Producing Webinars For Nonprofits & Libraries


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  • Can you tell me about the webinars you offered for WebJunction? WebJunction is an online learning community for library staff. We host courses, and online articles and discussions, much like TechSoup, that are tailored to the staff development needs of libraries. Theyoperate as a social enterprise. This means that they develop for-fee (subscription) services for library service organizations on behalf of their members or the communities they serve. Many of these library service organizations operate as Community Partners, and have their own co-branded portals on the WJ website. These subscriptions help us provide free services to all our members, regardless of their ability to pay. One of these free services was our webinars. The webinars were free events, ½ hour to 1 ½ hour FREE online, interactive presentations from library leaders and practioners on topics relevant to libraries . Opportunities for library staff from across the country (and world) to interact via chat and voice in a virtual environment.
  • Why did you decide to offer them? In the beginning, we saw these as fulfilling our mission, which was to serve libraries with few resources with free and low-cost learning and training opportunities. And also, since we were an online community, we saw this as an opportunity to attract new members, and strengthen the relationship with our existing members. The research in online communities shows that having live synchronous events is a good tool for building relationships between community members. So we began to develop ways to incorporate information about our organization (marketing information) as well as a way to gather leads for further contact by our partner development team. As one of our strategic goals was also to build more membership, we included information on the benefits of membership, and started tracking how many of the participants were members. We discovered that many people came to the webinars (often as repeat participants), but were not actual members of WebJunction. We didn't require you be a member to attend, and there was no technical requirement to be logged into the community to attend. So as a tool to build membership, we realized we had a lot more to accomplish. Talk about different projects an challenge of working with different players with different goals, strengths, and challenges: Spanish Language Outreach Webinars Rural Webinars Learning Webinars TechAtlas Webinars Community Webinars WebJunction in Practice Webinars Open house or fundraising event. This is the same, except you are repeatedly investing in a relationship Form of social media My job was to develop guidelines, best practices, and templates so we could create consistent quality user experiences for all our webinars. How did webinars help WebJunction accomplish it’s mission? Talk about the continuum. The reason I put this up here is because I want to show you where webinars live on this continuum. Webinars gave us a tool for accomplishing two of the goals of our organization: engage people with our online community, and build knowledge in the library field. Our vision is to see relevant, vibrant, and sustainable libraries in every community. We also see library staff as the greatest asset a library has. So, building knowledge in the library field contributes to that vision of relevant, vibrant and sustainable libraries in every community. You get lists of people who you can contact with more information about your organization. Privacy was something we really valued, however, at WJ b/c of our audience which was librarians. The different ways people could engage with our community. Attend a webinar – consume Present a webinar - facilitate
  • We also wanted to continue our own learning, and developing our own skills.
  • And finally, the other way we learned was from our own mistakes. The devil’s in the details. Time zone, daylight savings – it was quite embarrassing but what it taught us was to always include all the time zones in our communications. Despite the best-laid plans, things happen.
  • Can you walk us through the process you’d take in organizing and offering a webinar? (registration, promotion, format/presenters, follow up I ntroduce who’s in t he picture A dvocate for space
  • Recruitment of presenter and/or selection of topic – recruit, offer incentive. In surveys, it was most often topic or presenter that drew people to the session. Less often it was the often it was the format or the price. Communication between presenter and support team. Communication between organizer and attendees. Templates. Preparation and training of presenter and support team. Preparation of equipment and space. Invisible process Publicity – talk about leveraging networks. S omeone in registration said that they wanted to know how to attract people or make people go to webinars – cultivating a culture of learning Share results (lead generation, attendee stats, comments from attendees, survey results, etc.) with your organization -share with management. M ake sure there is a webinar corner in that newsletter. W ebinars can be listening tools. E ven if people are not talking about your organization, you can listen to what they are passionate about, which may help you plan future services Organizational Buy-in: ROI, social media, Beth Kanter Essential components: - Webinars are like radio in some ways. You need a good production area. - It doesn't need to be expensive. - Advocate in your organization for a dedicated space
  • Steps to developing a webinar (sample process) notes: Important to document your organization's process b/c: 1) ensures consistency of user experience 2) especially if you have multiple staff people or programs or departments conducting webinars 3) realize that a user will see only your organization's name when attending a webinar, not the different departments or staff people. So, when they attend three webinars from your organization, and have three different user experiences, they will think you don't have your act together (and it makes it harder for them to concentrate on the content if they are having to relearn the process every time).
