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How to Organise a Web Conference?

Updated on August 18, 2015

Are you a digital coach, a virtual foreign language teacher, or the CEO of your own company planning for a conference but don’t know where to start?

The steps are actually basic and simple. But what differentiate a successful web conferencing from a lame one are the little things like the right web conferencing features and some heavy preparation.

So, if you want to setup your conference the right way, here are the things you need to consider.

Identify the type of conference you need

The type of conference you need will depend on a few factors, which usually involves the number of expected attendees and the purpose.

Knowing how many people and what the web meeting is for will help you choose the right platform and virtual environment you need to make it successful.

If it is a business meeting with people from different time zones, this will impact your time and venue, your internet speed, and the software you will use.

Skype or Google Hangout and a basic DSL connection maybe good enough for Virtual English teachers or casual DIY webinars hosts but these basic services are probably not enough for corporate meetings.

Especially if the conference is for executives who can’t afford to experience glitches due to poor connection, you will need more sophisticated web conferencing services to organise an impactful and productive meeting.

Target audience

Web conferences are used for many purposes. Knowing who your target audience is will not only make it easy for you to choose which tools you’ll need, it will also save you more time to focus on the quality of the content instead of sweating the technical stuff.

In some cases, where the agenda can be accomplished with a simple group telephone call without the aid of video, tele conferencing services will come in handy.

Once you’ve figured the type of conference and your target audience, the next step would be to familiarise yourself with the three phases of the call.

Before the web conference

Step 1: Furnish an agenda for distribution a few days or maybe a week before the scheduled day of the meeting. An agenda will allow your participants to prepare their stuff ahead of time.

Step 2: For web conferencing, email the link containing the pre-requisites for the call such as the link to the virtual venue, account that need to be created (if needed), and the software(s) that needs prior. For tele conferencing,

Pro tip: Create a shortlist of various web conferencing services. Compare the providers side-by-side to know which one is the most cost-effective.

During the web conference

Step 1: Join the video call or telephone call in a quiet room with less to zero distractions.

Step 2: If you are the host, make it a point to log-in a few minutes before the call starts.

Step 3: Dedicated a few minutes to allow participants to introduce themselves.

Step 4: Make it a point to lay the ground rules before you officially open the meeting. As a moderator, it is your duty to give each participant ample time to speak.

Step 5: It is also a best practice to summarise the entire call before concluding it.

After the web conference

Step 1: Shortly after the meeting, send the minutes to all the participants and announce if there is a second meeting to be scheduled.

Step 2: If there are deadlines mentioned, make sure to remind the people involved.

If you follow the above mentioned steps, a well-organised call is only a few clicks away.

How to go about starting a web conference

There are many ways to go about organising a web conference. I recommend looking at a few companies that offer either full conferencing services or simply just how to run a web conference lessons.

There are many experts who dedicate their time to helping you communicate you business and ideas to an audience online. This is crucial as they collect the data and do research into how people engage with information online. They remove the guessing work and help you present to the right people in the right medium.

A great example of a conferencing group is Redback Conferencing and Redback Webinars. They are based in Sydney and provide support to all areas of the world.


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