Invite Participants

How to Invite Participants

After you launch a project, you can invite participants through various channels by using the admin interface. Different channels appeal to different stakeholder groups. We recommend starting small and intimate (roundtable with key stakeholders and relevant decision-makers) before sending emails to thousands of people. Further, the channels through which you choose to engage your stakeholders will be contingent upon your process design. Think strategically about which channels are best for which stakeholder groups, such as telephone calls for board members. Certain channels will prove to be ineffective, such as Facebook for reaching senior managers. To maximize participant engagement, we strongly recommend reaching out via various channels. Note: if your project is closed to “members only,” then only participants whose emails have been entered onto the website will be able to access the project pages.

Digital Channels

In the project admin interface, select “Invite” and choose a channel:

Email

You can personally invite participants via email. Simply copy & paste your lists or send us an Excel file to import. If your project is closed for “members only,” this is the only way to add participants.

SMS

You can pose your question via SMS, so that participants can reply by using their mobile devices. Send us your lists and we will set things up for you!

Facebook

If your project is open to everyone, you can share the invitation on your Facebook page. Facebook enables you to promote your posts among different audiences (by age, profession, address, interests, or pages).

Twitter

If your project is open to everyone, you can share the invitation on your Twitter page. We recommend adding relevant hash tags (#) and tagging friends. Twitter enables you to promote your posts to different audiences (by age, location, or interests).

Pop Up

You can integrate a pop up invitation on your website with your profile picture, asking visitors to give you advice. We recommend doing so in relevant pages. Another option is to integrate banners with a direct link to your consulting site.

Link

You can generate a short link to your project, copy it, and share it with various lists (via email, as part of a digital campaign or during an event). Note: for “members only” projects, only registered emails can get in!

Campaign

An ad campaign over the internet or a humble investment in PR will enable you to expose your project to broader audiences. You can publish the project URL or generate a QR code. You can also publish selected answers, and later, the decisions that you made.

Offline Channels

Along with using digital channels, you can collect advice for your site without even asking your participants to log on themselves; you’ll be able to document what was said and shared onto the website during live engagement events with stakeholders.

Calls

Calling stakeholders is expensive, but it works. Having a strong opening sentence is crucial for a successful experience. For instance, we recommend using an introduction such as, “Hi… I’m calling on behalf of … to get your advice on …” You must get the participants’ approval before posting their answer(s). You can import their advice via the “add answers” interface.

Roundtables

Gathering a diverse group of 20-40 people for a roundtable event requires time and effort, but roundtables are one of the most effective methods for gathering productive insights and leading change together. Senior officials will be willing to participate if approached by their colleagues. Below is some methodological advice on how to conduct roundtables and operate the event interface .

Conferences

Having large crowds of people in one location creates great opportunity for engagement. You can text or email the participants before, during, and after the conference; you can type in real time some of the sessions’ responses onto the project site; and you can present key highlights from the advice you received on the overhead conference screens.

Meetings

Sometimes, arranging one-on-one meetings creates the most important channel for gathering advice from senior executives. If they are approached personally (not digitally), such executives are generally willing to help. With their permission, you’ll be able to import their answers via the “add answer” interface.

Questions & Answers

I invited several participants, but they can’t see the project.

In projects closed for members only:

Authentication check. With which email address does the user identify? Ask the user to click on the user profile picture on the top right-hand bar and check the user email address. If the user is not associated with the appropriate address, s/he should please login.

Participation check. Are participants’ email addresses registered with the project? You can search for email addresses by going to the project admin interface and clicking on “groups.” If an address isn’t there, add the user as a participant (see “invite users”).

Project check. Is the project in “draft” mode? If the project hasn’t been launched, or its status is “deleted” or “suspended,” participants will not have access to it. You can check the project status on the site admin homepage (see “manage site”).

Email us at info@insights.us with your site URL, and we’ll examine and fix any software bugs that may be causing you problems.

In projects open to everyone:

Site check. Is the site open for all? Go to the site admin, select the “Settings” icon from the top bar, and make sure the correct access option is selected. Note: only site admins can see this menu.

Project check. Is the project open for all? Go to the project admin, select “Settings” from the left-side menu, and make sure the correct access option is selected. Note: only project admins can see this menu.

If the project access was changed in the last hour (e.g., it was open for everyone only recently), we advise users to refresh their screens.

Email us at info@insights.us with your site URL, and we’ll examine and fix any software bugs that may be causing you problems.

How can you invite participants to a “members only” project?

The easiest way is to send them an email invitation through the site. In closed projects, access will be given only to participants whom you have personally invited, or to participants that were added via the events interface or from the “add answer” interface. In closed projects for members only, you cannot share information on social networks, and the project will not be shown on the site homepage for other users to see. Additionally, the direct link to the project will redirect to the login screen.

