Web Conferencing Tips
By Krysta Murray
Combine a sluggish economy, security fears and health concerns with
the need for business meetings, and the result is an ideal climate
for web conferencing to flourish. Sometimes called a virtual meeting,
a web conference is simply a meeting held via the Internet, bypassing
the process of grabbing a cab, hopping on a plane, staying in a
hotel and spending time and money to be at the meeting.
Despite the Internet's emergence as a mainstream business tool,
web conferencing can still be a daunting experience for first-timers
and even seasoned presenters. For today's business professionals,
it's not the technology that makes them apprehensive, but the knowledge
that familiar ways of presenting are inadequate to execute an effective
web conference. Provide someone with useful information and a little
preparation, however, and that person can host an effective, efficient
web conference.
Here are some practical techniques to help sail through that first
web conference.
Keep it short and concise. Just as you would schedule
a face-to-face meeting, you should put a time limit on the presentation.
Somewhere between 60 and 90 minutes is the most you should expect
to hold attenders' attention. If there is too much content to present
in this time frame, you should consider subsequent conferences.
It is also important to have a clear agenda and stay on schedule.
The audience will know what to expect, and there will be time to
present all the material planned.
Plan ahead and communicate. The host should set
up both the web and audio portions of the conference well in advance.
If the audience has the proper hardware and software before the
event, they can test their own systems to make sure that they are
compatible. Ideally, participants have a fast Internet connection
(no dial-up please), newer browser software, and a computer that's
less than five years old (faster than 300mhz). Communicate all relevant
conference information to the audience, including an agenda, date,
time, audio phone number and web login details.
Practice. While it won't take long to get comfortable
with this medium, it is best to schedule some practice sessions
before the conference so that you can use this new tool confidently
during the actual conference. You can use simple slides that contain
very few graphics or complicated diagrams, but remember that lag
times are a consideration in web conferencing. When advancing a
slide, there can be a slight delay before the slide is displayed
on the audience's screens. Anticipate this lag, and change slides
a few seconds before needed.
Make great notes. The audience will lose interest
if the presenter sounds flustered or has difficulty remembering
the content. It is always a good idea to have a script and other
information pertinent to the conference handy at all times to ensure
that you appear confident and knowledgeable about the subject. Even
a printout of the presentation slides is a great idea! In the unlikely
event that you are disconnected from the conference or have technical
difficulties, you can use your notes and script to continue the
conference even if you cannot see the slides on the screen (as long
as there is someone to change the slides for you).
Engage participants. As with a face-to-face meeting,
audience participation keeps attenders alert and may help accomplish
the goal of the meeting. If the audience becomes bored, it will
be easy for them to leave the presentation. To keep them from losing
interest, let them interact with the presentation often (every five
to ten minutes is best). Give them a polling question, encourage
them to ask questions, show them interesting content. If possible,
gather anecdotal information from the audience in advance that can
then be used to get them involved in the presentation. Make sure
to save time at the end of the conference for questions.
Use good audio etiquette. A presenter should always
introduce himself or herself before beginning to talk. It is also
a good idea to ask participants to identify themselves when they
speak to foster better communication between participants. This
also helps the presenter address participants by name, creating
a more personal meeting and helping ensure their complete attention.
Be enthusiastic. In a web conference, there are
no non-verbal cues or chances to establish eye contact with the
audience. Therefore, it is very important for the presenter to understand
and exploit the power of his or her voice. An upbeat, enthusiastic
and strong voice will go a long way toward keeping the attention
of the audience.
Follow-up. Just because the event is over doesn't
mean that the work is done. It is essential to utilize post-conference
evaluations and questionnaires at the end of the event. The audience
will appreciate the opportunity to provide feedback, and the host
will gain valuable insights as a result.
Archive the conference. Request that the conference
provider create an archive of the conference. An archive can be
accessed at any time following the conference. It is a great tool
for those audience members who missed part of the conference or
for those who couldn't attend at all. It's also an excellent opportunity
to "rerun" the presentation for a new audience at a later
date.
Relax. Web conferencing is fun! If the presenter/host
is having fun, so will the audience. The audience is already looking
at the host favorably—after all, the presenter already saved
them time, money and the hassle of traveling to a conference.
Krysta Murray is Vice President of Operations for Netspoke
(www.netspoke.com),
a leading innovator and provider of web and audio conferencing technologies
and solutions. She is responsible for infrastructure, finance and
customer service. Murray has more than ten years of business management
experience and was instrumental in the creation and integration
of Netspoke's customer fulfillment and support processes. She can
be reached at info@netspoke.com.
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