Tips for organizing and manufacturing on-line seminars for your noncommercial or charity
Online seminars, or webinars, square measure a dynamic and
fascinating thanks to convey info to a geographically distributed audience on a
budget. If your noncommercial or charity faces associate degree current ought
to share info long-distance however has restricted education and travel funds,
webinars will assist you save cash whereas providing a valuable service to your
constituents. Learn the ten essential steps to designing, organizing, staffing,
promoting, and running a webinar.
Online seminars, or webinars, square measure a dynamic and
fascinating thanks to convey info to a geographically distributed audience on a
budget. If your noncommercial faces associate degree current ought to share
info long-distance however has restricted education and travel funds, webinars
will assist you save cash — and scale back your carbon footprint — whereas
providing a valuable service to your constituents.
Nonprofits use webinars for a range of functions, as well as
computer code coaching, sharing info a couple of new product or service, or
promoting a program. Moreover, new on-line tools square measure creating it
straightforward for any organization or charity to host a webinar, even with
restricted technology experience. Below, we'll define a number of the most important
steps you'll fancy set up quality, cheap webinars at your noncommercial.
1. raise yourself (and others) whether or not a webinar is that the right tool for your wants.
Webinar computer code may be a strong coaching and reaching
tool, but, like all technologies, the choice to use it ought to be subordinate
to your strategic objectives and also the wants of your audience. whereas
webinars work well for a few topics, they are not suited to each coaching would
like.
When determinant whether or not a webinar is that the best
medium for your wants, take into account your audience, the topic matter, and
also the time you will need to hide your topic. If you are addressing alittle,
internal audience of colleagues a couple of new structure goal, as an example, a
webinar is also a less acceptable possibility than it might be for, say, a
coaching seminar for an oversized audience of shoppers and funders. Likewise, a
daylong course on effective social communication may not translate well to a
web seminar. Most on-line audiences tend to lose interest when concerning 2
hours, therefore organize your topics and data so that they will adequately be
lined given now constraint, or break your program into chunks of 2 hours or
less. once you are breaking an oversized topic into smaller chunks, leave a
minimum of fifteen to half-hour between sections. However, if your audience is
busy, or if they are unaccustomed to on-line learning, it's always best to go
away every day or a lot of between sections. In alternative words, few folks
will spare over 2 hours every day for coaching, and even that's troublesome to
manage.
When evaluating whether or not a webinar meets your wants,
you will additionally want to solicit the feedback of subject-matter
consultants and webinar tool consultants, alternative nonprofits in your field
that have conducted their own webinars, and even the audience you propose to
deal with. Informal conversations, formal interviews, and surveys and polls
will all assist you assess whether or not a webinar is that the right medium
for your — and your audience's — wants.
2. Recruit speakers and a support team.
Once you've got determined that a webinar is that the right
tool for you, you will need to assemble a team of employees members or
volunteers to assist you run it. In general, there square measure 3 main
players during a webinar: the organizer/facilitator, the presenter or
presenters, and assistants. you may fill all 3 of those roles yourself, you may
assign them to a few totally different individuals, otherwise you would
possibly would like over 3. Bear in mind, though, that whereas some presenters
will handle all of those roles on their own, we have a tendency to solely
advocate the going-solo approach for associate degree old trainer addressing
alittle audience. In most cases, you ought to at the terribly least divide up
the organizer and presenter roles, and for giant, complicated webinars you will
typically would like one or a lot of assistants.
• Organizer/facilitator. The organizer is that the creator
for developing the webinar topic, locating a speaker, promoting the event,
putting in the registration, and act with participants. The organizer sometimes
participates within the webinar itself by introducing speakers, interviewing
the topic matter consultants, weakening audience queries, and inspiring
audience participation. The organizer additionally monitors the scenario and
helps to troubleshoot logistic and technical issues. In alternative words, the
organizer will most of the toil, and most of the steps printed during this
article. Time commitment: roughly ten to twenty hours per webinar.
• Presenter(s) (also referred to as material experts).
Ideally, presenters ought to concentrate their efforts on getting ready their
demonstration and their PowerPoint slides. throughout the webinar, their main
focus ought to be the presentation itself, yet as fielding queries from the
audience. Worrying concerning the webinar computer code, event registration,
troubleshooting, and alternative logistic details detracts from the presenters'
ability to offer an attractive presentation. In bound formats (a word, as an
example), you may have over one presenter. Time commitment: four to 6 hours per
hour of webinar.
