Resources

Time as a Commodity

As we’ve been working with organizational leaders, and hearing stories of the challenges they are facing, time keeps coming up.

Forward-thinking organizations have always evaluated where their time is best spent and, if they have the resources, have applied funds to save time. We can even go back to this Forbes article from 2017 which talks about time saving purchases. Over the past several years, this has been taken to a new level as the balance of potential vs. missed opportunity that each moment holds feels more real than ever. Historically, organizations have always looked at places where they do not have internal capacity or expertise, or where strengths could be aligned to strategy and paid for external assistance or for streamlining services. These time-saving purchases were often driven by special projects, planned services, or point-in-time process improvement efforts.

The dynamic has changed. Now, whether as a result of staffing shortages, changing member needs, the increasing pace of change in the marketplace, or the shift in perspective and approach to living which emerged during the COVID pandemic, organizations and individuals are feeling stretched thin. They are carefully looking at where time is spent and opting out of those things where they do not perceive value or find worthwhile.

As with any challenge, there is always opportunity.

One example can be found as we look at meetings and conferences. Former practices of hosting three- to four-day long annual meetings with the expectation that Board or other volunteer leaders add on one to three days for governance meetings and pre-sessions, are becoming increasingly unrealistic. Attendees at such events are finding it ever more difficult to “step out of their life” for this length of time. When they do attend, they are often less present as they attempt to stay connected to their office and home while at the event. The ubiquity of Zoom meetings and remote work has exacerbated this, so “being away” no longer correlates to being unavailable. This causes us to question whether long, multi-day meetings are still aligned to how members and volunteers value their time.

In parallel, we continue to hear about difficulties recruiting and keeping volunteers at all levels of governance. More than ever, volunteers are highly attentive to the time commitment required – whether for committees, Board service or other areas of contribution – and when the commitment required is not clear, they are less likely to raise their hands. Compounding this are employers, once the steadfast sources of encouraging association involvement, now often deterrents as they prioritize the hours of their employees toward the business rather than service opportunities which take time from the workday. This trend is not new, however it is reaching an inflection point – preventing many organizations from being able to diversify their boards to align to member demographics. How do we rethink our governance structures to create “right” time commitments? What is the most impactful thing someone can do with the time they commit? Does everyone on the board have to commit the same amount of time?

Considering these questions will allow us to take a more nuanced approach to our governing structures. For example, a board could take a threshold approach to contribution. Where each board member is expected to contribute an amount of time that allows for meaningful and impactful service, with additional opportunities for contribution for those who are interested and able to give more. This would also result in the need to define new metrics for volunteerism and an ability to measure whether volunteers have a valuable experience while still fulfilling the commitment of time to the organization. Some great data and thoughts on measures can be found in the new research recently released by the ASAE Foundation on A Holistic Approach to Association Volunteer Management.

As with any challenge, there is always opportunity. To be prepared and to shift our perspectives and structures necessitates open dialogue, careful consideration, and time innovations. Now is the time for our organizations to ask themselves: Where we can create opportunities for impact through involvement that align to time availability? How can we strengthen commitment and loyalty by not basing the structures and impact of volunteerism only through the lens of how much time an individual can commit?

This article written in collaboration with Rhea M. Steele, FASAE, CAE, ODCP.

Enhancing Virtual (Reality) Connections

Zoom fatigue – articles on this growing trend seem as ubiquitous as webinars on how to use the platform. While there are varied views on how reentry will look as our associations once again hold in-person meetings, we will continue to provide opportunities for meaningful connection and engagement between members, even if they can not gather in the same space.

For most organizations, the transition to Zoom, GotoMeeting, or other videoconference platforms has been an easier lift than expected, yet these platforms provide only a moderately elevated performance over teleconferences. Yes, on videoconference it is possible to see the faces of those you are meeting with (provided the # of people is limited), which is definitely better than a conference call, where only auditory cues provide connection. However, if we are looking to affirm our associations are dynamic, meaningful homes for connection and community, it is time to start looking further forward and creating elevated connection experiences.

VR is Already Here

One place organizations should be experimenting is in the world of Virtual Reality (VR) which comprises two parts – the headset and the platform – which can be leveraged separately or together. The headsets are still a bit pricey and are mainly used for gaming or simulation training – but they are ripe for use in virtual meetings and events. There are applications in the world of architecture and design , real estate, and even medical training that can give you an idea of the variety of non-event experiences that can be created.

From Gaming to Collaborating

As we turn to consider the platform, we should pause and think about the experiences of our members and employees. A significant segment of the workforce has grown up steeped in the worlds of Warcraft, Halo, Fortnite, and League of Legends. Chatting (collaborating) with friends (coworkers) on a headset and going after an in-game objective (deliverables) all while navigating a virtual environment (not Zoom) is a common experience for many. You’d be surprised at how many, seriously. Perhaps one of the reasons we are so burned out sitting in front of our Zoom webinars is that it’s less natural than stepping our avatars into a virtual environment and brainstorming (discussing tactics) around a conference table (save point) with whiteboards and sticky notes (items). Current virtual meeting environments are a far cry from the immersive worlds that video game developers have created for us, but what if they weren’t? What if the gap closes and we can move around comfortably in a virtual space without leaving our homes/offices? What if we just skip over the forced smiles of Zoom and move directly into a VR platform enabled workspace where we can work with each other more naturally? 

