‘Everything Video’ Virtual Event: Driving Digital Adoption Among Employees, Educators, and Students at Mayo Clinic

Rachel Maltese
Updated November 12 2020
‘Everything Video’ Virtual Event Mayo Clinic header image
Rachel Maltese
Updated November 12 2020

Making sure your organization has the tools it needs to meet its goals is only the first step in ensuring meaningful adoption of digital initiatives. Whether onboarding new staff or making sure existing users are building their skills in the tools available, being in touch with and responsive to your users is essential for driving a successful digital adoption.


At the Mayo Clinic, the ‘Everything Video’ virtual event has led the way in helping users across the institution acquire and grow their video skills to serve both internal and external stakeholders.



Why ‘Everything Video’ Day


With over 70,000 employees in total – and with a mission to lead digital innovations and new technologies to enhance research and patient care – the challenge of driving digital adoption is no stranger to Mayo Clinic.


But how do you effectively onboard, engage, and educate employees, healthcare providers, and students on existing and new innovative tools introduced into the company? And how do you do this remotely? This is how the idea for the Mayo Clinic’s ‘Everything Video’ day came about.


Originally Mayo Clinic was holding regular in-person trainings on a wide set of digital tools across the organization’s academic campuses. Generally, these were two-day events divided between 1-on-1 consultations and presentations for healthcare educators on the different technologies in use, but Business Analyst Jodie Bartz and her colleague, Electronic Environment Instructor Kelley Sandvik, were increasingly realizing there was never enough time to cover all the growing options that were available when it came to video.


In response, they set out to present full-day trainings on video, knowing they’d also be able to attract attendance from other people in the organization outside of Mayo’s research and education departments. The resulting ‘Everything Video’ day was designed to involve users and drive digital adoption in the organization, by educating, upskilling, and allowing for feedback on both existing and forthcoming features and products.


“With users, the more they feel like they have buy-in to the product the more engaged they’ll be,” Bartz says, noting that ultimately increased engagement leads to increased technology use.


But then, COVID-19 hit and forced Bartz and Kelley to rethink their plans. It was time to go virtual.



Planning and Running the Virtual Event


Bartz realized that it would be necessary not just to educate users, but to have a conversation about where they wanted to go in terms of current tools and future options. Together with Tammy Simpkins, Instructional Designer at Mayo Clinic, Bartz and Sandvik started planning the event with a focus on five key elements based on the audience profile and the event objectives:

  • Onboarding and technology introduction
  • Enrichment for intermediate users
  • Further development for pro users
  • Promotion of new features
  • Roadmapping to both plot the path forward and reinforce current buy-in

Ultimately, the day was divided into two parts, with the morning addressing introductory content and the afternoon geared towards advanced users and users of all levels who wanted input on how to grow video use at Mayo Clinic.


Bartz and Sandvik worked with Kaltura to provide further guidance and support for the event, including production, content, and conducting some of the training sessions which were designed to be run as practical workshops to evoke interactivity and engagement.


Measuring the Success


With a pre-conference survey to get a sense of where users were starting and where they wanted to go, the event was a huge hit, with over 400 advance registrations, and over 230 attendees.


Bartz and Sandvik always intended to record the event for future use, and they’ve been heartened to see that dozens of users are engaging with the archived sessions on Mayo Clinic’s internal Video Hub. Most of the interest has been on the introductory sessions, underscoring how the ‘Everything Video’ sessions have helped to spread video education and communication further into the organization.


A post-event survey also underscored attendee enthusiasm, with over 92% of participants expressing satisfaction with the training day. Participants were from all over the organization – including information technology, nursing staff, different educational groups, research departments, administration and support services, HR, and patient experience professionals.


“The collaboration between the Mayo Clinic and Kaltura teams truly enabled the success of this event – from initial brainstorming stages through successful completion,” said Brandon Dotts, Account Director at Kaltura. “It’s truly amazing what can be achieved when working together, with the focus of creating value and enhancing knowledge across the organization.”



What’s Next for Everything Video Day at the Mayo Clinic? And Some Key Takeaways


Bartz says, “People want to learn this and be good at it and proficient,” and notes there is now an internal discussion of whether some sort of certification option for staffers taking trainings and using video is possible.


Dotts at Kaltura highlighted some of the best practices that the Mayo Clinic used to make their ‘Everything Video’ training such a huge success including:

  • Understand your audience: Run a pre-event survey to get a better understanding of the audience profile, as well as to set expectations and help develop content for some sessions.
  • Promotion: Make sure to promote the event in advance, including ‘save the date’ and agenda communication.
  • Registration: Allow users to register for both the whole event and specific sessions for a more personalized experience.
  • Drive Engagement: Make the sessions as interactive as possible – even with a large audience – by applying interactive tools such as live quizzing and by demonstrating skills and then asking the audience to try them on their own.
  • Measure: Track audience activity from registration, to attendance, to active engagement throughout the sessions. Make sure to tap into both live and on-demand analytics to understand the effectiveness and ROI of the entire event life cycle.
  • Listen, learn, and Iterate: Conduct a post-event survey to get audience feedback and develop future programs


Now, Bartz, Sandvik and Simpkins are looking at holding specialized sessions in December targeting the requests and feedback from the ‘Everything Video’ event as they continue to build video momentum into next year and beyond.


“People are starting to sit up and take notice,” Bartz says. “What we’ve built is really working, really successful, and really desirable.”


To conclude, there is no one way to drive digital adoption. We are certain this is only a first step in a continuous journey, in which we are excited to be included as partners.

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