• Assistants. old organizers typically manufacture webinars
with none help, however there square measure a minimum of 3 situations wherever
you ought to take into account soliciting for help: once you or your audience
is unacquainted with webinars associate degreed webinar tools; once you decide
to play an oversized role within the oral communication (either as an inquirer
or participant); and once you expect an oversized audience. Assistants will
facilitate by responsive queries that the organizer and also the presenter do
not have time for. Often, assistants focus entirely on responsive technical and
logistic queries ("I cannot hear the audio," for example). during
this case, you'll recruit and train the assistant yourself, and anyone
moderately tech-savvy will do an honest job. However, for webinars wherever you
expect an oversized audience and wherever you anticipate a lot of audience
queries than the presenter alone will answer within the time assigned, you will
would like associate degree assistant WHO understands the topic at hand to
assist with responsive chat queries. (An alternate approach would be to refer
all unreciprocated inquiries to a web forum wherever the presenter will respond
at a softer pace.) Time commitment: one to 2 hours per hour of webinar.
3. confirm the format.
A webinar may be structured during a style of formats to
suit totally different functions. Below square measure some standard formats
you may consider:
4. set up your visuals.
Since webinars suppose audio and visuals to urge the message
across, each ought to be partaking. Plain slides with lots of text do not work
yet as attention-grabbing visuals that illustrate the subject being mentioned.
Some visuals you will want to incorporate together with your
presentation are:
• An introductory slide reminding your audience the way to
log in to the audio and what time the webinar can begin.
• A slide introducing every presenter, as well as job title,
affiliation, and a photograph if offered.
• A fast summary of the webinar agenda and also the topics
to be lined.
• Screen grabs of internet sites or tools you'll be
discussing. If potential, try and show the sites and tools in action (rather
than simply the image stills) for a a lot of dynamic expertise. Most webinar
tools permit you to share your desktop, displaying in real time your
interaction with programs and websites.
5. decide a tool.
There square measure dozens of internet conferencing tools
out there, giving a range of options tailored to totally different wants.
Idealware's article many sensible on-line Conferencing Tools offers a roundup of
cheap computer code choices. In TechSoup's webinar going to grasp on-line
Conferencing Tools, Idealware founder Laura Quinn describes however on-line
conferencing tools work, however you'll use them to assist your organization or
charity, and also the style of computer code choices offered. Eligible and
qualified nonprofits and libraries will request donations of ReadyTalk and
GoToWebinar from Citrix on-line through TechSoup.
Pay shut attention to the current call and provides yourself
a while to do out numerous internet conferencing platforms. Once you start with
a specific webinar tool, it's arduous to change to a brand new tool. There
square measure many reasons for this: You and your colleagues have learned to
use the computer code, your regular participants square measure at home with
this tool, and you've got already obtained a subscription to the current
program (unless you are employing a free tool).
When advisement your computer code choices, here square
measure many inquiries to ask:
How many individuals
can the tool accommodate?
Most tools and rating plans set a cap on the quantity of
participants. Once you reach that variety, new participants notice themselves
fast out or the tool lets them in and charges you a fee for every person higher
than the cap. for free of charge and cheap
internet conferencing packages, the cap is commonly as low as fifteen or
twenty participants. alternative plans high out at fifty or a hundred, whereas
enterprise-level packages permit as several as one,000 participants per
webinar.
How much will it
cost?
While some packages square measure free, alternative vendors
charge for internet conferencing and audio one by one, some charge per
participant per minute, et al charge a flat fee per month or per annum. once
you add within the fees for hosting recorded webinars and also the value of a
fee phone bridge (when applicable), the rating schemes may be difficult.
Which options can you
need?
Do wish to merely show a presentation or demonstrate the way
to use a selected piece of software? Would you prefer your participants to be
ready to head of your desktop? does one need a live video feed of the speakers?
check that you select a tool that enables you to try and do what you want.
How is audio handled?
Some product provide integrated, web-streaming audio, that
permits participants to pay attention to the presentation through their laptop
speakers or their laptop headsets. With this arrangement, if participants
decide to speak, they're going to would like a mike for his or her laptop or a
telephone receiver with a inbuilt mike. If they add shut proximity to their
colleagues, they're going to additionally would like laptop headphones or a
laptop telephone receiver to avoid bothering their neighbors. A telephone
receiver with mike that plugs in via USB or normal audio ports is well-suited
to the current kind of webinar and prices between $20 and $40.
