How the transition from face-to-face events to the virtual world succeeds

Planning and agenda
The schedule and agenda for digital events follow different rules that must be taken into account during the planning stage:

• Joining the meeting with active camera and muting the microphone avoids disturbing effects.
• The choice of platform depends on the number of participants; sufficient transmission bandwidth must be ensured. A high-quality microphone as well as optimal illumination of the transmitted environment, e.g. with special ring lamps, are part of a professional performance.
• If external speakers are used, it is recommended that their presentation be provided locally and that control be transferred to them at the appropriate time.
• In the case of larger event formats, it is advisable to draw up a stage management plan and conduct a dress rehearsal.
• Chat functions or feedback via emoji replace gestures and facial expressions of the audience in online sessions and make it possible to capture the reactions of the participants.
• To keep participants on the ball, it is advisable to follow a structured time schedule: Video conferences with a maximum length of 50 minutes have proven to be effective; there should be a 10-minute break before the next sequence for drinks, fresh air or some exercise.

New formats
After more than a year, many things that were new at the beginning are now part of everyday life. The training formats of the Smart Logistics Academy cluster have also been adapted to digital and hybrid offerings and are being well received. In the context of research projects and current industry projects, further online formats were created, for example on the current topics of New Industrial Work and New Learning.

Compensation
Is it worth it? While the equivalent value of a face-to-face event in the form of information, people, space, technology and hospitality is easy to measure, digital formats require a great deal of judgment in defining the participation fee. According to media reports, 30-50% of the price of face-to-face events seems to be acceptable.

Constantly optimize
With each passing day, experience grows as to which formats are suitable for which communication goal; instant messaging services for short-term information exchange, collaboration platforms for recurring exchange, knowledge transfer via learning platforms, webinar applications for online seminars and conference tools for large events.

Venues and technology also depend on the event format. With a suitable camera, lighting technology and microphones as well as "streaming tools", the conference room mutates into a study. For the online meeting, your own notebook with integrated camera and, if necessary, headset is sufficient, although care must always be taken to ensure a quiet environment. A virtual background in your own corporate design enhances the professional effect. Start on time or notify your interlocutors in case of delays. Always look directly into the camera during the conference and avoid doing other things on the side. This will ensure that you stay in the conversation and can seamlessly transition to the post-episode period.

Outlook
The time after Corona
By now, we have become accustomed to the new way of working and have experienced that many tasks and processes can be organized efficiently and cost-effectively using digital methods. But there are still tasks for which meeting in person is the better alternative. It is likely that the number of business trips will not return to pre-Corona levels in the long term. Businesses will continue to use mobile working to some extent in the future for online conferencing, as well as in mobile workplaces. Personally, we believe that our future collaboration, training, conferences and events will be a creative mix of REAL, DIGITAL and HYBRID.