Alfa Accountants creates high-quality online production

Connecting our employees and creating a sense of togetherness every year

“The annual learning days are an important part of our personnel policy,” says Sanny. In her role as HR manager, she is ultimately responsible for the content and organization of the Alfa Learning Day. “We believe it’s important that our colleagues enjoy their work and continue to develop themselves. That’s why all employees usually come together for one day each year to meet each other, gain knowledge, and exchange ideas. Unfortunately, in 2020 we had to cancel this day due to the measures. Then we thought: let’s play it safe and move the entire event to November next year. We will organize one big Learning Day for all Alfa employees and make it a celebration.”

Preparations focused on a live event

In the spring of 2021, Sanny and her team started preparations for the physical Alfa Learning Day. “After the cancellation in 2020, we wanted to make this year extra special. We aimed to create a festival-like setting where nearly 1,100 employees could meet festively and informally. A day full of knowledge, music, entertainment, and good food. And the day when we wanted to present our policy plan. Our team – and especially colleague Adriënne Visscher – spent the whole summer busy with the program and planning.”

Everything was set to go, but in early October, doubts began to arise. The infection numbers were rising again. Sanny: “With the increasing numbers, we started to question whether we could bring all the guests together. What if? However, we didn’t immediately think of a plan B and remained hopeful. We had already planned to livestream the plenary program so that employees in quarantine could still watch. But a week and a half before the event, new measures were announced. Hospitality was closing earlier again, audiences at sports events were banned, and fixed seating was required. It became clear that the event could not go ahead as planned.”

Quickly switching to an online production

“When we decided not to organize a physical event, we immediately called everyone involved together. With the Alfa project team, Danielle and Mandy from NBC, technicians from AVEX, and other external stakeholders, we made a plan. How are we going to shape the event? What do we need for that? What technology? And which people? It was very reassuring to see that NBC and AVEX were very helpful. The main outcome was that we wanted to approach the event as an online production and not just let our employees ‘watch’. It shouldn’t feel like a Learning Day that suddenly goes online, but like an Online Learning Day.”

Fortunately, Alfa already had some experience with online events. At the end of 2020, they organized an Online Christmas Show for their employees together with Effectgroep. “Because of this, we understood the importance of the right people and details. An online event depends on a good director, a technical script, and the necessary expertise. We decided to approach the Online Learning Day as a TV show.”

An online event depends on a good director, a technical script, and the necessary expertise

The devil is in the details

A completely online event requires a totally different approach than a live event. Switching in a week and a half is, to put it mildly, quite a challenge. Sanny continues: “After deciding on the format of the event, we immediately changed the program. Not necessarily the times, but especially the flow and energy of the program. We wanted to make it a dynamic show. Ultimately, with all the workshops and sessions, we came up with a six-hour program. That seems long, but because of the variety and balance, it didn’t feel that way. There was a backstage program, a band played, and there was a live illustrator capturing the event. Something was always happening.” This is the biggest lesson Sanny takes away: “Compared to a physical event, there needs to be much more dynamism and variety, otherwise it just gets boring.”

How does a speaker come Across? From how many angles is it filmed? The Alfa organization team paid a lot of attention to the details. “By approaching the event as a TV production, the focus was really on the details. We thought about every camera position. Which details do we see on stage and which don’t? How do we keep the visuals exciting? We made different bumpers that were used for short walks or session changes. And the various settings in the Grand Hall of NBC made the variety complete.”

It’s the people who make the difference

When we ask Sanny about the collaboration between Alfa, NBC, and AVEX, she responds enthusiastically immediately. “Whether it’s a live or online event, you want to invest in the right people. Skimping on staff or knowledge is the dumbest thing you can do. You want to be taken care of so that you, as an organizer, don’t have to worry about technical details but can focus on the content. That’s how I experienced our collaboration. The calmness, the expertise… everything was perfect. For example, we had deliberately invested extra in technicians, so there were two people on standby in each wing for questions or help. That gave such a safe feeling. That way we knew it would go well.”

Employees are enthusiastic

“It was supposed to be a physical reunion, of course. That feeling of ‘great, we’re all together again after two years’ should have prevailed. Our challenge was to create that feeling digitally for our employees. And yes, we managed that! All our employees were extremely enthusiastic about the online Learning Day. It even had an impact on whole families. For example, we heard from employees that they sat with their kids in front of the TV during the break and watched the lunch program together. At one point, we even said, ‘now we’re going to do nothing for half an hour and you have time for home.’ That was appreciated by everyone.”

Online makes you feel involved in the event and the organization, but less with each other. The feeling of togetherness is simply better created live.

Live is needed to connect with each other

Despite the success of the online Alfa Learning Day, Sanny still prefers to come together physically. “I hope with all my heart that we can come together again next time. Looking each other in the eye is simply necessary. But in the future, we will more often consider whether it is really necessary to come together physically. Can it also be done online? We might say we will alternate. It’s not a permanent replacement, but a valuable addition. Where’s the difference? Online, you feel involved in the event and the organization, but less with each other. The feeling of togetherness is simply better created live.”