Abstract

Web-based conferences, or “webinars,” are an effective way to hold meetings and training sessions at a distance. In a webinar, participants can sit at their own computers, or watch as a group with a video projector, while connected to other participants via the Internet. Web conference software manages the connections of participants into the webinar, displays content, and provides interactive features such as collaborative editing, polls, and online chat. This effective practice is based on a white paper submitted by Northwest Regional Educational Laboratory in January 2007.

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Issue

Although it requires less coordination and logistical support than a face-to-face meeting or training session, planning and hosting a successful webinar still takes a considerable amount of time and effort. Moreover, depending on your comfort with technology, interacting with people online and over the phone may prove more challenging in some ways than face-to-face meetings and trainings.

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Action

Key tasks in webinar development and delivery are listed in a checklist format and grouped within the general phases of webinar planning.

General Tips and Strategies

• Depending on the limitations of your webinar service, you may need to control registration to keep attendance within a proscribed limit. This can be managed in one of two manners:
• Directly inviting a small, pre-selected group
• If you will be marketing to a large pool of potential participants, you can send out a general marketing message first and require people get in touch with you directly to be sent the log-in details. Be sure to let people know in the original message that registration will be on a “first-come, first-served” basis. (See the Two or Three Weeks before Webinar section, below.)
• If you know your webinar will attract a lot of interest, try to offer multiple sessions and/or set aside one or two back-up dates for additional sessions.
• If possible, bring a laptop to the room where you will be hosting the webinar and use it to connect as an attendee. This allows you and other presenters in the room to see what participants are seeing on their screens, as it will be different from the host view of the webinar.
• Develop a slide show presentation (or other document) to organize the webinar session and display information to participants. Even if you plan on having a highly interactive session or have participants navigate an application or website with you, you will still want something to appear on the screen when participants first connect to the webinar so they know they are in the right place. The slide show can also be used to display the session agenda and list references and resources cited during the webinar.
• Appoint a colleague (preferably one with some web conference experience) to act as “technical support” during the webinar. This person will attend to technical issues the host or participants may have, freeing the presenter to focus solely on delivering content.
• Hold a “dry run” session of the webinar a week before the actual date to acclimate presenters to the format, test the flow of the content, identify technical challenges, and gain confidence with the presentation tools. Try to make the run-through as realistic as possible, and have colleagues or reviewers connect to the webinar and phone systems that will be used. The dry run should be conducted just as it would be for the live webinar, if possible.
• A couple of days before the webinar send participants a reminder e-mail that repeats the log-in information and housekeeping details; also include any slide show or other written materials. This benefits participants who prefer to have session materials in hand, allows them to take notes, and allows for a “Plan B” should you or participants have technical difficulties during the webinar (You and/or they can read the handout and follow the discussion on the phone).
• If using a teleconference, include call-in details on the first slide or screen of your webinar (see sample below); some participants may log into the webinar but forget to also dial into the teleconference.
• Start off the webinar with an opening script; (see Appendix I for a sample) that sets participant expectations for how the webinar will run.
• Be sure to address how questions will be taken – for example, should participants ask questions at any time or should they save them for the end. Or you might have participants e-mail questions to you or a colleague during the webinar, so you can address them at an appropriate time during the session.
• When moving between slides or screens during the webinar, periodically read out the slide number or title to help participants know they are seeing the same thing you are.
• End the webinar with a closing script (see Appendix I for a sample) that thanks attendees for their participation, reminds them to fill out the evaluation, and supplies information on how to get additional help after the webinar.

One Month before the Webinar

• Decide which computer will be used to deliver the webinar, and make sure that it is properly configured with the necessary software and Internet access.
• Work with team members to determine:
• Target audience
• Invitation list (e.g., other staff, representatives from the field)
• Specific goal or learning objective
• Specific topics or content to be covered
• Specific approach to be used (e.g., lecture, group discussion)
• Working title
• Rough agenda and outline
  
  Note: Aim for a webinar of no more than one hour in length.
• Resources to be presented or incorporated into the webinar
• Marketing strategy for the webinar

• (Optional) Draft a proposal containing agreed-upon webinar details and share with team members for review and revision (see Appendix A for a sample).
• Agree on a date, time, and duration that will work best for all participants.
  
  Note: 11:00 a.m. Pacific Time is a good time to schedule webinars that will target a national audience.
  
  Build in at least a half hour before and after the official webinar time slot to allow for technology setup at the beginning, and for the possibility of running over time at the end.

Two or Three Weeks before the Webinar

• Determine how webinar registration will be handled.
• Option 1: A marketing message with connection details is sent to potential participants who log in at the time of the webinar.
  
  Note: Good for webinars targeting a small group of pre-selected participants.
• Option 2: A marketing message with general webinar information—but no connection details—is broadcast to potential participants, who must then contact you or another team member directly to get connection information.
  
  Note: Good for webinars when you expect a large response and must control registration.
  
  Note: For this option, create a tracking sheet to record people who are registered or put on a waiting list; see Appendix B for a sample.

