If you’ve been keeping up with this blog, you’ve learned a lot about hosting webinars by now. You’re aware of how to plan an online event, configure the webinar software, and properly rehearse your presentation. Now, all that’s left to do is execute so you can impress your clients and win over new prospects. After all, what good is a carefully planned webinar if the event itself doesn’t go smoothly?
Final Reminders
Prior to the day of the event, you’ll want to send an email or calendar appointment to all of the presenters. This email should include reminders of the session flow, login information, and if you’d like, copies of the final presentation (so that the speakers can rehearse on their own as much as they’d like). You may also want to call each of the presenters to see if they have any last-minute questions.
Similarly, you may want to follow up with especially “hot” prospects via phone prior to the event to remind them to attend. If you don’t have the personnel resources to do this, you may want to consider enlisting an automated reminder system that gives you the option to insert a pre-recorded message with vital information about the event.
Event Delivery
One Hour Before
- Set up, turn on, and log into the computer
- Open your content (e.g., your PowerPoint presentation) and ensure that it displays correctly
- Make sure you have the login and phone bridge information handy in case you are disconnected or the presenters have difficulty connecting
- Ensure that the Leaders & Assistants are logged in
20 Minutes Before
- Welcome your participants via chat in the web session and have the operator do the same on your phone bridge
- Troubleshoot any technical difficulties the attendees are experiencing
At the Start Time
- Start the webinar with an opening script. Lay out the technical “ground rules,” remind people of how to participate in the session, and introduce the presenters.
- Announce how questions will be accepted: via phone, via chat, or both.
During
- Be sure not to change any settings that will affect the attendees’ view
- Keep your eyes and ears open for technical questions
- Relax and have fun! This is just as important during an online event as during an in-person presentation.
At the Conclusion of the Event
- Thank the audience for their participation and give them information
- Stop the recording
- Save any files or chat logs
Follow up, Follow Up, Follow Up
You hold webinars in order to get low-cost leads in real time. Don’t lose them once you’ve got them in the door. Use a webinar software that allows you to send automated follow-up emails with links to the recording and to your product information. Additionally, make sure to select a web conferencing solution that integrates with your existing CRM. iLinc integrates with Salesforce.com so that you can know who attended your web events and put them into the sales process with just a click of a mouse.
Finally, don’t forget to review the session recording in order to identify areas of improvement. How can you engage your audience even more next time? As webinars become an increasingly popular means of connecting with potential customers and providing value to existing ones, providing useful content in an engaging manner will be the differentiator in a competitive market.
Posted under Web Conferencing, Webinars
This post was written by Christine Olivas on May 1, 2009
