speaking to Have your use cases ready Insider tip You’ll meet your biggest critics and your biggest fans during these sessions. Be ready to handle objections, solve problems and follow up with people. Keep track of who you have spoken to throughout the day will allow you to engage with them after the short interaction.
Webex walk-ins Supporting people through their onboarding of the technology will help you reach higher levels of adoption faster. One way of doing this is hosting Webex walk-in sessions, which allows them to come along with their issues and chat them through with an expert. Think Apple 'Genius Bar' – quick, actionable help on a one-to-one basis to solve problems. Get it right, and you can very rapidly turn that person into an advocate of the services you’re trying to promote. As well as resolving issues in real time, these sessions also provide an ideal opportunity to engage the champions on-site and raise awareness of their role among the workforce. What you’ll need Deep knowledge of the products and services Champions and manpower on site An easily accessible room or table Monitors, Webex set-up and power! Insider tip You’ll meet your biggest critics and your biggest fans during these sessions. Be ready to handle objections, solve problems and follow up with people. Keeping track of who you’ve spoken to throughout the day will allow you to engage with them after the short interaction.
Awareness roadshows Often there is a stagnant period between launch and achieving high adoption. You might have onboarded people, created a big launch campaign, and started to settle into the day-to-day running of the Webex services. But that doesn’t mean you should stop engaging with your people. Organizing an awareness roadshow can help you keep your metrics moving in the right direction, capture new use cases, and get a feel for how things are going on each site and within each department. These events can be a combination of drop-in clinics, demos, lunch and learns, and team meetings. But the difference here is that you’re aiming to make as much noise in one location in as little time as possible. Bring champions and experts together, share the values specific to the people you meet, and talk non-stop about your Webex services. This one isn’t for the faint-hearted – it’s a sprint, not a marathon. What you’ll need A meeting room or place to meet users On-site contacts An early comms plan – tell people you’re coming and invite them along A killer demo Objection-handling skills Insider tip Get key influencers on site, or in the department, on board early. They can help you organize, relay some of the challenges and communicate out your intentions.
Webex Workshops Workshops are helpful for bringing people together to tackle specific problems, creating use cases, or brainstorming new ways of working. Usually these will be people who work together day to day, but they don’t necessarily need to be in the same team or department. It’s best to limit your groups to 15 people or under, so that everyone has a chance to contribute and add value to the sessions. You can even use them with your champions. Depending on the group, you should start by setting the scene and tone for the day. Keep this as informal as possible to encourage conversation. If the people in the room are all new to your Webex services, give them a quick demo to inspire. You can then dive into the meat of the workshop. Keep in mind these should be working sessions, not presentations. Here are a few ideas for activities you can include: • Build and develop user stories • Generate ideas and new integrations • Deep dive training for those who might want to utilise a specific feature, e.g. Webex Events What you’ll need A meeting room or place to meet users Invites for people who need to attend Flip charts, Post-it notes and pens Refreshments if you have the resources Insider tip If you have a Cisco Webex Board available to you, this is an ideal scenario to showcase the great things it can do.
Better together with Webex What you’ll need To get everyone from IT, Communications and HR involved A plan and a message – be deliberate in your actions Resources such as the Cisco stand and playcards Giveaways for competitions and swag Sharing your Webex service offerings as part of a isolated event is an effective way to increase adoption. But if you want to take it to the next level, communicating how your Webex services sit within your wider technology suite can really drive the benefits home for your users. Or even as a part of a benefits fair to showcase all the tools and resources your organization provides. Find out if you have this opportunity available in your company. Think about the messages you can add to the conversation and how you can physically get involved. That could mean setting up a stall in the atrium or corner of the canteen, or putting champions in branded t-shirts – but there’s a whole host of things you can do to raise awareness. If you don’t have something set up already, why not suggest it? Remember, Global Collaboration Week takes place in September every year. It’s the perfect excuse to rethink your engagement plans, reinvigorate your comms plan and do something exciting on site for your people. Insider tip A united front will benefit not only yourself but the wider technology suite for your company. Your people will understand how all their tools work better together, and overall adoption will increase.
Virtual events You don’t have to be on-site to host a successful event. Use the power of Webex to bring your people together for an event that really showcases your use cases, benefits and the technology at hand. Use Webex Meetings to get everyone together no matter where they are and present the benefits of Webex during launch. Hold a training session to get everyone up to speed on your Webex roll out with Webex training. Or host an all hands call for up to 40,000 of your closest colleagues to launch Webex, using Webex Events. Use Webex Teams to host an ‘ask me anything’ chat with the senior leadership team, or bring everyone along to an on-site event by live streaming the day in a space and sharing updates. What you’ll need A webcam and a quiet room to host from. SMARTER objectives Webex Assist Services package Calendar invites for your attendees Insider tip Give your virtual event a professional flavor using the Webex Assist Services. With pre-event planning,, in event live support, and even post-event follow up, Webex Assist Services can help you deliver a slick event.
~ Your event doesn’t need to be a standalone affair. Combine it with tactics to engage people while delivering a strong message that will impact your goals. Use and customize these little tricks to suit your audience and your objectives. And pay it forward by sharing your best event ideas with your CSM.
