Case Study:TEN Capital Network – Building a Robust Training &Onboarding System for Virtual Events Management

Company: TEN Capital Network

Industry: Investment & Venture Capital (Focus: Family Offices

& Virtual Events)

Campaign Focus: Standardizing & Innovating Training for Virtual Events

Operations

The Challenge: Ensuring Seamless & Consistent Virtual Event Execution As TEN Capital Network scaled its virtual event offerings – including Quick Pitches, Investor Education Sessions, and Family Office Roundtables – there was a critical need to standardize the virtual event management process. The challenge was to create a comprehensive, accessible, and engaging training system that would rapidly onboard a new Online Events/Webinar Manager, ensuring consistent, high-quality execution of all virtual events and minimizing potential errors.

Our Strategic Approach: A Multi-Modal, AI-Enhanced Training Ecosystem I spearheaded the development of a holistic training and onboarding program for the Online Events/Webina Manager role, leveraging both in-depth documentation and innovative video content.

Comprehensive Training Guide Development: I authored a 47-page "Virtual Events

Manager Handbook", serving as the foundational training and orientation document.

This guide meticulously covered every aspect of the role, including:

Mission and Core Responsibilities: Outlining the role's strategic importance in

connecting entrepreneurs and investors.

Tools & Platforms: Detailed usage instructions for essential platforms like

Asana (for project management and task tracking), Zoom (for webinar hosting),

Google Drive (for file management), Gmail, Eventbrite, Slack, and Canva.

Key Workflow Overview: A structured breakdown of the event management

lifecycle, from initial setup (4-6 weeks pre-event) to marketing preparation (1

month pre-event), logistics (5 days pre-event), final checks (1 day pre-event),

event day execution, and post-event wrap-up and reporting.

Step-by-Step Procedures: Detailed instructions for critical tasks such as setting

up virtual events in Asana, creating event descriptions and agendas, organizing

Google Drive folders, creating Zoom links, registering clients and panelists,

sending logistics emails, managing polls, handling attendance data, and updating

reports.

Templates & Best Practices: Included templates for consistent naming

conventions, event descriptions, email communications, and best practices for

managing tasks, due dates, and inter-departmental coordination.

Innovative AI-Powered Training Videos: To enhance engagement and comprehension, I created animated training course videos. Uniquely, I utilized our AI

chatbot as the "trainee" within these videos, demonstrating common scenarios and3. troubleshooting steps. These videos effectively broke down complex processes outlined

in the guide into easily digestible, visual formats.

Standardized Event Introduction Video: As part of the event quality control, I also

developed the online webinar introduction video that is now consistently played at

every TEN Capital Network webinar, ensuring a professional and branded opening

experience.

The Results: Enhanced Efficiency, Consistency, and Operational Excellence

This comprehensive training initiative led to significant improvements in our virtual events operations:

Accelerated Onboarding: The detailed guide and accompanying videos drastically

reduced the ramp-up time for the new Online Events/Webinar Manager, allowing them to quickly take ownership of critical event responsibilities.

Improved Operational Consistency: The standardized workflows, naming conventions,

and templates outlined in the guide and reinforced by the videos ensured a highly

consistent and professional execution of all virtual events, regardless of the manager.

Reduced Errors & Increased Accuracy: By providing clear, step-by-step instructions

and visual demonstrations, the training minimized potential for errors in event setup,

logistics, and data reporting.

Leveraging Innovation: The use of an AI chatbot in training videos showcased an

innovative approach to internal process development, demonstrating a forward-thinking

mindset in utilizing new technologies for efficiency.

Enhanced Event Quality: The new standardized introduction video contributed to a

more polished and professional attendee experience for every webinar.

Conclusion: This initiative successfully transformed TEN Capital Network's approach to virtual event training and management. By leading the development of a comprehensive, multi-modal training system – including a detailed guide, innovative AI-powered videos, and a standardized event introduction – I significantly enhanced operational efficiency, ensured consistent event quality, and enabled rapid, effective onboarding of new talent. This project underscores a commitment to leveraging creativity and structured processes to optimize internal operations and directly support the consistent delivery of high-quality virtual events for TEN Capital Network's esteemed investor and entrepreneur community.