Why can’t I forward emails? When emails are “linked to my account,” what does it mean?

In order to make the authentication process quick and easy, the website generates personal links (with personal tokens) that identify each user (including project and site admin). This personal link will be sent to the user through all phases of the project, including invitations, updates on insights and decisions, and system emails for setting a password. The links enable users to take action on the site under their own user ID, and they expire after a few days. To prevent someone from exploiting an identity, we request that users not forward these messages to others. Insights.US is not responsible for any unintended consequences that result from users applying other users’ credentials from a forwarded link.

Can I import and export information via Excel?

Yes. You can import users via Excel and send them personalized emails and text messages. The invitations will be merged based on your data, and they will include a personal token that will identify the user without a password. Note: this option is available for paid projects only. Please send us the excel file with separate columns for first name, last name, title to show, email address, and a mobile phone number (if needed). You can also export user lists, answers, and insights via Excel. Simply get in touch with us at info@insights.us.

What happens if you try to invite an existing user?

You cannot create two users with the same email addresses. If the user already exists in the process, the system will NOT add the user again but WILL send him/her an invitation to log in. Note: you must be a site admin or operator in order to edit users’ details.

Can you terminate a project?

Yes. You can always close a project so that users can no longer add answers, support, or comments (see project phases). You can also limit access to your project by making it “members only.” Alternatively, you can delete the project via the process settings, so that no one can see its contents.

System Interfaces

You can reach out to participants through the “Invite Users” interface in the project admin. Answers collected through offline engagements can be uploaded to the “Event Management” and the “Add Answer” interfaces.

Invite Members

The “Invite members” interface allows you to select all available channels to invite new participants, including sending email invitations, reaching out through social networks, and generating a link to share.

Sending an email invitation: Enter the project, go to the admin interface, and click “INVITE” on the left-side menu. Select “Send Emails.” After you enter the user details, the user will receive an invitation. You don’t need to define the titles or stakeholder group of these users; only an email address is required.

Engaging through Social Networks: Enter the project, go to the admin interface, and click “Invite Users” on the left-side menu. Select “Share via Facebook” or “Tweet via Twitter” to get the launch browser tab in your browser where you can share the update on this project. You can also copy & paste the link to the social networks independently.

Generating a Link: Enter the project, go to the admin interface, and click “Invite Users” on the left-side menu. Select “Generate Link” to copy the link from the screen. Note: this link will not work with projects for “members only” if the user is not registered.

Event Management Interface

The event management interface enables you to manage roundtables, meetings, and events--including creating a list of participants, typing answers in real time, and showing selected highlights on the event overhead screen--directly on the website.

Adding an event: Enter the project, go to the admin interface, click “Events,” then click “Add an event.” You can define the name, description, time, and venue of your event. You should also identify whether answers from this event will be published in real time or will require further approval from admins before being published.

Adding a Participant: After you’ve created or selected an event, you can explore the list of participants in the event. You can add or delete participants. Note: if the site is closed for members only, only site admins can invite new participants.

Adding answers: You can add answers on behalf of the participants in real time. After you select an event, move to the “Add Answer” page and choose the participant to whom you would like to add an answer.

Adding insights: If you recognize repetitive themes during the event, you can add insights in real time to the project site without attaching them to highlights. You can then explore the insights in the “All Insights” page.

Showing latest highlights: During the conference, you can share and project participants’ latest answers on an overhead screen.

On your behalf, we can send an invitation to all participants before an event. After the event, each participant will receive an email with his/her shared answers, as well as a request to edit them or approve them if needed.

Adding Answer Interface

The “Add Answer” interface lets you add an answer on behalf of a single participant. It was designed so that answers offered during meetings, phone calls, or direct interactions with participants can be effectively published onto the project site.

Select a participant: After you enter a participant’s name, the website will display participants with a similar name. You can select one of the participants or add a new participant by clicking “New." If the site is closed for members only, you’ll need to be a site admin or operator to add a new user.

Adding an answer: After selecting a participant, you can type the answer and upload it to the website. Once you approve the answer, you can select a different participant and add another answer. The answers will be published immediately on the site.

Increasing Participation

You’ve decided to seek advice from diverse groups that can bring value to your decisions. But what will increase their willingness to help? The motives of sharing knowledge are not financial; they range from social norms, through civic duty, to altruism. To make participation from various stakeholders valuable, we need to reduce costs and increase benefits.

How to Increase Benefits

Meaning

Inclusive decisions should provide meaning and purpose, above all else:

Emphasize in your project texts the kind of decision(s) you want to make and how the
advice will help get you there.

Express that a precise, personal impact update will be sent to all participants, based
on the advice they’ve shared.

