Web MeetingBest Practices    Ray Magnan   Instructional Designer         May 2011                            Copyright © R...
Topics  • Overview  • Preparing for the Web Meeting  • Conducting the Web Meeting  • Increasing Participation             ...
Typical Web Meeting Host            Presenters (Optional)               The Host may be the Presenter,                    ...
Types of Web Meetings  •   Webinars (Web Seminars)  •   Small group meetings or training sessions  •   Multi-day class  • ...
Advantages  • No travel necessary.  • Saves on travel costs and time.  • People can attend who would not be able to otherw...
Disadvantages  • Different from a live classroom.  • Can be challenging to keep people engaged.  • Presenter cannot see au...
Preparing for the Web Meeting                                Copyright © Ray Magnan 2011
Preparing for the Web MeetingVerify teleconference and webmeeting accounts are active:   – May deactivate after several mo...
Preparing for the Web Meeting (continued)Invitation:   – Send invitation to attendees.   – Include information about the s...
Conducting the Web Meeting                             Copyright © Ray Magnan 2011
Before the Web Meeting• Host and Presenter(s) should sign in early to  webmeeting and conference call.• The Host sets atte...
Before the Web Meeting (continued)• Have the presentation files readily available.   – Important: Avoid running files from...
Starting the Web MeetingConference call:   – Greet the participants as they join the call.   – Provide instructions about ...
Starting the Web Meeting (continued)Web Meeting• Remind participants to use their first and last name when they log  into ...
Starting the Web Meeting (continued)Recording:• Let the participants know if the meeting is being recorded or not.    – Re...
Increasing Participation                           Copyright © Ray Magnan 2011
Increasing ParticipationSet expectations when the meeting starts.   – Tell attendees what level of participation you are l...
Increasing Participation (continued)• Use multiple presenters.   – Different voices and perspectives adds interest.• Sugge...
Increasing Participation (continued)• Stop frequently to ask questions. Wait for responses.• Direct questions to specific ...
Increasing Participation (continued)• Meet with some of the participants before the meeting.   – Encourage their participa...
Raise Hands• Use Raise Hands feature to track who has questions or  wants to speak.        Participant View               ...
Chat• Use Chat feature to get comments or  questions from attendees, or to send  info to specific attendees.  from John Sm...
Polls• Use Polls to get feedback, vote,  and test knowledge.• You may be able to share the  results immediately with the  ...
Whiteboard• Use the Whiteboard for collaborative exercises.                            24                                 ...
Questions            25                 Copyright © Ray Magnan 2011
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Ray Magnan - Web Meeting Best Practices May 2011

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Best practices for conducting web-based presentations, meetings, and webinars.

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Ray Magnan - Web Meeting Best Practices May 2011

