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Here’s What to Prepare Before Creating a Webinar

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Here's What to Prepare Before Creating a Webinar

If you work with or for an organization that needs to spread some information through a long-distance yet has a limited amount of travel and information sharing funds, a webinar can fill this gap. Webinars can help your organization save travel monies and provide your clients with effective services like those you would offer them if you were physically present.

Libraries and other non-profits can maximize webinars to offer training services, information sharing on new services or products and you can also use webinars to promote a program. If you have chosen to host a webinar, you can explore several tools to make it fruitful. 

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Here’s what to prepare before creating a webinar:

Determine Whether a Webinar is Your Most Suitable Tool

It is indisputable that a webinar is a powerful outreach and training tool. However, there are factors that can come into play as you choose a webinar. Consider the needs of your audience and your goals as the host. Think about your subject matter and the time you will need to spend to cover your topic.

Since you will definitely meet online, it may not be effective to use a webinar for deep topics that need more than two hours to be exhausted. There is also training that needs the physical indulgence of the audience and with such, a webinar may not be effective. To have you started, you can solicit feedback from like-minded organizations that might have handled the subject matter you intend to handle in the past.

You can also ask your target audience about their experiences with different subject matters to be sure your subject matter is good enough with a webinar. You can conduct both formal and informal interviews to identify the type of subject matter that is best discussed through webinars. Surveys can also help you assess whether a webinar is the best tool for your audience depending on your goals.

Choose a Suitable Webinar Tool

There are dozens of webinar tools you can choose from. These tools can have some differences based on the software they use.  Based on the information at ecosecretariat.org/best-webinar-software/, it is advisable that you choose a webinar software based on the number of people the tool can accommodate.

Also, choose the software tools that suit your financial capabilities. If you do not have funds for a premium webinar, consider the free webinar options. Understand what options your webinar tool offers. Can it allow the participants to take charge of their computers during the meeting? What are the cost variations? Does the tool management charge per minute, per person or are there monthly charges?

Be sure about such details and whether the tool can allow you to record and retrieve the speaker videos at a later time. Understand how the tool handles audios. Is there a dial-in phone number that the participants need to dial for them to join the webinar or is there a web streaming option where the participants can join online?

Confirm that your tool can allow you to record all the contents of the webinar including slides and screenshots. Inquire whether there are extra charges for recording and storage of the content online. Be sure about how long your host can store your information lest you miss out on your content when you try retrieving it at a later time.

Recruit  Your Facilitators

Once you are sure about your subject matter and ideal tool, it is time you recruit ideal speakers and support officials for your meeting.  Choose an organizer who shall help you determine the topic for the webinar, he/she can help you choose a suitable trainer, can market the webinar, create a registration portal, and communicate with the participants before the webinar and afterward should the need arise.

The organizer shall also be responsible for managing and moderating the webinar. Choose a presenter who is an expert in the subject matter in question. He/she shall prepare, deliver and respond to any questions that shall arise during the webinar.  You can have assistants to handle logistical and technical concerns.

Once you have all the above measures in place, you are better prepared. You can then determine the format of the webinar, plan the webinar’s visuals, create the webinar agenda, schedule a practice session with all your facilitators, reserve the appropriate equipment, set up a registration process including the charges, and finally, you are good to publicize your webinar. The tools you choose for your webinar plus your subject matter can determine the success of your webinar so choose wisely.

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