GSMChat Recap: Adapting to Virtual for Council Meetings, Events & Outreach

Many communities are transitioning to virtual events only during the pandemic, and government social media professionals have to find new ways to maintain audiences’ attention, create unique outreach and more. During this week’s Government Social Media Chat, we took a look at how govies are switching (and maintaining) virtual communities in, “Adapting to Virtual for Council Meetings, Events & Outreach.”

Welcome to our Government Social Media Chat #GSMChat and thanks for joining us! As many of us continue to operate virtually, let’s chat today about “Adapting to Virtual for Council Meetings, Events & Outreach” pic.twitter.com/L7WvFZHoEP

— Government Social Media (@GovernmentSM) June 25, 2020

Let’s start off by finding out who’s doing what virtually now.

Q1: What types of in-person government meetings or events do you want (or need) to take virtual? Or, have you already started going virtual? #GSMChat pic.twitter.com/TNRPh3PTaY

— Government Social Media (@GovernmentSM) June 25, 2020

Some said that they had switched over to virtual with some in-person, socially distanced meetings.

A1: We began all virtual meetings beginning mid-March. We also began streaming our council meetings through Facebook live. We're allowing the public back into our meetings (following CDC guidelines) but we're still streaming for those not comfortable attending. #GSMChat

— Tabitha Clark, APR (@TabithaMClark) June 25, 2020

While others’ meetings were completely virtual.

A1) We've taken all of our meetings virtual - whether it's a public meeting or an internal meeting between staff. Zoom for the win! #GSMCHAT pic.twitter.com/ZjNbQmpgmZ

— Danielle Rogers (@danielleirogers) June 25, 2020

But, how do you do virtual successfully? It’s important to have the right platforms, tech and streaming services to make it work well — especially for online council meetings.

Q2: What platforms, tech and streaming services have you used or are considering for pivoting to online council meetings? Same/different setup for events? #GSMChat pic.twitter.com/ew2RLEuLt8

— Government Social Media (@GovernmentSM) June 25, 2020

A2: We use Zoom & live stream to FaceBook. To allow public comment, participants send us an email which is read into the record by the Comm Mgr. #GSMChat

— Becky Partin (@BeckyPartin) June 25, 2020

A2: We use Zoom & live stream to FaceBook. To allow public comment, participants send us an email which is read into the record by the Comm Mgr. #GSMChat

— Becky Partin (@BeckyPartin) June 25, 2020

Here’s a tricky question that’s on every public communicator’s mind: How exactly do you handle public comments?

Q3: How can public agency virtual council or board meetings best handle taking public comments? #GSMChat pic.twitter.com/4yYcvP5o2C

— Government Social Media (@GovernmentSM) June 25, 2020

It can be difficult to navigate, especially while handling a new platform.

A3: This was a hard one for us. Early on we used a call-in option but it was a monster to handle along with making sure the live stream was working properly. Fortunately, we didn't have a lot of comments.

I looked like a control room operator during council meetings. #GSMChat https://t.co/si4Yv3AJ00

— Tabitha Clark, APR (@TabithaMClark) June 25, 2020

And, it can require some planning, like this socialgov suggested.

A3: We advertise ahead of meetings that we will take comments via letter or email. We also have a comment period during Zoom meetings where people can raise their virtual hand to provide public comment during the meeting #GSMChat https://t.co/2A3xMYUawl

— Crystal Farnsworth (@crfarnsw) June 25, 2020

It’s a good reminder to, “meet people where they are - esp if they have limited access to tech.”

A3: Lower barriers to engagement! If possible, take phone, email, hard copy and online comments, depending on what platform you're using.

It's hard, but we have to meet people where they are - esp if they have limited access to tech. #GSMCHAT

— Bronlea 🐈🐓🐐🐎🐕 (@bronleamishler) June 25, 2020

How can you handle important discussions on racial justice in a time where we can’t always meet face-to-face? Is it practical to have those conversations virtually?

Q4: Some agencies are starting an open dialog with their community on racial justice. Is it practical to turn community input meetings with the public into virtual-only meetings and be constructive, on-topic & meaningful? #GSMChat pic.twitter.com/TiZNPjffIX

— Government Social Media (@GovernmentSM) June 25, 2020

This govie said initial intro and planning meetings works, but it might be best to have in-person after that.

A4: Our take has been that virtual intro and planning meetings work, but our Black youth and PD just held an in-person meeting, and we are working on a Black community conversation that will be in person. #gsmchat

— ✨Jessica 🏠🧼😷 VanderKolk✨ (@jlvanderkolk) June 25, 2020

Others said to they weren’t a fan of having these types of meaningful conversations virtually; it’s important to have a human element.

Q4: We're not a fan of having important and meaningful conversations virtually. There are too many distractions and this type of conversation needs to have the "human element" of being able to actively listen and respond (including social distancing and masks lol). #gsmchat https://t.co/6Abf71dYI1

— Tabitha Clark, APR (@TabithaMClark) June 25, 2020

Which brings us to our last question of the day: How can you help recreate that human connection virtually?

Q5: When you move to virtual events or meetings, you lose an in-person, human element like body language and social cues. How could you help recreate that human connection virtually? #GSMChat pic.twitter.com/srYLviWlYq

— Government Social Media (@GovernmentSM) June 25, 2020

While it’s tough to only be virtual, many are finding creative ways to maintain a human connection with each other; like hosting a virtual Bingo!

Q5: That's a great question because it's so hard to get that vibe through a computer. We recently did a virtual BINGO event with our Mayor. Very popular and we made sure it was casual with a lot of humor and fun :)

Council meetings...well, that's the hard part 🙃#gsmchat https://t.co/kn0qQvxW9K

— Tabitha Clark, APR (@TabithaMClark) June 25, 2020

We appreciate the socialgov community supporting each other, sharing tips & helpful resources! For a full recap of the June 25, 2020 Government Social Media Chat, you can read through the whole chat on Wakelet.

Government Social Media Chat is your chance to get advice and ideas from your government social media peers across the U.S. We e-meet on Twitter bi-weekly to unpack social media issues specific to the socialgov community, share thoughts through guided questions and destress together. Search “#GSMChat” on Twitter every other Thursday to join in.

Best communicate with the public you serve by becoming a part of the Government Social Media Network at no cost to you — only available to full/part-time employees of government or educational institutions. Get access to socialgov-specific resources, like the COVID-19 SocialGov Hub group, and other organized content. Virtually collaborate with each other, share advice, get input, tips & more by joining the Government Social Media Network today.