  1. 1. Web MeetingBest Practices Ray Magnan Instructional Designer May 2011 Copyright © Ray Magnan 2011
  2. 2. Topics • Overview • Preparing for the Web Meeting • Conducting the Web Meeting • Increasing Participation 2 Copyright © Ray Magnan 2011
  3. 3. Typical Web Meeting Host Presenters (Optional) The Host may be the Presenter, The Host may be the Presenter, or may share duties with other or may share duties with other Presenters. Presenters. •• The audio and visual may be provided together through the The audio and visual may be provided together through the webmeeting technology. webmeeting technology. •• In other cases, the audio may require aaseparate phone In other cases, the audio may require separate phone conference call. conference call. •• The webmeeting technology provides the ability to share The webmeeting technology provides the ability to share individual files, applications, or the presenter’s entire desktop. individual files, applications, or the presenter’s entire desktop.Participants 3 Copyright © Ray Magnan 2011
  4. 4. Types of Web Meetings • Webinars (Web Seminars) • Small group meetings or training sessions • Multi-day class • Large scale presentations • International presentations or training • 1 on 1 sessions – Development session – Individual training 4 Copyright © Ray Magnan 2011
  5. 5. Advantages • No travel necessary. • Saves on travel costs and time. • People can attend who would not be able to otherwise. • Meetings can be held which might be impossible otherwise. • Can be easier to schedule. • Can accommodate a wide range of geographic locations: – This is a key advantage for international companies. 5 Copyright © Ray Magnan 2011
  6. 6. Disadvantages • Different from a live classroom. • Can be challenging to keep people engaged. • Presenter cannot see audience. Has to rely on verbal clues. • Both presenters and attendees have to get used to the technology. • Have to make adjustments to how you present and how you attend. 6 Copyright © Ray Magnan 2011
  7. 7. Preparing for the Web Meeting Copyright © Ray Magnan 2011
  8. 8. Preparing for the Web MeetingVerify teleconference and webmeeting accounts are active: – May deactivate after several months of no usage. – Verify the maximum number of attendees. Make sure to reserve enough seats for the presenters and last-minute attendees.Webmeeting: – Test connectivity. Note that wireless connections may not have enough bandwidth to successfully host the meeting. – Practice using the webmeeting format before the session.Conference call: – Research capabilities of teleconference system. Example, commands for: • Muting all or individuals phones. • Other controls for minimizing background noise. 8 Copyright © Ray Magnan 2011
  9. 9. Preparing for the Web Meeting (continued)Invitation: – Send invitation to attendees. – Include information about the session, including date/time, login information, and location of session materials. – Recommend that attendees at the same location get together and use a single login and phone line. You are invited to a webinar... Here is the login information. You are invited to a webinar... Here is the login information. Webmeeting Webmeeting 1. Ten minutes before start, open aa browser and go to http://xxxxx.com 1. Ten minutes before start, open browser and go to http://xxxxx.com 2. Enter Meeting number: XXXX 2. Enter Meeting number: XXXX 3. Enter Access Code: XXXX 3. Enter Access Code: XXXX 4. Enter your email address. 4. Enter your email address. 5. Enter your First and Last name. (Prevents potential confusion about 5. Enter your First and Last name. (Prevents potential confusion about people with the same first name.) people with the same first name.) 6. Join as Participant. 6. Join as Participant. Conference Call Conference Call 7. Call In Number: XXX-XXX-XXXX 7. Call In Number: XXX-XXX-XXXX 8. Access Code: XXXXXXX 8. Access Code: XXXXXXX 9 Copyright © Ray Magnan 2011
  10. 10. Conducting the Web Meeting Copyright © Ray Magnan 2011
  11. 11. Before the Web Meeting• Host and Presenter(s) should sign in early to webmeeting and conference call.• The Host sets attendee privileges. – Depending on the technology used, the host may be able to control access to application sharing or other features such as chat or raise hands. – The Host may be able to control the participants ability to independently scroll through the presentation materials. By turning this off, you ensure that the participants are all seeing the same material at the same time.• The Host controls who will be the Presenter.• Start the actual session on time, out of consideration for everyone’s schedules. 11 Copyright © Ray Magnan 2011
  12. 12. Before the Web Meeting (continued)• Have the presentation files readily available. – Important: Avoid running files from a network drive. • May cause performance issues because of network traffic, especially for large complex files. • Instead, copy files to your PC and run them from there. – Hint: Add conference call information to the title slide of the presentation you use to start the webmeeting. 12 Copyright © Ray Magnan 2011
  13. 13. Starting the Web MeetingConference call: – Greet the participants as they join the call. – Provide instructions about muting calls. – Attendees should avoid placing the call on hold since this can cause "hold music" to play in the background of the conference call. – Use any other available teleconference commands to minimize background noise. 13 Copyright © Ray Magnan 2011
  14. 14. Starting the Web Meeting (continued)Web Meeting• Remind participants to use their first and last name when they log into the web meeting. – Minimizes the potential confusion caused by people with the same first name. (Less important for small groups where participants know each other. )• You may have to provide login or phone information to attendees at the last minute. – Have it ready to email to them.• If attendees are unable to login to the webmeeting, they can still attend by phone. 14 Copyright © Ray Magnan 2011
  15. 15. Starting the Web Meeting (continued)Recording:• Let the participants know if the meeting is being recorded or not. – Recording a session is useful for topics such as training by a subject matter expert that is not likely to be repeated. – For facilitated discussions, the participants will speak more freely if the session is not recorded. 15 Copyright © Ray Magnan 2011
  16. 16. Increasing Participation Copyright © Ray Magnan 2011
  17. 17. Increasing ParticipationSet expectations when the meeting starts. – Tell attendees what level of participation you are looking for. – In small groups, it may be possible to have people speak freely when they have a question. – For large groups, ask them use available features such as Raise Hands or Chat if they have a question. This helps the host control the dialog. – Suggest that attendees use available chat features or email if they want to communicate privately with the Host and Presenter. 17 Copyright © Ray Magnan 2011
  18. 18. Increasing Participation (continued)• Use multiple presenters. – Different voices and perspectives adds interest.• Suggestion: Separate the Host’s and Presenter’s responsibilities: – Presenter focuses on presentation. Speaks and advances slides. – Host monitors Chat and Raise Hands and informs presenter. • “We have a chat question from Mary.” • “John raised his hand. I think he has a comment.” 18 Copyright © Ray Magnan 2011
  19. 19. Increasing Participation (continued)• Stop frequently to ask questions. Wait for responses.• Direct questions to specific individuals.• Listen carefully. Ask for more info from speaker and others.• Leverage your past experiences with similar audiences. – What are their concerns and issues? – You may find it helpful to visualize the audience. 19 Copyright © Ray Magnan 2011
  20. 20. Increasing Participation (continued)• Meet with some of the participants before the meeting. – Encourage their participation. – Let them know about specific topics you would like them to discuss.• Break up long sessions into smaller segments. – It is hard to maintain the group’s focus for long sessions. – Example: Four day online class. • Class meets together twice a day for 2 hour sessions. Focus on difficult topics and review of exercises. • Students work independently on self-paced materials during breaks. • Instructor remains available via email and phone. 20 Copyright © Ray Magnan 2011
  21. 21. Raise Hands• Use Raise Hands feature to track who has questions or wants to speak. Participant View Host View 21 Copyright © Ray Magnan 2011
  22. 22. Chat• Use Chat feature to get comments or questions from attendees, or to send info to specific attendees. from John Smith to Host & Presenter: Hi. Finishing up a call. Will be right on. to John Smith (privately): Hi John. OK. John Smith 22 Copyright © Ray Magnan 2011
  23. 23. Polls• Use Polls to get feedback, vote, and test knowledge.• You may be able to share the results immediately with the participants or save it later for analysis. 23 Copyright © Ray Magnan 2011
  24. 24. Whiteboard• Use the Whiteboard for collaborative exercises. 24 Copyright © Ray Magnan 2011
  25. 25. Questions 25 Copyright © Ray Magnan 2011
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