Web conferencing
Webinars (short for "web-based seminars") allow people in different locations to meet using the Internet. Webinars can save time and money. Trainers can use webinars to present new information, poll participants, and edit documents in real time. Participants can pose questions, share ideas on screen, and chat.
Webinars range from small, highly interactive meetings to large presentations with many participants.
When to use a webinar
In order to effectively use a webinar to train participants, consider these questions:
- Do you need to be face-to-face with participants?
- Are participants willing and able to travel?
- Are participants willing to participate in a webinar?
- Will the visual aids and interactive features of a webinar enhance the training content?
- Do all participants have the appropriate equipment (computer, phone or speakers/microphone, and a reliable Internet connection)?
- Will you need to plan for multiple sessions to accommodate different time zones?
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Preparation
Even if you know the material well, the more you practice, the more confident you'll feel during the training event. It's also a good idea to anticipate challenges that may arise during your webinar. Consider these tips:
- Be sure you have clearly defined goals and objectives for the webinar.
- Allow plenty of time for planning and rehearsals.
- Know your material and speak naturally. Avoid reading your outline word for word.
- Practice aloud under the same conditions as the live training event. Getting feedback from others will help you to improve.
- Choose a location that is quiet and free of distractions. Excess noise can be distracting to participants.
- Promote the event using a variety of methods (e-mail, social networking, and advertisements).
- Determine if you will send the visuals or speaking points to your audience before the training activity.
- Plan to use facilitated discussion if the audience is small enough in order to keep participants engaged.
- Prepare a survey for the end of the webinar.
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Audience
By conducting a needs assessment far in advance, you'll have a feel for the knowledge and experience of your participants and be able to tailor your content accordingly.
- Send invitations at least one month in advance and a reminder one week before the webinar. Include login instructions.
- Break the content into segments, providing opportunities for interaction every 5-10 minutes to help your participants stay focused and engaged.
- Vary opportunities for interaction by offering group discussion, polls, and question-and-answer periods.
- Clarify guidelines and etiquette for online interaction (such as not typing in all caps, being respectful of others, and putting the phone on mute when not speaking).
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Visual aids
Keep visual aids simple and professional. Many webinar software applications allow you to import PowerPoint presentations for use in your webinar and allow participants to see your computer desktop.
Use these tips to maximize your visual aids during a webinar:
- Develop the audio script first, then create visuals to support the script.
- Provide photos or live video of the speakers.
- Provide visual aids to participants before and/or after the webinar for reference.
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Presentation
Presenting a webinar is similar to presenting face to face. It's important to establish a positive rapport with participants and create an inviting environment. Consider these presentation tips:
- Practice running the webinar application while speaking. Become comfortable doing both at once.
- When sharing your desktop, close any programs you do not immediately need.
- Encourage participants to use the mute button to minimize background noise.
- Understand the demographic of your participants, and tailor your content accordingly. Determine if translation or interpretation is needed.
Read more presentation tips.
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Evaluation and debrief
Through evaluation, trainers can identify how to improve the content of their training and their skills. Develop an online questionnaire or conduct a webinar focus group to get feedback. Include questions on:
- The webinar experience, including ease of joining the webinar, the audio portion, the level of interactivity, and the duration
- The value of the content and whether it met the objectives of the training
- Suggestions for future topics and guest speakers
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