  • This is different from that other checklist. This is the day of the session checklist. Double-check your slides, equipment, space, etc. to make sure everything is ready (have a checklist that is documented so you don't forget something)
  • Display a default welcome slide that ensures people know they are in the right place Ask a provocative question to get people thinking about the content of the presentation (and to give those who have used the tool before and who are not having technical difficulties something to do while you are helping others troubleshoot)‏
  • This is a huge topic, an I only have three things here. If you want to learn more about being an effective online trainer or presenter, go here ….
  • Follow up – transactional emails
  • Follow up – transactional emails
  • Concepts or skills that can easily be taught in 30-45 minutes Very narrowly focused topics – prison library Topics that generate discussion - controversy Case studies and stories – athens library Ira Glass – radio is more intimate because it sounds like someone is talking directly to you. stories help us practice empathy. Ask your community! - surveys
  • Competencies for a webinar program admin Eager to learn new technology Excellent attention to detail Grace under pressure and able to troubleshoot on the fly Excellent time management skills Event planning experience Instruction experience Presentation skills Online learning and meeting facilitation experience What else?
  • Kami could talk here
  • Kami could talk here
  • Producing Webinars For Nonprofits & Libraries

    1. 1. Producing Webinars for Nonprofits & Libraries March 19, 2009 Conference Call: 866-740-1260 Access Code: 6339392 Sponsored by
    2. 2. Using ReadyTalk <ul><li>Chat & raise hand </li></ul><ul><li>Mute = *6, Unmute = *7 </li></ul><ul><li>If you lose your internet connection, reconnect using the link emailed to you. </li></ul><ul><li>If you lose your phone connection, r e-dial the phone number and re-join. </li></ul><ul><li>ReadyTalk support: 800-843-9166 </li></ul>
    3. 3. Continue the conversation <ul><li>Twitter hashtag: #tst </li></ul><ul><li>Ask follow-up questions in the Software Forum: </li></ul><ul><ul><li> </li></ul></ul>
    4. 4. You are being recorded… <ul><li>This seminar will be available on the TechSoup website along with past webinar presentations: </li></ul><ul><ul><li> </li></ul></ul><ul><li>You will receive a link to this presentation, material and links. </li></ul>
    5. 5. Producing Webinars for Nonprofits & Libraries Facilitator: Kami Griffiths, TechSoup Presenters: Emily Inlow-Hood Shawn Cardinal, ReadyTalk Sponsored by
    6. 6. Today’s Speakers Volunteers: Becky Wiegand, Gayle Capentier, Matt Palmer (TechSoup) Kami Griffiths TechSoup Emily Inlow-Hood Shawn Cardinal ReadyTalk
    7. 7. Agenda <ul><li>Introductions </li></ul><ul><li>Interview with Emily Inlow-Hood </li></ul><ul><li>Interview with Shawn Cardinal </li></ul><ul><li>Audience Q&A </li></ul><ul><li>About TechSoup </li></ul>
    8. 8. WebJunction Webinars
    9. 9. Continuum of Engagement Community Responsibility Our Vision: relevant, vibrant, and sustainable libraries in every community Level of Participation Individual (help me get my job done) Collective (help others get the job done) visitor > member > participant > contributor > SME > group facilitator > advocate > presenter > mentor > champion Attend webinar Present webinar Lead Facilitate Collaborate Contribute <ul><ul><ul><ul><ul><li>Consume </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Personalize </li></ul></ul></ul></ul></ul>Respond Connect Explore
    10. 10. Develop Best Practices <ul><ul><li>Webinar Working Group </li></ul></ul><ul><ul><li>Wimba Gurus group </li></ul></ul><ul><ul><li>Attend trainings, read articles, and learn from other organizations conducting webinars </li></ul></ul>
    11. 11. The best-laid plans Always have a backup plan!
    12. 12. Showtime!
