Case Study: Anonymous

Novemeber 2020

ABOUT THE EVENT

An annual gathering of family court support workers across Ontario. This event helps professionals working with women going through the court system (often because of domestic violence or abuse) to discuss relevant updates, receive professional development, and engage with each other to create a network of helping professionals.

NeOlé has played a role in this annual event for the past four years delivering workshops and presentations. This year we helped the client bring the event online in the light of the COVID-19 pandemic. Our client was relying on us to help them make this virtual event as friendly, accessible, effective, and smooth as possible.

CHALLENGE

One of the biggest challenges faced with this event was a matter of accessibility. Some of the participants had bandwidth issues, or lacked the tools to go online. Working with an underfunded sector, we ran into issues of creating an event that was accessible for those without high-quality technology. There was also a lot of trepidation around using new virtual platforms that the participants did not have experience with.

Another challenge that was run into was keeping the confidentiality of those with whom our client worked. As is the case with issues of domestic violence and abuse, there was a potential for uninvited abusers to try and get into the meeting. This could have caused disruptions to the meeting, and more than that put some of the participants at risk. Our team had to work to make sure that the security of the event was up to par to ensure the safety of everyone involved.

SOLUTION

Our solution to making the virtual transition was to hold “office hours” leading up to the event where participants could log in, meet, test their equipment, learn about the platforms we were using, and leave feeling confident and excited about the event. We knew that having a smooth transition to a virtual meeting was important to our client, so we took the extra time to make sure all the participants and presenters were comfortable and even excited to take part in this 4-day event.

For the meeting itself, we used a combination of Zoom and Stormz to create an accessible workspace for the facilitators and participants. Stormz is a bright, colourful collaboration space that proved to be just what the client needed. We also helped to co-facilitate by leading daily virtual engagement activities and breakout discussions.

Our solution for the issue surrounding the security of the event was to have a two-level admission process. When participants were first let into the meeting, our team would work with the client to cross-reference the registration list and ensure that they were, in fact, supposed to be there. Anyone who was not recognized was sent to a “Support” breakout room where a member of our team, with a staff member from the client organization, would show them how to rename themselves properly on Zoom, then cross-reference again to see if they were on the list after all. This ensured everyone who was supposed to be there was, and those who were not did not get in, allowing an extra level of safety and security for our client.

RESULTS

As a result of our collaboration with the client, we hosted approximately 80 participants through four half-day sessions running 9:00am to 1:00pm. Participant engagement remained high throughout the four days By starting every morning with a grounding exercise, and then facilitating activities in breakout rooms, we helped the client keep participants fully engaged. A surprise package was also mailed out to each participant prior to the event. Each morning, the participants would open the envelope for that day and receive a little gift, which helped keep everyone excited for the coming day.

Despite preemptive anxieties and accessibility issues, our client found the participants to be relaxed and engaged, and the event ran as smoothly as we could have hoped for.

COMMENTS
KEY STATS

4 half-day sessions 9am-1pm

80 participants

20+ virtual flip charts filled with 500+ insights captured on virtual post it notes

12 simultaneous breakout rooms run over 7 sessions

Sol Santos-Pyne Chief Innovator and Prototype Evaluator. He is always ready to help design, paint, cut and install. Sol will show you what’s possible and will also try the impossible. He is the bravest monkey of all.

Ayla Larzabal Zavitz Artist-in-Residence and Director of the Safety Patrol. She makes sure that everyone is following the rules and having fun at the same time. She is the time-keeper and turn-taking monitor. She helps paint the wood for the monkey bars and will give you great advice on the best accessories.

Beto Santos-Pyne Video Producer and Editor as well as a Reliable Helper during heavy installations. When he is not building intricate systems in Minecraft he is the top ranking swinger on the monkey bars. 

Mateo Larzabal Zavitz is our Media Relations Expert and Installation Helper. Mateo knows what’s cool and what’s not cool. He helps us maintain a realistic outlook on the world and stay up to date on the latest movies and video games.

Matias Larzabal Designer and Lead Installer. Matias has more than 20 years of experience working in construction, 14 years of experience as a dad, 11 years of experience as an uncle, 10 years as a helpful Canadian neighbour and handy-man, and a lifetime of experience as a monkey. Matias is also an artist with a unique upbringing. You can learn more about him and his art on his gallery.

Ginny Santos Monkey Supervisor, Visionary and Managing Director. Ginny is a nutrition coach and entrepreneur who is always looking for ways of involving children in creative thinking and problem solving. You can learn more about Ginny’s other work on NeOle Coaching.