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Webinar a dministration

Webinar a dministration. Lesson content. Before The Webinar Identifying crucial features Announcement and enrol l ment Reminder stage After The Webinar Feedback evaluation. BEFORE THE WEBINAR I. Identifying CRUCIAL FEATURES. 1. Identify Topic and Date.

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Webinar a dministration

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  1. Webinaradministration

  2. Lesson content • Before The Webinar • Identifying crucial features • Announcement and enrollment • Reminder stage • After The Webinar • Feedback evaluation

  3. BEFORE THE WEBINARI. Identifying CRUCIAL FEATURES

  4. 1. Identify Topic and Date • Agree on the Topic with trainer / Course master • Identify DATE with available trainer and technical support • DURATION? (max. 75 minutes) • MAX. NUMBER of participants • Make reservation for trainer • Make reservation for required facilities Duration is typically one hour – up to two hours, but then with break

  5. 2. Identify Target Group • Internal / external participants ? • Are the participants from the same organization? • Are they in the same time zones? • What is the main goal of the training? • Specific characteristics ? • Age • Sex • Position • Experience • Update REGISTRATION FORM & WEBINAR DESCRIPTION accordingly We should be clear about our target group … who we want to enroll into our webinar!

  6. 3. Collect Registration Specifics • REGISTRATION MEDIA • Paper forms • E-mail • Web page • Trainee’s pre-requisites required?Are the participants familiar with the software being used? • Special SW/HW requirements required ? • Update ENROLMENT DOCUMENTATION / systems accordingly

  7. II. Announcement and enrollment

  8. Announcement& Invitations • Finalize invitation text • Assure agreed OBJECTIVES of webinar are CLEARLY STATED • Include PRE-REQUISITES • Check validity of date • Invitation/ announcement media ? • Paper form via post/Leaflets • E-mail • Featured on radio/TV show? • Web page (own or others e.g. Google Ads) • Supply invitation to selected media Link to registration website/ other registration info, benefits of participating,fees(even if FOR FREE, this should be stated)

  9. Collect and Group Responses • Evaluate Enrolment requestlist of (non) selected trainees • Grouping of responses • Valid (prepare positive feedback) • Invalid (return negative feedback with possible alternatives) • Count valid responses • Too many for one event – schedule a secondevent • Confirm enrolment for selected trainees • Confirmation letter  The organizer is given certain promotional possibilities . The correspondence = a good e-mail database : who wants to take part in the webinar and what is of interest to them.

  10. Discuss Event with Trainer • Supply Trainer with responses • RECEIVE CONFIRMATION of trainer (everything is ok) • Initiate CHANGE OF CONTENT based on responses – if needed • Schedule follow-up event - if needed

  11. Manage Payments • If applicable: • Communicate accepted enrolments to accounts receivable • Identify and manage payments exceptions (e.g. VIP’s) • Initiate payment reminders if required

  12. III. Reminder stage

  13. A) Send out Connection Information • Finalize CONNECTION INFORMATION statement • Distribute to registered trainees under following exceptions: • If applicable: payment received • Fits target group • Initiate PAYMENT REMINDERS if required Sample:

  14. When inviting the trainees to thewebinar REMEMBER: • character of the webinar - possible to FORGET IT EASILY • SOLUTION: software tools • built inenrolment plug-in • allows for automatic enrollment • time management applicationse.g Microsoft Calendar or Mozilla Sunbird • If we are opening the enrolment possibility 2 days or more before the session: • inform theparticipant about registering • give useful information Avoid too many graphics in the e-mail since most of the programs will block them automatically (treated like spam).

  15. B) Send out Last Day Reminder • The DAY BEFORE WEBINAR, • participants should be informed • about it AGAIN • Remind of possible time zone differences • Resend login information • Recommend to log-in 15 min earlier to verify SW compatibility

  16. Good tips Beclear the receiver wants to quickly find important information: topic, date, time, logininfo, etc. wants to make sure that he will not forget about the webinar either 2. Be non-invasive the receiver does not want to be attacked with the messages several timesa week just because he agreed to take part in the webinar

  17. AFTER THE WEBINAR

  18. *Evaluate Feedback* • Were training OBJECTIVES achieved? • Any positive feedback – and why? • Negative feedback - and why? • Any LESSONS LEARNED? • Communicate “lessons learned”,both positive and negative!

  19. SUMMARY: Administration process

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