Depending on the time of year, you can also have a bit of fun with your event to move that adoption needle a little further. Tips, tricks and tactics
Goal: Educate on sharing screens Goal: Education and awareness Event typeLaunch event / Awareness roadshow / Workshop Sharing your screen to show a presentation or document can make your Webex Meetings a whole lot easier. It saves having to describe what you’re looking at, or emailing items over after the call. Create a stunt that shows the value of sharing your screen to capture attention at your event. Webex Share-ades • Get a volunteer from your audience to start the game. • Make it easy for them by giving them a card to act out. You can link these to your business, or keep it old school by acting out movies, books etc. • The player acts out the word or phrase they’ve chosen to the other players. • The aim is to show how easy sharing screens can make your Webex Meetings with out having to describe what you are looking at, you can show people through the magic of screens sharing. Event typeClinic or drop-in session / Awareness roadshow To raise awareness of your product or service, create a campaign that people will instantly recognize. Try consistently running clinics on the first Wednesday of every quarter for Webex, or sharing tips about Webex Meetings on #MeetingsMonday. Pair this approach with posts on Teams and your intranet, and you’re heading down the right path. #MeetingsMonday #TeamsTuesday #WebexWednesday #ThrowbackThursday
Goal: Increase video adoption Goal: Increase usage of video rooms Event typeWorkshop / Live demo Create co-located events to increase the use of video room technology, but highlight the features, benefits and ease of getting together across multiple locations. Get creative with this one by hosting a multi-site quiz, a challenge of sorts, or a whiteboarding exercise such as hangman. Try to have a little fun to show that human interactions can happen without getting together in one location. Event typeAwareness roadshow / Launch event Create pledge cards and ask attendees to pledge to turn their video on. Think of the usual excuses people use when not turning their video on – you can be a little tongue in cheek about these. Display them on a ‘tree’ or wall so that everyone can be held accountable. You can then even use some of the objections for further content and campaigns.. ~ I pledge… To turn my video on in meetings… Even if I haven’t done my hair.
Goal: Increase mobile app usage Goal: Increase mobile app usage Event typeAll Create a QR code you can share on takeaways or posters during your event to encourage mobile app downloads. Include some quick benefits in the materials, such as working on the go and seamlessly moving calls between devices, to give them a real reason to use the app. Event type Awareness roadshow / Workplace tools Take your mobile adoption to the next level by launching a campaign to share the most unusual places you’ve held a Webex Meeting. Collect the ideas through Teams, an adoption email alias, or on your enterprise social network to create a bit of buzz. Perhaps there's a prize in it for the most unusual one. You can then use these ideas in future campaigns on the intranet or with other teams. Click here for IOS download link Bonus tip By having your people share on Webex Teams, you’ll not only have a wider audience viewing the photos, but also increase usage of Teams at the same time! Click here for android download link Click to link to QR codes for meetings
Goal: Understand which tool to use when Goal: Capture event attendees Event typeRoadshow/Launch event/Workplace tools Finding out who has attended your roadshow or event can be difficult, especially if it’s a high volume event where the people may not have been individually invited. Create a raffle where attendees can fill in their name and contact info for the chance to win a prize. It doesn’t have to be huge – just something that will encourage people to get involved. Have all the entries put into a glass bowl or similar, and get a member of the leadership team to pick a winner. Event typeAll When you have multiple tools, it’s often hard to know which tool to use when. Creating guidance on how each one should be used will help make things clearer. During events, a fun and easy way to deliver this message is by creating a giant game of ‘Pairs’. • Create a set of cards with Webex tools on them and another set with meeting types or scenarios. • Ask one volunteer to turn over two cards. • The aim of the game is to find the matching scenario and technology – a fun spin on the traditional memory game. Bonus tip This will also encourage people to come and speak to you, increasing your footfall.
Goal: Decrease email and file sharing via email OR conference calls Make Teams NOT No more ‘mailbox full’. What do we want emails/calls FEWER Event typeAwareness roadshow/Workplace tools Not for the faint-hearted, this takes on the giant that is email and conference calls, but is actually a good play when talking about the wider Workplace tools people have available. The goal here isn’t to get rid of email, but to show the benefits of real-time collaboration within Webex Teams. You might however want to move away from old dial-in conference calls all together and focus solely on Webex Meetings. The email/conference call protest For this ‘stunt’ you’re first going to need leadership on side, plus some allies to get involved. Create a fake protest against email with placards that reiterate the benefits of thinking and working differently. The stunt needn’t take up too much time, but be just long enough to grab attention. You could even rope in internal comms to ‘cover’ the event for the intranet. Make sure your leadership team know what you’re doing, and have your allies come up with a chant that will create some buzz. “Webex Meetings are pretty neat, conference calls are obsolete” – or something a little more creative. Example placards: CONFERENCE CALLS What do we want? FEWER EMAILS. When do we want it? You have 78 new emails. ENOUGH IS When do we ENOUGH want them? ENTER YOUR MEETING ID FOLLOWED BY # AFTER THE TONE.