webinar a dministration

Webinar administration

Lesson content

•Before The Webinar

I.Identifying crucial features

II.Announcement and enrollment

III.Reminder stage

•After The Webinar

A.Feedback evaluation

BEFORE THE WEBINAR

I. Identifying CRUCIAL FEATURES

Identify TOPIC AND

DATE

Identify TARGET GROUP

Collect REGISTRATION

SPECIFICS

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

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 ?

AgeSexPositionExperience

• Update REGISTRATION FORM & WEBINAR DESCRIPTION

accordinglyWe should be clear about our target group … who we want to enroll

into our webinar!

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

II. Announcement and enrollment

Send INVITATION

S

Collect and group RESPONSES

Discuss event with TRAINER

MANAGE PAYMENTS

if applicable

Announcement& InvitationsFinalize 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)

Collect and Group Responses• Evaluate Enrolment request

list 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 second event

• 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.

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

Manage Payments

If applicable:

• Communicate accepted enrolments to accounts receivable

• Identify and manage payments exceptions (e.g. VIP’s)

• Initiate payment reminders if required

III. Reminder stage

A) Send out Connection Information• Finalize CONNECTION INFORMATION

statement

• Distribute to registered trainees under following exceptions:

o If applicable: payment receivedo Fits target group

• Initiate PAYMENT REMINDERS if required

Hello Michael,We are letting you know that tomorrow is the webinar which you want to take part in: Topic: “Homemade ways to bake cakes” Trainer: Granny Alena Date: February 28th, 2013 Time: 11:00 am (CET) Duration: 60 minutesYou may log into the webinar from 10:30 am (CET) Link: http://szkolenia-z-jedzenia.biz/12345 Login: Michal.nowak@poczta.com Password: webinar12345You may test the settings of your computer by clicking here: During the whole webinar you will have access to our consultant. In case of any problems call: 0800 123456.

Best regards,The Food Training Staff

Sample:

When inviting the trainees to the webinar REMEMBER:• character of the webinar - possible to FORGET IT EASILY• SOLUTION: software tools obuilt in enrolment plug-inoallows for automatic enrollmento time management applications

e.g Microsoft Calendar or Mozilla Sunbird If we are opening the enrolment possibility 2 days or more before the session:o inform the participant about registeringo give useful information

Avoid too many graphics in the e-mail since most of the programs will block them automatically (treated like

spam).

B) Send out Last Day ReminderThe 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

Hello Michael,In two (2) hours your webinar will start: Topic: “Homemade ways to bake cakes” Trainer: Granny Halina Date: February 28th, 2013 Time: 11:00 am (CET) Duration: 60 minYou may log into the webinar from 10:30 am (CET) – we recommend to log-in latest by 10:45 am CET Link: http://webinar-subject.biz/12345 Login:Michal.nowak@poczta.pl Password: webinar12345 Best regards,The Food Training Staff

Good tips

1. Be clear • the receiver wants to quickly find important information: topic, date,

time, login info, 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 times a

week just because he agreed to take part in the webinar

AFTER THE WEBINAR

*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!

SUMMARY: Administration process