Case Study:
How the University of Melbourne used Zeetings to create a collaborative roadshow


The Challenge

As the new head of University Services at the University of Melbourne, Paul Duldig wanted to connect with the 1,500 professional staff within his newly created division. He also wanted to engage with the 4,500+ staff across the rest of the University and discuss the implementation of the University’s new shared services model.

A 14-stop roadshow was planned to introduce Duldig to the faculty. However, the real challenge was to facilitate a two-way dialogue at these events which would have as many as 765 attendees.
This task was put to Luke Chandler who at the time held the role of Executive Officer for University Services. Chandler was considering how he could facilitate collaboration during the roadshow when he discovered Zeetings at the Creative Innovation Global conference where Zeetings was an interactive media partner.

With features to empower people to ask questions and share comments, Zeetings offered an ideal solution for the University Services’ roadshow. Also, it was easy for participants to use with no apps to download or install.


Optimising Engagement

With support from Zeetings, Chandler learned how to use the tool and optimise engagement. He developed an interactive presentation for each event which included live polls to capture information and feedback from the audience.

At the start of each event, attendees were given simple instructions on how to join in to Zeetings and post questions and comments. They were also invited to participate in a few live polls to get familiar with the tool.

One of these polls identified whether the audience was primarily academic or professional so that speakers could tailor their talking points accordingly.

Chandler explained, “With Zeetings, we were able to capture information about the audience and their interests so the leadership team could spend more time focused on the issues they cared about most.”
Zeetings was also successful in facilitating a two-way dialogue and collaboration amongst attendees. They could post questions or comments at any time during the event or respond to those posted by others. As moderator, Chandler could filter through the questions and identify the most relevant ones to include in the Q&A.

Chandler said that the collaboration was especially successful at the larger events. “The ability for hundreds of people to come together and chat and collaborate around the live presentation really electrified the room,” he said.

Also, the ability to submit questions or comments anonymously, empowered everyone to get involved – not just the confident types you find holding onto the microphone at more traditional events.


Capturing new insights

While the focus of each roadshow event was largely the same, the live polls and feedback helped speakers to tailor and improve the content over time. For example, a new poll was added in after the first few events to let the audience choose some of the information to be presented.

Also, with Zeetings, Chandler was able to easily create summary reports of each event. These included insights on how many faculty attended from each business area, key themes from the feedback and questions, and an overall rating from the audience. All of the information was useful in evaluating the success of the roadshow and also planning for future events.


Developing new use cases

After experiencing the benefits of Zeetings firsthand, some of the roadshow attendees are now using it for their own events. These include ad hoc presentations to large audiences and smaller networking events.

Chandler himself has taken on a new role as project coordinator for continuous improvement and plans to use Zeetings at an upcoming faculty planning day. “Using Zeetings is a great way to do a pulse check and engage with our audience,” he said

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