Leading and Managing in a Virtual World
Founded in 1997 and based on the University of Sussex campus – Illustra has over the past 12 years coached and hosted thousands of live virtual workshops for some of the world’s largest companies. Illustra has worked with their leaders and managers in the USA, Latin America, EMEA, Asia Pacific, China and Japan. This document is based on that experience.I am sure we all know that delivering virtually is more sustainable than doing it face to face. We also know that it has the potential to save a considerable amount of money. It is however, quite shocking when you see it calculated and presented so clearly and factually.This document will provide you some of the figures to make a real comparison. If you would like to contact us by mail at firstname.lastname@example.org we can send you the original Excel based calculators where you can input your own figures and work with the assumptions that we have made.
A Sustainability comparison
A Cost comparison
Sustainability Workshop Agenda -Topics
This scenario is the context for a sustainability and cost comparison between the two top quadrants for small to medium sized events usually consisting of 10 – 60 participants
This scenario is used as the setting for the calculations that follow.
It is assumed that coaches, presenters, content, interactions and objectives are the same. Both make use of external third party experts and coaches to facilitate and provide content.
Both the Face to Face Event and the Live Virtual Workshops were rated equally highly by both participants and the delivery team (an average of 4.5 out of 5 across all KPI’s). See Tab 4 in this Workbook.
It is assumed that 1.5 days of the Face to Face event will provide 11 hours of active time. Two live virtual workshops will provide 8 hours of active time. Given the options provided by the two different formats this is regarded as a comparable choice for the 40 participants.
The Face to Face event assumes the following:
- – 10 participants travelled by car, 30 participants came by plane.
- – 25 participants stayed 1 night in the hotel, 5 participants needed to stay for 2 nights.
The live virtual workshop assumes the following:
- – 40 participants using laptops to logon to the Internet for 4 hours from home (if from the office there use of infrastructure will be less).
- – 10 are using their cell phones, 20 are using landlines (10 are using their laptop which has already been allowed for).
A Sustainability comparison
between alternative deliverables: A Face to Face Event versus Two Live Virtual Workshops
Face to Face Event
Two live virtual Net Workshops
1 Face to Face Event
- Items: The measurable elements that impact the Event
- Unit: How the Items are quantified
- Emission Factor: CO2e, or carbon dioxide equivalent, is a standard unit for measuring carbon footprints. The idea is to express the impact of each different greenhouse gas in terms of the amount of CO2 that would create the same amount of warming. This quantity is measured in kilograms carbon dioxide equivalent (kgCO2e). The Emission Factor represents the calculated CO2e output per Unit measured in Kilograms.
- Average Journey: The estimated average journey length for each item in miles + the estimated average requirement for hotel nights per participant (total hotel nights divided by the number of participants)
- Emissions sub total: Average Journey * Emissions Factor.
- Number of Participants: The number of participants who use each method of travel to get to the event. The total number of hotel nights booked for the event. Participants who travel by plane will need taxis!
- Journeys: Travel will normally need to be multiplied by 2 – reflecting the return journey
- Total emissions: Emissions sub total * Number of participants * the number of journeys
2 Live Virtual Net / Workshop
- Items: The measurable elements that impact the Event. The session provider has been given an aggregated estimate for emissions.
- Emission factor: CO2e, or carbon dioxide equivalent, is a standard unit for measuring carbon footprints. The idea is to express the impact of each different greenhouse gas in terms of the amount of CO2 that would create the same amount of warming. This quantity is measured in kilograms carbon dioxide equivalent (kgCO2e). The Emission Factor represents the calculated CO2e output per Unit measured in Kilograms.
- Unit: How the items are quantified
- Number of Participants: The number of attendees
- Workshops: There are assumed to be 2 workshops
- Total emissions: Emissions Factor * Unit * Number of participants * the number of Workshops
Emission Factor: Source of information (More details on sources are available on request)”
|Car||DBEIS UK Government Conversion Factors 2019|
|Taxi||DBEIS UK Government Conversion Factors 2019|
|Rail||DBEIS UK Government Conversion Factors 2019|
|Travel by plane||International Energy Agency (IEA) Emissions Factors 2018 Edition|
|Hotel||Online Hotel Footprinting Tool International Tourism Partnership / Greenview|
|Computer||Apple Product Information Brochure|
|Internet||Lawrence Berkley National Laboratory, Northwestern University research|
|Cell Phone||Daily Telegraph, The Guardian – Published Articles|
|Landline||British Telecom Product Information|
|Hub Router||British Telecom Product Information|
A Cost comparison
between two alternative deliverables: A Face to Face Event versus Two Live Virtual Workshops
- A comparison between a Face to Face event and a Live Virtual Workshops
- Comparable delivery lengths for the same content
- Development of the content – not included ( We can assume that if required it would be the same for either deliverable)
- Number of people who are travelling to the event by plane and estimated air ticket price
- Number of people driving by car to the event (including parking and taxis)
- Hotel rooms – some participants will need one night and some two nights to attend the event
- The Hotel Meeting room, lunch and refreshments
- Managing the Event or Workshop – assumed to be an internal charge
- External presenters – coaches etc (Fees and travel & accommodation)
- Paper and document printouts of materials required by the event
- Total cost
- Total cost divided by the number of participants
- A comparison of the costs expressed as a percentage
- Time out of the office required to attend the face to face event. We have taken a cost per day provided by some of our corporate customers and applied 50% of it to the overhead.
- The current monetary costs plus what we call “soft costs” the cost of being out of the office, away from the workplace for at least 2 days
- Updated comparison of the costs expressed as a percentage
and results from 100 workshops delivered by Illustra in 2019
Sustainability and Cost are great arguments for change BUT any alternative has to offer the same or a better quality deliverable.
This is the feedback from the last 100 live workshops run by Illustra on a variety of different leadership topics. Participants score against a series of questions responses from 1 to 5 where 1 is poor and 5 is great. These deliverables were spread across ten different Fortune 500 multinational customers. They cover more than 50 different subjects and even more presenters and coaches.
They are great results – Yes, we were surprised too.
The following is a summary of potential topics to be covered in the FREE workshop being offered by
Illustra to HR and Learning and Development within your organization.
Sustainability Workshop Agenda -Topics
• Employee brand / Engagement and motivation / Recruitment
The awareness of environmental and societal issues linked to companies has already begun to have an effect on the employer preferences of job seekers, especially high performing millennials.
Retention is a major problem and even more so with the millennial generation. If an employee feels that their role is serving a greater goal and creating impact, they are more inclined to stay at the firm and refer their friends to join.
• The Capability Gap
It is critical for HR to take the lead role in identifying the best practice areas. Are there people with the right skills in the right places to drive a sustainability strategy?
• The Business imperative / New entrepreneurs / Senior leaders
“[In] the last century [the thinking was], if you wanna grow, you should find a good opportunity. But today, if you want to be a great company, think about what social problem you could solve.” – Jack Ma, Founder of Alibaba
“Most executives know that how they respond to the challenge of sustainability will profoundly affect the competitiveness—and perhaps even the survival—of their organizations.” – Harvard Business Review
• Organization culture
Creating a corporate culture of sustainability. Adopting a sustainable culture foregrounds innovation, mitigates the risks and losses of future environmental regulations and attracts the next generation of customers who prioritise ethical business practice.
• Learning / Training / Rewards structure
Integrate sustainability into existing training and create bespoke courses to develop employees’ capabilities and understanding of how sustainability applies to their role. Leadership programmes will nurture the purpose-driven and values-led leaders that the world needs today.
Progress on sustainability is linked to remuneration for a growing number of management employees, up to and including the CEO.