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Effective Webinar Administration: Planning, Execution, and Feedback Strategies

Discover the essential steps for successful webinar administration from planning to post-event evaluation. This guide covers identifying crucial features such as topic selection, target audience definition, and registration specifics. Learn how to effectively announce and enroll participants, manage reminders, and streamline connections. Post-webinar, evaluate feedback to assess if objectives were met and analyze both positive and negative responses. Implement these strategies for improved participant engagement and satisfaction in your future webinars.

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Effective Webinar Administration: Planning, Execution, and Feedback Strategies

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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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