10 ways to ensure starting your online meetings on time
10 Ways to Ensure StartingYour Online Meetings on Time
Intro•Webcasting and web conferencing have become a popularmethod for businesses to reach out to their potential andcurrent customers, as well as to hold meetings amongbusiness associates.•When it comes to holding a live web event, though, as manyas 50 percent of these meetings and events do not start ontime.•Because time is money in the business world, it is importantto learn how to avoid starting your events late to increaseefficiency and profitability.
Send Invitations•Always send out invitations to everyoneyou would like to attend with all the log-ininformation they need.•Be sure to include a one-touch link foranyone who will be accessing yourwebcasting or web conferencing event viamobile devices.
Email Reminders•Email reminders are a great way toensure everyone is on time and ready togo.• Send out an email reminder one hourbefore your webcasting event, lettingeveryone that signed up know that theevent will be starting shortly.•This aids in increasing your attendanceand preventing latecomers.
Arrive Early•If you are in charge of the live web event,make sure you show up at least 15minutes early so you are there whenothers arrive.•When you log in, send out anotherreminder email to tell everyone you arethere.•This email should also contain the log-ininformation to make it easy for everyoneto arrive.
Avoid Downloads•If you can, use webcasting software that doesn’t require your viewers todownload anything.•When users need to download something to access your event, they couldbe stuck in the downloading process when your event should already havestarted.• This puts you in a situation of either waiting for everyone to be ready orbeginning the event without all of the attendees.
Call Absentees•If someone doesn’t show up on time orseems to be struggling with getting theweb conferencing software to work, callthem on their telephone to allow them toat least hear the presentation so youdon’t need to delay the start for everyoneelse.
System Testing•Encourage those who sign up for yourweb conferencing event to test out thesystem before the big day.• This allows everyone to determine ifthey have problems they need to workout before the event.•This testing process is especiallyimportant when you are using a newtype of event software.
Choose Carefully•When you are selecting your webcastingor web conferencing software, it isimportant to have a good feel for howtechnologically savvy your audience is.•When you consider your audience, youwill be able to choose the type ofsoftware everyone will be able to use withease, reducing the chances of problemsthat will hold up your event.• If you feel someone may have trouble,send written or video instructions viaemail.
Screen Sharing•If you will use screen sharing in your live webevent, it is important to launch it before theevent is scheduled to start.•Logging in early will ensure the screensharing is working properly. You also won’thave to wait for it to load.•Make sure you turn off email and instantmessaging software to prevent unwantedpop-ups on your screen during sharing.
Offer Multiple Options•Always offer multiple options so everyone who needs to be there can attend.•This reduces the risk of someone coming in late because he had to get to acomputer with an Internet connection instead of calling in on his cell phone.•Many of the popular access options include web browser, calls through anInternet connection, land-line phone calls and mobile apps.
Lock the Meeting•It may seem rude or inappropriate,but to avoid starting your live webevent late, it is important to lock outthe meeting after waiting about fiveminutes for those last-minutestragglers.• If people realize you won’t welcomelatecomers who stall your event toyour webcasting or webconferencing, they are more likely toshow up on time next time.+
Closing•Use the aforementined tips andyou will be able to decrease thenumber of times you start your liveweb event on time, savingeveryone time and money.
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