Web conferencing can be an affordable alternative to holding an off-site meeting, but preparing for this type of event requires a different way of thinking. Follow these 15 tips to ensure your Web conference goes off without a hitch.
Spend two minutes or less introducing your event and covering the features of your Web conference. Then get out of the way and let the main presenter start to give your event a fast-paced feel that will keep participants tuned in.
Web events of 60 to 90 minutes are most effective. If your program requires more time, consider breaking it into segments that you can deliver over a period of days or weeks.
Do your homework on the attendees who will be participating in the Web conference. What are their priorities, and what do they hope to get out of the conference? Then tailor the content and tone of the presentation to fit the group.
Avoid the temptation to try all the bells and whistles if you're just starting out. Master the basic controls: slide control, polling, and messaging. Once you are comfortable with these elements, you can gradually introduce more sophisticated features, such as streaming audio, whiteboarding, and application sharing.
Encourage participants to complete a pre-flight check before attending your event. Pre-flight checks are Web pages offered by the service provider that check the participant's computer to ensure it is capable of participating in the program.
To ease people into the technology, use Web conferencing in conjunction with a familiar medium first, such as teleconferencing. Let the teleconference deliver the audio of your program and let the Web conference offer participants a way to see visual material and ask questions without interrupting the program.
Schedule the webinar for a date and time that is agreeable to all participants. Eleven o'clock (11 a.m.) Pacific Time is a good time to schedule webinars that will target a national audience, while an earlier time may be necessary if the group will include international guests.
For important events, hire a professional online moderator to facilitate your event. Or use an expert in your field. The moderator can make the question-and-answer process go smoothly, keep the event moving when glitches occur, and allow your speakers to focus on their message.
Once your event is ready, test the Web links that will be sent to participants and double-check the phone number for your teleconference. If possible, hold a dry run with all the presenters a week before the actual event.
Appoint a colleague (preferably one with some Web conference experience) to act as “tech support” during the conference. This person will attend to technical issues so that the presenter is free to focus solely on delivering the content.
On the day of the program, set up two computers: one with your presenter's view and another logged on as an audience member. This will allow you to check the formatting and appearances of your visuals from the participants' perspective.
Remember to include time in the presentation for a Q&A session or other audience interactions, such as polling, as these can add considerably to the total presentation time.
Should your attendees ask questions at any time during the Web conference, or save them until the end? You can also have participants e-mail questions to you during the course of the webinar, and answer them at appropriate times.
Glitches can happen during any type of presentation, whether in person or over the Web. In Web-based events, glitches are often an issue only if they are acknowledged by the presenter. For example, if you click a button to advance to the next slide and it is slow to change, you gain nothing by telling the audience. Just make a mental note to advance slides a little sooner and no one will be the wiser.
Sources: Vcall Inc., Richmond, Va., www.vcall.com; The Resource Center, Scotts Valley, Calif., http://nationalservice.gov/resources
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Keyword: virtual meetings
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