Other webinar platforms need that participants and
presenters dial in to a special signaling, typically stated as a phone bridge.
you always have 2 choices for this: a toll variety, during which case the
participants ought to pay the fees charged by their long-distance or mobile
phone provider; and a fee variety, during which case you or your organization
pays 5 to 10 cents per minute for every participant. If you absorb the prices
of those calls, remember that they'll add up quickly throughout webinars with a
high turnout. as an example, fifty three individuals collaborating during a
60-minute webinar at six cents per minute would value a complete of $191.
Finally, several webinar platforms provide you with each
web-streaming audio and phone-bridge choices. you'll like better to change one
or the opposite, or both. sanctionative each styles of audio offers you and your
audience some flexibility within the event of a technical downside.
Do you wish to record
the webinars and create them offered for later viewing?
If so, raise however the computer code handles recording and
whether or not the seller charges additional to create that recording offered
on the net. Most vendors charge for the net hosting, instead of the recording
feature itself, however you ought to continually check to be sure. Monthly
hosting fees may be as high as $15 per month per recorded hour. If {you
feel|you square measure feeling|you're feeling} the fees are excessive, you'll
transfer the recording and create it offered yourself, however serving or
streaming the recording from within your network would possibly place a strain
on your information measure or your technical experience.
When evaluating computer code, you'll additionally wish to
raise what precisely gets recorded. Some tools, for example, solely show the
slides beside audio, however do not record the chat oral communication or the
desktop sharing. Vendors additionally vary in terms of however long they save
the recording. Some delete it when a month, whereas others reserve it till you
delete it yourself.
6. produce associate degree agenda.
About 3 or four weeks before your webinar, hold a call with
the speaker or speakers and confirm what queries {you'll|you can|you may} raise
and also the order during which the speakers will gift. If you're employing a
format that permits visuals, raise every speaker to furnish the graphics and
pictures to accompany his or her section of the presentation well previous
time. (If speakers square measure demonstrating computer code, solely many
slides are going to be necessary, as most of the webinar can possible be spent
on the applying itself.) you will additionally wish to raise speakers to send a
photograph and temporary story description that you simply will use for
registration and reaching.
Follow up this primary decision with associate degree email
containing notes from your discussion. These notes could include:
• A list of topics and queries you came up with throughout
the call.
• Deadlines for materials. If your presenter plans to use
PowerPoint slides or alternative visual aids, raise her to send you the
graphics and visuals a minimum of 2 or 3 days before the rehearsal therefore
you have got time to see to it and merge her materials together with your own.
as an example, you will have a PowerPoint example you utilize for all displays
and webinars. you will have introduction and conclusion slides you wish to
feature. And, of course, you ought to ascertain every slide for typos.
• An agenda with the order of the speakers and also the
length of every section. as an example, the agenda for a tempered word
concerning 2 totally different diary platforms with a noncommercial blogger and
a school author would possibly seem as follows:
o 11:00 Moderator introduces speakers and provides an
summary of the tools being mentioned.
o 11:05 Moderator talks to blogger.
o 11:15 Moderator talks to school author.
o 11:30 Blogger demonstrates tools.
o 11:40 Moderator opens inquiries to audience.
o 11:55 Moderator offers a quick description of your
organization or charity and its work.
o 11:58 Moderator wraps up webinar, thanks participants, and
tells audience wherever they'll choose a lot of info.
7. Schedule a drill.
A few days before your webinar, you ought to schedule a
minimum of one 30- to 60-minute rehearsal with all participants to figure out
any unresolved queries or technical problems.
Your drill ought to cowl the following:
• An introduction to the participants. If speakers haven't
met throughout the initial decision, this is able to be an honest time to
introduce the those who are going to be gift throughout the webinar, each
on-line and behind the scenes. check that the participants grasp whom they
ought to intercommunicate if they need queries throughout the webinar — and the
way they'll reach them.
• An introduction to the webinar tool and its options.
Discuss the way to use the tool, what options square measure offered to the
presenters, and wherever participants will move to get additional observe in
victimization the tool on their own before the event.
• An instrumentality check. this can be an honest time to
make sure that each one of your presenters' in operation systems, internet
browsers, headsets, and alternative instrumentality square measure compatible
with the net conferencing tool. luckily, most webinar tools let presenters and
participants take a look at their laptop for compatibility before the event
itself. you'll sometimes do this by directive them to an internet page wherever
they'll launch a wizard that tests for the mandatory parts and plug-ins. make
certain to incorporate directions for this together with your registration
info. whereas you cannot force attendees to examine their computers, follow up
together with your presenter to make sure that she has all of the downloads and
plug-ins she wants.