    13. 13. Keys to organizing a webinar program: <ul><li>Good topic and presenter </li></ul><ul><li>Good communication </li></ul><ul><li>Preparation </li></ul><ul><li>Invisible process </li></ul><ul><li>Publicity </li></ul><ul><li>Shared results </li></ul><ul><li>Organizational Buy-in </li></ul>
    14. 14. Steps to produce a webinar (sample checklist) <ul><li>Recruit the presenter and support team </li></ul><ul><li>Communication between support team and presenter to schedule the webinar and a practice session </li></ul><ul><li>Get promotional information from presenter including: short bio, goals of webinar (learning objectives), and title and short description of the webinar </li></ul><ul><li>Input webinar on public calendar </li></ul><ul><li>Market and promote webinar in: website, blog, newsletter, external listservs, your other webinars, twitter, Facebook </li></ul><ul><li>Get slides from presenter </li></ul><ul><li>Upload presentation and training slides to room </li></ul><ul><li>Create webinar archive page </li></ul><ul><li>Train presenter in a practice session; afterwards, delete training slides from room and update presenter slides based on feedback from practice session </li></ul><ul><li>Send pre-webinar reminder email to registrants </li></ul><ul><li>Produce the webinar </li></ul><ul><li>Post archive and related resources to webinar archive page </li></ul><ul><li>Send post-webinar email to attendees </li></ul><ul><li>Post to a post-webinar discussion on your site, blog, discussion boards, etc. </li></ul><ul><li>Review survey for feedback and sales leads </li></ul><ul><li>Send attendee feedback in thank you email to presenter </li></ul><ul><li>Record stats and sales leads and communicate to organization team </li></ul>
    15. 15. Who produces webinars? PRODUCER HOST PRESENTER
    16. 16. Production of Webinar: Before starting the session: <ul><li>Check phone and Internet connection </li></ul><ul><li>Check your slides </li></ul><ul><li>Check your registrant list </li></ul><ul><li>Check to make sure you have booked a space to conduct the webinar (if in a meeting room, etc.)‏ </li></ul>
    17. 17. Pre-session: <ul><li>Display a default welcome slide that ensures people know they are in the right place </li></ul><ul><li>Login early to greet early attendees (½ hour before the webinar) </li></ul><ul><li>Onboard attendees to the tool (using a slidedeck you have created with screenshots and directions) </li></ul><ul><li>Troubleshoot technical problems </li></ul><ul><li>Ask a provocative question to get people thinking about the content of the presentation </li></ul><ul><li>What else could you do before the webinar begins? </li></ul>
    18. 18. Starting the session <ul><li>Start on time! </li></ul><ul><li>Start the recording/archive </li></ul><ul><li>Host welcomes everyone again and directs those still having technical difficulties to producer who will then continue to help people 1:1 </li></ul><ul><li>Introduce the presenter and agenda for the session </li></ul>
    19. 19. Deliver the Presentation <ul><li>Ask plenty of questions of audience throughout the session </li></ul><ul><li>Incorporate interactive activities like polls, whiteboard, etc. </li></ul><ul><li>Leave time for questions at the end </li></ul><ul><li>What are your ideas for increasing audience participation during a webinar? </li></ul>
    20. 20. End of session: <ul><li>End on time! </li></ul><ul><li>Thank everyone for attending, including the presenter and attendees </li></ul><ul><li>Let them know when to expect follow-up communications </li></ul><ul><li>Follow-up </li></ul>
    21. 21. What not to do: <ul><li>Use speaker phone </li></ul><ul><li>Have slides with too much text </li></ul><ul><li>Trying to cover too much information </li></ul><ul><li>Have a boring or poor speaker/presenter </li></ul><ul><li>Have poor audio quality </li></ul><ul><li>What are other things to avoid when producing a webinar? </li></ul>
    22. 22. What type of content makes a good webinar? <ul><li>Concepts or skills that can easily be taught in 30-45 minutes </li></ul><ul><li>Very narrowly focused topics </li></ul><ul><li>Topics that generate discussion </li></ul><ul><li>Case studies and stories </li></ul><ul><li>Ask your community! </li></ul>
    23. 23. Looking for a Webinar Wizard <ul><li>Required: </li></ul><ul><li>Eager to learn new technology </li></ul><ul><li>Grace under pressure </li></ul><ul><li>Can troubleshoot on the fly </li></ul><ul><li>Time management skills </li></ul><ul><li>Sense of humor </li></ul><ul><li>Preferred: </li></ul><ul><li>Event planning experience </li></ul><ul><li>Instruction experience </li></ul><ul><li>Presentation skills </li></ul><ul><li>Online learning and </li></ul><ul><li>meeting skills </li></ul>
    24. 24. Online conferencing software <ul><li>Pick the tool that’s right for the job: </li></ul><ul><ul><li>How many people will it accommodate? </li></ul></ul><ul><ul><li>How much does it cost and how do they charge? </li></ul></ul><ul><ul><li>What are you hoping to accomplish? </li></ul></ul><ul><ul><li>Would your participants rather listen to the audio through the computer or through the phone? </li></ul></ul><ul><ul><li>Do you want to record the Webinars and archive them for future viewing? </li></ul></ul>
    25. 25. Online conferencing software <ul><li>ReadyTalk </li></ul><ul><li>GoToMeeting </li></ul><ul><li>Webex </li></ul><ul><li>Wimba Classroom </li></ul><ul><li>Crossloop </li></ul><ul><li>DimDim </li></ul><ul><li>Yugma </li></ul>
    26. 26. Questions? Submit your questions using the chat box.