Barriers and Potential

If you go to Amazon, you will find the VR headsets that range from $40 to close to $1000. While there is an investment involved, it’s still cheaper than purchasing iPads for every board member. For organizations wanting to connect members over distances, or around the world, this is a way to close the gap. Inclusiveness is also heightened for those with physical travel limitations, debilitating illnesses, mobility challenges, and even the introverts among us. Whether a digital native or not, with or without exposure to video games, the learning curve is not steep. Also, there is great opportunity to engage our hard-to-reach younger members in creating a strong sense of community in the virtual space.

Where to Experiment, Where to Start

Associations don’t have to start from scratch – there are already platforms built or in process with whom they can partner, and the platforms can be used with multiple technologies from laptops, to tablets, to VR headsets. For example (not an endorsement) check out: https://meetinvr.net/ or https://glue.work/, or https://www.virbela.com/.

This is the perfect moment to step back and reflect – if we were going to scope a meeting of our members in a VR world, what would we provide? Do we want to form a small test group and experiment? If each Board member was given a headset they returned at the end of their service, and meetings were held in VR, how much more efficient would they be? And the cost? Think what you are saving in Board travel and hotel costs.

If you want to dip your toe in, maybe try it out internally for some VR team building.

How could your association use VR platforms to virtually engage with members or employees? 

No Need to Miss Your Badge Ribbon

A quick, simple digital networking idea

Let’s be honest – members find ribbons to be the exciting part of their name badge. If they are a volunteer, it shows where they are giving of themselves to the organization. A ribbon can be how they demonstrate their loyalty through repeat attendance or years of membership. A ribbon can share which sub-discipline is their area of interest – helping to connect with other like-minded colleagues. And then, of course, there are the light-hearted ones that just bring a smile.

Ribbons are the flair of the meeting experience.

In this next chapter of member organization, connection, meeting, and learning – our name badges have shifted. We might go around at the start of a meeting and introduce ourselves from our Brady Bunch display on Zoom – our name proudly displayed below our face – but that is just the beginning of personalization.

I was recently in a meeting where we started changing the name below each of our video shots to be more ribbon-esque. There were little insights into personality, imagination, and – as some continued to update their digital ribbon aka their name bar – commentary on what they were thinking about what we were discussing.

So, yes – you can play with backgrounds and be underwater or in outer space – that is also fun. Yet, when you are looking for an easy way to connect and personalize a digital meeting experience – take a moment to create-your-own-ribbon – even in isolation we should have a bit of flair!

(h/t Teri Carden & Ben Martin for letting me experiment with this networking approach during their recent connection event)

We Need to be Inclusive Speakers

If you have ever presented at a conference, you know the routine. The request for early submission of slides, trying to fit in last-minute tweaks, getting to your room (typically set in the same manner as an audience about to see a performance) and trying to make sure all the technology is actually working all before the attendees filter in to their seats. Rinse, repeat. As educators, we give so much focus to the quality of the content we are presenting that all-too-often we don’t pay enough attention to the learning experience we are creating in the presentation of that content.

The truth is that we don’t always know who is going to be in the room as a learner – and we certainly don’t know what challenges they may have learning in this typical format. As the educator, it is up to each of us to not only present the best content possible, but to also do so in a manner that will account for the varied learning needs of our audience. It is up to each of us to be more inclusive speakers. As we start a new year, here are just a few thoughts on how to adjust our presentation approach to account for varied needs:

1. Use a Microphone – We may perceive that it is a small room, not a great deal of attendees, or that we have a naturally booming voice. We may even ask if someone in back can hear us if we don’t use a microphone. Here is the thing – if someone does have a disability where they can’t hear well, they may not want to publicly raise their hand. If there is a microphone available, it is not a blow to a speaker’s ego to use it – instead it allows everyone to hear a speaker better, accounting for all learner’s ability to hear well.

2. Font Size Matters – While the amount of copy that should be on a slide (or using slides at all) is a whole separate post – let’s assume for the moment that slides with copy are still some part of your presentation. As you create those slides, is the font size ideal for you sitting in front of your computer? If it was projected and you were in the front row? We know that room configuration varies – sometimes the learning space is long and narrow so that those attending may be a far distance from the screen. If they can’t see what the slide says, then whatever it was meant to teach will not land. We don’t know what visual obstacles our learners may have – and while there are a number of ways we can try to help them see what we are presenting, at a bare minimum our slides should be able to be read just as easily by the person in the back of the room as the person in front of the room.

3. Stretch Break (i.e. it’s no fun to be a sardine) – While the exact timing of how long an audience can remain seated, without moving, and still be mentally engaged is a point with many opinions – as speakers there are a few reflective questions that can help. Is my session so long that people would appreciate a 5-minute bio break? Are there subject matter transitions in my presentation where having the audience stand and stretch for a moment (and even give each other a hi-five for interaction) could serve as a brain sorbet, cleansing the mental palette for what is coming next? Are people seated so close to one another that taking a moment to stand and stretch (or sit and stretch!) will help them reengage with the learning?

Want more ideas? Check out these resources:

1. 100 Things Every Presenter Needs to Know About People – by Susan M. Weinschenk, Ph.D. takes research on how people learn and provides accessible approaches to how speakers can make greater impact.

2. Inclusive Speaker Orientation – This free online course from the Linux Foundation starts with a broader understanding of Diversity and Inclusivity and then narrows focus to how we are more aware in our sessions.