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  • Nigel Dias
    Nigel Dias

    GUIDE: How to run an HR and People Analytics Meetup Group

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    Posted 10 months ago

     

    Starting and successfully growing an HR and People Analytics meetup community isn't easy, but maybe we can make it a bit easier. This guide will hopefully be a living document, growing as more meetup organisers around the world contribute to it. For now, it is based on the London HR and People Analytics group - here is our overview video, and here are some recordings from our sessions.

    The six steps below contains the steps we take when we run a meetup, and also contain the support that we - 3n Strategy, our university partners, and the HR Analytics ThinkTank community - can provide you with (for free).

    Before you start though, we recommend you take the following steps:
    1. Register your meetup here for regular updates and to be listed on the Global HR and People Analytics Meetup Map.
    2. Join the HR and People Analytics Meetup Organiser group on Linkedin.

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    How to Run an HR and People Analytics Meetup

     

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    Relevant Links:

     

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    Relevant Links:

    • Need sponsorship? Maybe we can sponsor, or put you in touch with someone who can. Please email contact@3nstrategy.com.
    • Need help finding a venue? Maybe we can help, or someone in our network can help. Please post in the Linkedin group or email contact@3nstrategy.com.

     

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    Relevant Links:

    • Can't find a speaker? Maybe someone in the Linkedin organiser group knows? Or we can check the global ThinkTank Community and put you in touch with someone if we can. Please post here, or in the group or message contact@3nstrategy.com.
    • Can't think of a topic? Join the Organiser calls and brainstorm topics with other organisers. Also from October the ThinkTank will share (at least) one case study or report that organisers can share with their communities.

     

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    Relevant Links:

    • List your event on the Forum's Global Meetup Calendar and we will include it on all our newsletters and on our social media feeds.

     

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    Relevant Links:

    • Check the Meetup Resource Pages for support materials.
    • Ask the Linkedin organiser group for ideas on how to open and run your meetups.

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    • Share your videos and content with the global community (and help us drive innovation in HR and People Analytics).
    • Post blogs and insights that we can share with academic researchers and with the global community.


    Think something is missing? Have any ideas? Want to write your own guide? We'd be happy to share it, so please get in touch.

    Edited by Nigel Dias

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    1. The Global Community Content library is an open area of the ThinkTank site where anyone can add content for other people to access, read and use. It is completely open and anyone can add content - although there are some general rules (below). This blog is a quick guide to explain how to add content to the site.

       

      Rules for Global Community Content

      There are only two rules to adding content to the global library:

      1. You are responsible for having the rights to post the content. 
      2. Any sales content will be removed.

       

       

      How to Upload Content to the  Community Content Library

       

      Step One: Go to the Community Content Library and click "Add New Content" (Click Here)

       

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      Step 2: Enter a Title and the Text for the Content

      Note 1: If you are posting a video from Vimeo or YouTube, you can just put the video URL and it will load as a video!

      Note 2: You can tag other site members by using "@". For example, @Johann Friedrich Gauss.

       

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      Step Three: Complete the other fields

      Note: If you need a new Content Type, Topic Category or Language, please use "Other" and let us know by messaging @HR Analytics ThinkTank. We will add the new category and update it for you.

       

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      If it is older content, you might need to add the date it was original recorded or written, and who is featured in the video.

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      Step 4: Agree to the Disclaimers, add a Banner (Recommended) and hit "Save"

      Tip: If you do not have a banner, we will add one when we post it.

       

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      And that's it... The video should appear in the library immediately! Thank you for adding it!

    2. In September last year, I write a guide for How to Run an HR and People Analytics meetup. In those pre-COVID19 days, the guide was really talking about in-person events when we could come within 2 metres of each other and most of us had probably never worn a face mask. Like everything else meetups have gone digital. Since March, HR and people analytics meetup organisers around the world have been experimenting with ways of taking our communities digital.

       

      It has been a learning journey, and there are pros and cons to this new format. In this blog I wanted to share the experiences of the London HR and People Analytics Meetup community, as we've adapted for this new world. We invite other meetup organisers to contribute their own blogs or comments.

       

      We also invite you to download our Virtual Meetup Slide Deck Template by clicking here on the image below:

       

      HR Analytics Template Deck

       

       

      So what tips do we have for moving your meetup virtual...?

       

      Virtual Tip 1: Replicate In-Person Feel and Vibes

      Many of us have learned that the success of virtual meetings requires a shift in attitude - not just from the person leading the session, but the people attending it too. We send an email out 48 hours before the meetup and open with some guidelines to help everyone get into the right frame of mind. My general guide to the community is a simple challenge: "As a community, we need to work together to replicate the feel and vibe of an in-person meetup. Would you feel comfortable doing something at a physical event? If yes, then feel free to do it at the virtual meetup.".

       

      More more specific guidelines:

      • Webcams On. We think the 'connection' people feel in meetups requires an eye-to-eye connection, so unless you are invisible in real life we ask everyone to switch their cameras on.
      • Be Present. In a normal meetup, people tend to respect the presenter and they don't walk around and do distracting things. The great thing about a virtual event means you can join from anywhere, but please don't join in a way that negatively impacts the experience for other people.
      • Ask Questions. We allow anyone to unmute themselves so they can ask questions whenever they want (just like in real life).
      • Have Fun. It is just a meetup, so don't stress!

       

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      Virtual Tip 2: Be Inclusive

      You shouldn't assume everyone feels as comfortable as you are with your web platform - in fact, it can be a great way to alienate some of your community if they feel unable to navigate your sessions. At the beginning of every session, we do a quick 3-4 minute demo of all the functionality they need to know about.

      Zoom Instructions

       

      Virtual Tip 3: Your Networking Will be Fine (it might even improve)

      Most meetup organisers feel that the biggest value their sessions bring is the networking and sense of community - and they are worried that this will not translate into virtual webinars. At the in-person London meetups the networking is high energy, and it was a concern for us - but the feedback on our networking as been extremely positive.

       

      Some ideas for you to consider:

      • Use Breakout Rooms (Zoom). Zoom has a great feature called 'Break Outs', which allows you to create mini virtual meetings within your big Zoom meeting. You can click a few buttons and send everyone into mini groups of 4-5 people to chat on their own. This works very well for us.
      • Given Enough Time. Make sure you give people enough time to network. You can always end the networking early if you need to.
      • Use Digital Tools. Other groups are using tools like Mentimeter, Miro and more to improve their experiences.
      • Suggest Questions or Themes. Suggest questions for people to ask each other in the virtual meetups to help them get started.
      • Eat and Drink. This is probably my personal view but there is something human about eating together and our networking usually happens over pizza and beer. Encourage people to bring a snack for the networking.

       

      Networking

       

      Virtual Tip 4: Keep Recording and Writing Up and Keep Going

      The biggest trick to long-term Meetup success is still the same trick as a successful change management programme... Keep going, maintain clear momentum and communication and share successes. If you can, tell people when the next meetup will be, and share the blogs and recordings of your sessions (on the ThinkTank?) so other people can see what they missed and join in the future.

       

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      Finally...

      I hope this helps. If anyone has any other questions about the London meetups or suggestions or ideas, please let me know. Here are the useful links if you want to start your own meetup:

      1. Register Your Meetup on the Global Meetup Map
      2. Put your Meetup Event on the New Global Meetup Calendar
      3. Join our the Meetup Organiser Linkedin Group.

       

       

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