    27. 27. Audio + Web Conferencing <ul><li>Don’t worry! You can’t break it! </li></ul><ul><li>Dial a phone number then enter 7 digits </li></ul><ul><li>Click button from emailed invite </li></ul>
    28. 28. What is a Webinar? <ul><li>Online or “virtual” seminar </li></ul><ul><li>Combines audio and visual aspect </li></ul><ul><li>Live Broadcast - One to Many/Several to Many </li></ul><ul><li>Allows you to reach people all over the world, without the need for travel </li></ul>
    29. 29. Types of Webinars <ul><li>Sales presentations and lead generation </li></ul><ul><li>Training initiatives </li></ul><ul><li>Earnings and analyst presentations </li></ul><ul><li>New Product or technology announcements </li></ul><ul><li>Guest speaker presentations </li></ul>
    30. 30. Non-Profit Applications <ul><li>Membership Drives </li></ul>
    31. 31. Non-Profit Applications <ul><li>Membership Drives </li></ul><ul><li>Member Benefits </li></ul>
    32. 32. Non-Profit Applications <ul><li>Membership Drives </li></ul><ul><li>Member Benefits </li></ul><ul><li>Training Initiatives </li></ul>
    33. 33. Non-Profit Applications <ul><li>Membership Drives </li></ul><ul><li>Member Benefits </li></ul><ul><li>Training Initiatives </li></ul><ul><li>RETENTION! </li></ul>
    34. 34. Non-Profit Applications <ul><li>Membership Drives </li></ul><ul><li>Member Benefits </li></ul><ul><li>Training Initiatives </li></ul><ul><li>RETENTION! </li></ul><ul><li>Goodwill </li></ul>
    35. 35. Recording feature <ul><li>Record both audio and web </li></ul>
    36. 36. Recording feature <ul><li>Record both audio and web </li></ul><ul><li>Post link online </li></ul>
    37. 37. Recording feature <ul><li>Record both audio and web </li></ul><ul><li>Post link online </li></ul><ul><li>Email recording </li></ul>
    38. 38. Recording feature <ul><li>Record both audio and web </li></ul><ul><li>Post link online </li></ul><ul><li>Email recording </li></ul><ul><li>Create a podcast series </li></ul>
    39. 39. Success Story! <ul><li>Trout Unlimited Campaign </li></ul>
    40. 40. Success Story! <ul><li>Trout Unlimited Campaign </li></ul><ul><li>“ Save the Brookie” - 356 playbacks! </li></ul>
    41. 41. Success Story! <ul><li>Trout Unlimited Campaign </li></ul><ul><li>“ Save the Brookie” - 356 playbacks! </li></ul><ul><li>Track who replayed the recording </li></ul>
    42. 42. Success Story! <ul><li>Trout Unlimited Campaign </li></ul><ul><li>“ Save the Brookie” - 356 playbacks! </li></ul><ul><li>Track who replayed the recording </li></ul><ul><li>Saved over 175 hours </li></ul>
    43. 43. Questions? Submit your questions using the chat box.
    44. 44. More Resources <ul><li>Webinars </li></ul><ul><li>Getting to Know Online Conferencing Tools , TechSoup Talks Webinar </li></ul><ul><li>Articles </li></ul><ul><li>10 Steps for Planning a Successful Webinar, TechSoup </li></ul><ul><li>Tips for Conducting a Successful Webinar, TechSoup </li></ul><ul><li>A Few Good Online Conferencing Tools, Idealware </li></ul><ul><li>What Stinks About Webinars?, Chief Learning Officer </li></ul>
    45. 45. Still have questions? <ul><li>Additional questions can be answered by posting in the Software Forum: </li></ul><ul><ul><li> </li></ul></ul>
    46. 46. Get the Most Out of TechSoup <ul><li>At TechSoup, you’ll find a range of technology services to help your nonprofit: </li></ul><ul><ul><li>Read helpful articles in our Learning Center </li></ul></ul><ul><ul><li>Request donated software , hardware, and online services </li></ul></ul><ul><ul><li>Join our community forums to learn from your colleagues </li></ul></ul><ul><ul><li>Browse upcoming events and conferences </li></ul></ul>
    47. 47. Upcoming Webinars <ul><li>Mobile Technology for Advocacy & Activism </li></ul><ul><ul><li>Thursday, March 26, 9:00 a.m. Pacific </li></ul></ul><ul><ul><li>Followed by an all-day online forum event </li></ul></ul>
    48. 48. Thank you to our Webinar Sponsor!
    49. 49. Thank you! For more information contact: Emily Inlow-Hood [email_address] Kami Griffiths [email_address] 415-633-9392