• Craft a marketing message/invitation detailing the scheduling and agenda of the webinar (see Appendix C for a sample.)
• If you are sending log-in details with the initial invitation, include the following three pieces of information; if you are controlling registration and asking people to get in touch with you before you give them connection details, skip to the next step:
• Webinar login details
• Teleconference access information (if applicable)
• Tips on ensuring a successful webinar (see Appendix D)
• Distribute marketing message through designated channels.
• If you are controlling registration and asking people to contact you first, prepare a confirmation notice for each registrant (see Appendix E for an example) that contains the following information:
• Brief restatement of the topic, date, and time
• Webinar log-in details
• Teleconference access information (if applicable)
• Tips on ensuring a successful webinar (see Appendix D)
• Be sure to record registrations in your tracking form, if you created one.
• Manage registrations and/or troubleshoot participant issues.
  
  Note: You may also want to prepare a “sorry, webinar is full” notice for people who request to be registered after the deadline (see Appendix F for an example).
  

One Week before the Webinar

• Finalize the presentation and roles and responsibilities with staff and other presenters.
  
  Note: Appoint a colleague with some web conference experience to act as technical support during the webinar; this will free the presenter to focus solely on delivering the content.
  
  If using a teleconference, include call-in details on the first slide or screen of your webinar; some participants may log into the webinar but forget to also dial into the teleconference.

• Prepare webinar evaluation forms for participants to complete after the session (see Appendix G for a sample).
  
  Note: For faster development and distribution of evaluations, create an online survey and deliver it via e-mail. Several free or inexpensive survey tools are available on the web.

• Prepare opening and closing remarks for the webinar (see Appendix I for an example).
• (Optional but HIGHLY recommended) Secure access to a second computer (preferably a laptop) that will be set up in the room where the webinar and dry run will occur. Connect this second computer as a participant so that you can see what they see (the view is different from the host view).
• (Optional but HIGHLY recommended) Hold a webinar dry run with available staff/presenters to run through the agenda and troubleshoot any technical problems. (See instructions for Day of the Webinar, below.

Two Days before the Webinar

• Convert any documents you will be using in the webinar to PDF for distribution via e-mail to participants.
  
  Note: Sending PDFs of the session materials beforehand helps participants prepare and allows them to take notes; it also allows you to have a “Plan B” for working through the session if technical difficulties arise during the webinar.

• Send registered participants with log-in details, webinar housekeeping items, and presentation materials (see Appendix H for a sample).

Day of the Webinar

• At least 30 minutes prior to the webinar
• Set up the room and technology.
• Set up, turn on, and log into the host.
• If using the second "participant" computer, set up that computer as well and log in.
• (If applicable) Set up and turn on the LCD projector or display board.
• (If applicable) Set up conference phone and test for dial tone and volume.
• On the host computer, set up or open the slide show presentation or other documents you will be using during the webinar.
• Gather together the following materials to have on hand during the webinar (make copies for other presenters with you in the room):
• Hard copy of any materials that will be presented during the webinar
• Hard copies of the registration list (if available) for taking attendance
• Connection information for phone conference system (if applicable)
• 15 minutes before the webinar log the host computer into the webinar.
• 10 minutes before the webinar dial into the teleconference system (if applicable).
• Greet participants already on the phone; acknowledge participants as they connect to the teleconference and webinar; troubleshoot any technical difficulties participants are experiencing.
• During the webinar
• Formally welcome participants and read through the introductory script (see Appendix I for a sample).
• Explain how you will address questions from attendees.
• Conduct the webinar.
• At the end of the formal webinar session, read through the closing script (see Appendix I for a sample).
• When finished, log out and close all webinar windows.
• Hang up on the teleconference line (if applicable).
• Shut down computer and clean up the room.

Day after the webinar

• Prepare a thank-you message and distribute to participants, along with any resources promised as follow-up in the course of the webinar. Include instructions for completing the post-webinar evaluation.
• Clean up any webinar registration list(s) for entry into databases or other reporting systems.
• Follow up with any one-on-one training or technical assistance promised to individual participants during the course of the webinar.

Week after the Webinar

• Collect participant feedback from the post-webinar evaluations.
• Discuss results with your team to glean best practices for the next webinar.

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Context

This guide is intended to give a head start in arranging and delivering successful webinars. However, keep in mind that it was developed within the context of one particular web conference service - thus, you may discover that different tasks and decisions are required when coordinating your own webinars.

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Posted On

January 30, 2007

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For More Information

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Resources

Read the full text of the white paper online at http://nationalserviceresources.org/filemanager/download/NWREL/NWREL_webinar_guide.pdf.

Source Documents

NWREL PictureTalk Webinar Planning Guide (includes all appendices)Appendix A: Sample Webinar ProposalAppendix B: Sample Webinar Registration Tracking SheetAppendix C: Sample Webinar Marketing Text (Email)Appendix D: How To Ensure a Successful Webinar (for Participants)Appendix E: Sample Webinar Confirmation Notice (Email)Appendix F: Sample Webinar-Full Notice (Email)Appendix G: Sample Webinar EvaluationAppendix H: Sample Webinar-Reminder Notice (Email)Appendix I: Sample Webinar Opening and Closing Remarks

Related Practices

• Using Instant Messaging to promote communication with volunteers
• Using a blog to manage information and promote communication

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Related sites

Web conference resources from TechSoup.org

Topic Areas

• Training
• Website building and use
• Technology
• LEARNS
• Program management

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