The Digital Town Hall: Tools, Principles and Best Practices

Barry Jackson, AARPJune 16, 2011

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Agenda

•Introduction to AARP – What We Do•The Town Hall – Traditional and Emerging Views•Planning An Event•Picking Your Tools•Promoting Your Event•After Your Event – Metrics, Short-Term & Long-Term•Case Study: AARP Town Hall With President Obama•Questions & Feedback

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Digital Town Hall: Tools, Principles & Practices

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About AARP

• Established in 1958 by Ethel Percy Andrus

• Offices in 50 states, District of Columbia, Puerto Rico and U.S. Virgin Islands

• AARP, AARP Foundation, AARP Services, Inc.

• What We Do – Advocacy, Community Service, Publications, Products and Services

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Publications and Programs

Join the Conversation:

Website: www.aarp.orgFacebook: Facebook.com/AARPTwitter: @aarp

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Traditional Presentation

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The New Dynamic

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The New Dynamic

Planning An Event

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Key Elements of Planning

• Decide on Your Goal

• Audience

• Budget

• Additional Resources

• Promotional Plan

• Metrics and Follow-up Planning

Town Hall Tools

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Potential Pieces

Webinars and Presentations

LIVE Video Streaming

Skype

Audio StreamingLive Chat

Teletownhall/Conference

Call

Twitter

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“Remember, the tools you use are only effective if they are used properly. Before your next virtual presentation, consider the following:

1. What tools are available for my virtual presentation?

2. Can I manage the tools alone, or do I need assistance?

3. What tools can be prepared in advance?4. What tools can I use in the moment?5. What tools will create the greatest impact?”

“The Exceptional Presenter GOES VIRTUAL” by Timothy J. Koegel

Your Event:Promotion and Execution

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Promotion and Execution

Prior to the Event

• Practice, practice, practice• Promote via email, website, social

media• Decide on your hashtag(s)• What’s Your Back-up plan?• RSVP method or other audience

collection point• Maximize Immediacy. Send an email

or other reminder as the event starts or during the event

During the Event

• DON’T Go Solo• Identify Speakers• Manage Your Handoffs• Be Prepared to Improvise• Have links or other deeper info ready• Tech support. Got any?• Repeatedly point out how people can

ask questions• Let people know what happens if their

question isn’t addressed

After Your Event

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After Your Event

• Follow-up with your participants if necessary• Via phone• Via email

• Survey in relation to event, topic and future presentations

• Analyze the data – decide what is most important

• If you’ve recorded the event – re-promote it via email, website, etc.

• Check social networks trends using names, hashtags or services like Tweetreach

• Did things go wrong? Acknowledge and implement your back-up plan

Case Study:Putting It All Together

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July 2009: Health Reform Town Hall

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July 2009 AARP Town Hall With The President

• Pre-event promotion resulted in over 20,000 questions submitted to AARP and the president in regard to the health reform legislation

• Team effort – moderator, screeners, producer, in-house broadcast team, outside vendor support

• Reminder sent to email list immediately before Town Hall• Promotion on AARP.org• Teletownhall – over 300,000 members received calls inviting them to join• Live audience • Video streamed live onto an AARP.org page• Broadcast feed also available – the Town Hall was picked up live by multiple

networks including CNN• Covered on AARP’s twitter feed and on AARP’s Facebook page• Recorded event made available on Youtube and other outlets as well as

transcript

Discussion/Questions?

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Additional Resources:

• Today’s Presentation can be viewed at:

• Powerpoint Twitter plug-ins at: http://www.sapweb20.com/blog/powerpoint-twitter-tools/

• Youtube instructional video on how to install those tools: http://youtu.be/SESxg14Wwy4

• Useful list of tools: “17 Online Meeting Tools That Facilitate Collaboration” - http://blogs.sitepoint.com/online-meeting-tools/

• Book: “The Exceptional Presenter Goes Virtual” by Timothy J. Koegel

Barry JacksonCommunications Advisor, Public OutreachAARPOffice: (202) 434-3749Cell: (202) 631-8952Email: bjjackson@aarp.orgTwitter: @barryjackson1LinkedIn: