The Asynchronous Event Challenge

With the surge in large-scale virtual events, and the complexities of producing hybrid events, planners and technical producers already have a lot on their hands. Now, because many of these training and informational events span multiple time zones and work schedules, some analysts are proposing yet another model: the so-called asynchronous hybrid event. As we will see, there really is no such thing.

Asynchronous is just a fancy way of saying that things are happening at different times. Recorded, on-demand video is a perfect example. Individual trainees or participants can log in and view the recordings at a time convenient to them. The problem of course is that there’s usually no one present at that time to answer questions and no live interaction with presenters or fellow participants.

Hybrid events, as we’ve discussed many times, are simply events where some of the audience members are on-site and some are participating virtually. In our experience, it also means that panelists and presenters can also be either on-site or virtual. These events can include pre-recorded material of course, but that doesn’t make them “asynchronous hybrids,” nor does it solve the real problem: replicating costly events across multiple time zones.

So, at the risk of adding another term to the virtual event lexicon, the solution to this very real problem is a semi-synchronous event.

Being There When You Can’t Be There

The advantage of having pre-recorded content has been obvious since the invention of videotape. It simply costs less to record a subject matter expert or a panel of experts than it does to bring them all together to present to a live audience—be they on-site, virtual, or both. But while the cost savings are real, the disadvantage is that it’s a one-way experience, with no opportunity for audience members to interact with the presenters. Limited breakout sessions can be held in some cases. However, it is not possible to have active feedback sessions, brainstorming, teach-backs (which are covered in my book The Virtual Events Playbook), and other activities involving presenters or instructors.

The solution is surprisingly simple. In a semi-synchronous event, the presentations by subject matter experts (or SMEs) are recorded. Each regional event uses that recorded content, but with an important distinction. The moderator or facilitator for each event must be a recognized SME, capable of answering questions and otherwise interacting with the audience in meaningful ways. In that way, all the advantages of hybrid or virtual events are available, even if the full complement of experts cannot attend in person.

Notice that such an event can be all-virtual, hybrid, or even completely on-site, if the company can afford it. No matter how many time zones are involved, the pre-recorded content is supported by a fully qualified moderator. It should go without saying that even with pre-recorded, asynchronous content, such events require careful planning, with a clear understanding of the desired event outcome, and the help of skilled event producers.

As I never tire of saying, if you can afford to take your people out of their normal work venues, and spend the time and resources necessary to hold a live event, then live trumps virtual—always. But if your resources are limited, and you need to minimize time out of territory, while still promoting lively interaction, then hybrid or virtual events are the answer. If that same workforce is scattered across the country—or across the world—then the “miracle” of recorded video is also essential. When used in a semi-synchronous event, the results can truly be the best of both worlds.

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Lee Deaner is President of Leading Edge Training Solutions (www.letstrainonline.com), a leading producer of virtual and hybrid events, informational meetings, and training programs since 2009. He is also co-author of The Virtual Events Playbook, available on Amazon and from Amplify Publishing