Ego

Ego plays a role in motivating people. Here are some strategies to consider:

Publicize meetings/roundtables, where invited participants can share
advice with the decision maker. This can boost ego for those who were invited -
they’ll feel especially important in the process.

Engage with the participants, like through highlighting and commenting on
answers. We will make sure everyone knows you’re active with the project.

Fun

Participating should be fun. We constantly upgrade our tool, but you’ll want to shorten and simplify your texts, making them accessible and user-friendly to all.

How to Reduce Costs

Time

There are several ways to minimize the costs of participation.

Uploading lists of emails/texts will allow you to send users a direct link to the website (no password needed). Users can also reply directly by SMS.

Inviting participants to a virtual meeting over the phone will spare them the commute, saving time.

Calling participants creates the “cost of hanging up.” It is the most expensive communication channel, but it can also be very effective.

Managing a roundtable with a clearly prepared question, and the possibility of people answering electronically, can save time.

Resources

We make the engagement as affordable as possible. Getting advice on the web saves money spent on transportation and parking.

Additional Aspects

Designing a Project Outline

Strategic projects often include several phases. Before launch, we highly recommend outlining/designing all phases, starting from the intimate meeting of the top decision-makers and ending with the broad outreach to employees or partners. The project outline document defines what to ask, who to ask, how to ask, and when to ask.

From our own experience, here are some tips on process design:

Start internally. Your managers & employees can help, and they want to know the plan early. Before you reach out to thousands of people, gather a small meeting (5-10 people) with key executives and/or a roundtable (20-40 people) with key stakeholders.

Nobody should be surprised. Closely look around you (360 degrees) and design several stages to keep everyone informed. Each stage should cover a different group of people, until you reach your entire target audience.

Those who have formal authority should be approached and informed first about the entire project outline. Arrange a closed meeting and share with them the ownership of the entire project.

Different groups require different engagement channels. Facebook is a great channel to engage clients or citizens, but not senior executives. Your board members would probably (and rightly) expect a phone call.

Our Delivery Unit at Insights.US specializes in planning and delivering complex projects. We invite you to think collaboratively with us regarding your challenge and the best way to tackle it. Feel free to email us at info@insights.us.

Managing a Roundtable

A roundtable brings together a diverse and decentralized group of participants in one place to discuss one specific question with a decision-maker. Here are six tips on how to manage your roundtable after it’s organized:

SEND
BACKGROUND SHEET

Before a roundtable, send everyone background data, info, the timetable, & the question that will be addressed.

ESTABLISH
2 MIN RULE BEFORE STARTING

After presenting the question, give participants 2 minutes to write down their advice. Collect the papers at the end!

FOCUS
ON THE QUESTION

Display the question on the overhead screen, read it aloud to all, and don’t hesitate to revisit it for focusing purposes.

MANAGE
WITH LIMITS & RULES

To make things run smoothly, explain the rules of the roundtable: who speaks, when, for how long (2-4 min?) and what is typed onto the website.

CHALLENGE
TO GET BETTER ADVICE

We recommend having an open discussion; better advice will be generated if people can challenge one another.

CONCLUDE
WITH NEXT STEPS

Toward the end, summarize some key insights and share the next steps prior to making decisions.


Here are three things you should remember during a roundtable:

LISTEN. The goal is to listen with an open mind, challenge our current thinking, and brainstorm within the field to create new insights. Roundtable participants will exchange many ideas, about which conclusions may not yet be drawn. Think broadly, challenge the mainstream understanding, and be patient with the integration of contents for a later stage in the process.

FOCUS. Begin the meeting by presenting the consulting question and the desired outcome. Make sure participants keep the outcome in mind and consider ways to achieve it. When the discussion starts to happen, don’t hesitate to initiate the productive dialogue. Engage - don’t be a stranger!

TOLERATE. You may encounter legitimate criticism. Acknowledge it, but don’t turn it into the main topic of discussion. Instead of responding to every claim or arguing with participants, reciprocate by productively seeking solutions. Build the future - don’t focus on the past.

A good consulting question will bridge the gap between the participants’ different worlds of content and understanding. Therefore, it is important to focus on the question and constantly revisit it. We should avoid slogans, and agreements don’t need to be made; everyone may take the question in a different direction to achieve the shared outcome. Our goal is to inspire the collective knowledge, which emerges from the exchange of various ideas.

Defining Decision-Makers

The decision-makers’ identity in your project is important for the success of the entire project; the people who pose the question heavily influence the process and outcome. Here are some things to consider:

To whom can participants not say “no” in your project? If a question is asked, to which figures in your organization will everyone answer?

Who has the authority to make decisions? Which figures are recognized as having the power to change things in the field?

Who truly cares about the project’s success? Your project’s decision-makers need to be interested and engaged.

You can appoint up to 3 decision-makers in the project admin.

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