In late january 2020, with strikes in France making it impossible to travel, Frédérique Gerbouin, Head of Recruitment, Training and Coaching at the University of Montpellier, refused to throw in the towel. She would not cancel the annual general assembly of PARFAIRE, a professional association bringing together those in charge of training in higher education institutions.
She decided to innovate and turn the meeting into a video conference while using Wooclap to maintain interactivity and allow for the smooth running of the voting on the agenda. Frédérique Gerbouin gives us a behind-the-scenes look at this event.
The challenge: 39 institutions, 25 locations, 2 time zones
In the midst of strikes, we used Wooclap to ensure the normal functioning of the meeting and thus comply with the formal exercise of the general assembly.
On the one hand, we were looking for a way to interact during the meeting, and on the other, looking to meet the regulatory obligations and register the votes of the members (present or represented). Participants were in a total of 25 locations in France and Réunion. Some had gathered in these locations, so in all, there were 39 participating institutions!
Implementation of the platform in only 2 weeks
We had not necessarily planned to use Wooclap, but in a complicated setting involving strikes - and therefore travelling difficulties, the platform seemed like an interesting and innovative solution to our problems. It allowed us to organise the general assembly and collect the votes of the institutions as intended. This was also the first time we used Wooclap within the framework of the administration service rather than in an educational setting. It was even the first remote meeting with this many participants. Preparations were quick: we decided to organise the meeting with RENAvisio and with Wooclap only two weeks before the date of the meeting!
We chose different types of interactive questions:
The first two questions were open-ended questions so participants could get used to the tool: “Introduce yourself: what is your name and where are you from?“, followed by “Where are you currently located?”.
Then, we used 4 very formal poll “yes/no” questions for the approval of the moral balance sheet, the approval of the financial balance sheet, the approval of the membership fee and the approval of the lists of candidates for new members elected to the Board of Directors of the association.
Finally, we ended the General Assembly with an open-ended question in the form of a word cloud: “In a single word, express what you thought of the General Assembly”, and a rating question: “On a scale of 1 to 4, how satisfied are you with the meeting format, the quality of the video, and the quality of the exchanges?”
The results :
We analysed the results after the event by exporting them into an Excel file. That way, we could prove the number of voters we had, in case we had to account to the institutions. We are very happy with the tool and it was even agreed, at the end of this meeting, to keep this interactive voting format even if the next assembly takes place face-to-face. Thanks to this experience, we’ve discovered a tool that can be used both in person and remotely, and in meetings as well as in the classroom.
We considered our use of the tool innovative - all the more so since our previous seminar was about the evolution of training formats and our digitalisation strategy. Case in point!
Find out more about Distance Learning with Wooclap here!