webinar a dministration
DESCRIPTION
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. - PowerPoint PPT PresentationTRANSCRIPT
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
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
• 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: [email protected] 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:[email protected] 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