The Meeting Expert Newsletter

Best Practices for a Successful Webinar Event

Webinar is short for Web-based seminar. Webinar's are just like an in-person seminar, however, participants view the presentation through their Web-browser and listen to the audio through their telephone. A key feature of a Webinar is its interactive elements -- the ability to give, receive and discuss information. Contrast with "Webcast", in which the data transmission is one way and does not allow interaction between the presenter and the audience.

Many companies have recognized the benefit of web and audio conferencing for conducting meetings, however, sometimes feel their virtual events lack the results they were expecting. The problem typically lies with the approach and delivery of an online event.

When planning your webinar, plan as if it were a live presentation. Web conferencing technology not only makes traditional seminars more affordable, but also facilitate reaching a wider audience, and add considerable advantages over traditional on site seminars such as interactive Q&A, real-time collaboration, and the ability to digitally archive for playback from a company website. With Web conferencing services such as Microsoft® Live Meeting or WebEx™, you can show your audience slides and web-pages, conduct polling and Q&A sessions, and chat using IM. Outline your objectives and put together an agenda that incorporates audience interaction throughout your event. Decide what visuals to use, what questions you will ask and what feedback you want to receive after.

You'll also want to make sure you're using a reliable audio conferencing platform, which allows you to mute/unmute participants. Consider using a separate event moderator to welcome the audience, introduce speakers, facilitate Q&A sessions and resolve technical issues should they arise. Since webinars are usually higher profile meetings, you'll want to make sure you are properly trained on the technology and conduct a practice session with the speaker(s) prior to the event.

Make sure you set proper expectations and prepare your guests. Send out clear instructions to join the meeting including a number to call for support. Before beginning your event go over the agenda and any ground rules such as how to ask questions and respond to polls.

During the event, stick to the agenda. Use multiple speakers such as customers or a reputable third party subject matter expert. Polling questions are a good way to keep your audience engaged. At the end of your event let your audience know where to go if they want further information. You can also record and archive your webinar for future use.