• A review of your agenda and visuals. reassess the agenda
and move through the presentation to make sure that slides square measure
within the right order which speakers grasp wherever they are available in.
Before the rehearsal, compile your presenters' visuals and cargo them into the
conferencing tool. {this can|this may|this can} facilitate presenters perceive
what the attendees will see, because the presenters' read is totally different
from the attendees' read.
A drill is additionally an excellent chance to come up with
enthusiasm for the forthcoming event and rally your presenters.
8. Reserve your instrumentality and area.
By and huge, the webinar tool you select can confirm the
sort of kit you will need to run it. In general, you'll wish to possess the
following:
• Headsets. The organizer and every one presenters can would
like headsets — phonephone headsets if your webinar tool uses a phone bridge,
or laptop headsets if your tool uses integrated internet audio. Technically,
you'll use the phonephone phone if your webinar package includes a phone
bridge, however it's distracting associate degreed wearying to elevate a phone
to your ear for an hour or a lot of, particularly once you are employing a
mouse and keyboard. ne'er gift a webinar employing a telephone set. Even during
a quiet location the audio quality is commonly poor, and in noisier spots a
telephone set can obtain background signal.
• A cord if you are employing a portable computer, as a
backup for your battery.
• A network cable to attach you on to the network if you are
not employing a wireless affiliation.
Regardless of the instrumentality you utilize, you'll would
like a quiet area during which to conduct your webinar. additionally to
employing a telephone receiver, you ought to reserve a room or place wherever
there will not be background signal or interruptions. additionally to keeping
out background workplace noise, you will additionally need a area secluded from
outside distractions, like construction noise or sirens.
9. got wind of a system for registering attendees and confirm your value structure.
Before you start promoting your webinar, confirm what tool
you'll use to register attendees. Some on-line conferencing programs, like
ReadyTalk, provide inbuilt registration tools. sign language up participants
victimization free event-registration tools is another choice, however bear in
mind that free tools oft lack the advanced options that you're going to wish if
you manage lots of events.
Choosing associate degree event-registration tool may be a
experience to create a call on whether or not you'll charge for your webinar —
and if therefore, how much. whereas most fee-based webinars square measure
offered within the $25 to $40 vary, others may be priced at upwards of $200 per
meeter.
Keep in mind that whereas organizations that invest vital
time and energy into a daily series of high-quality webinars would possibly
recoup a number of their prices by charging attendees, nonprofits that solely
manufacture many webinars a year could move potential participants with a fee,
to not mention making additional work for themselves for little or no profit.
On the opposite hand, charging a modest fee ($5 to $20) to recoup the price of
some time and expenses could be acceptable, looking on your audience. As you
assess your audience's wants (see Step 1), you'll confirm whether or not they square
measure possible to obtain the sort of webinars you will be giving. If you are
unsure, you'll continually elicit associate degree elective donation till you
get a stronger sense of your audience and their temperament to pay.
If you propose to charge a fee that your audience can see as
vital (for example, over $25), check that most or all of the subsequent square
measure true:
• You have a wealth of active expertise, associate degree
particularly deep data of the topic, or another attribute that produces your
recommendation particularly valuable to potential participants. Do some
internet searches on your topic. If you discover lots of high-quality, easy
resources that contain an equivalent info you propose to gift, turn over
concerning charging for your webinar.
• You have lots of expertise with coaching generally and
on-line communication particularly. confine mind that participants have higher
expectations after they pay; the more cash you charge, the larger the
expectation that you simply can deliver an attractive, well-produced webinar.
• You have the capability to gather payments simply
employing a tool like PayPal.
• You decide to conduct webinars on a daily basis.
One advantage of charging for your webinar is that it
provides associate degree incentive for participants to point out up. If
everybody pays beforehand, you will have fewer no-shows. With free webinars,
you'll expect that roughly fifty % of the those who sign in can fail to attend.
10. Publicize!
It is vital to urge the word out way and wide concerning
your forthcoming webinar, particularly if you are about to charge for it.
you'll wish to start causing out info 2 to a few weeks before the event.
produce an attractive, compendious description and convey clearly whom the
webinar is for— as an example, beginners or advanced, accidental technician or
executive.
Good places to advertise your event embody your information
processing system, on-line event calendars like forthcoming.com, relevant
listservs, newsletters (online and printed), Twitter channels, Facebook teams,
native events for nonprofits, and sites that promote noncommercial webinars. do
not forget, too, to push future on-line seminars at the tip of currentwebinars.
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