‘You’re on mute’ may well be the definitive phrase of 2020, with Zoom meetings suddenly becoming the norm due to the restrictions linked to the coronavirus pandemic. We’ve been supporting our clients in hosting webinars and online meetings even before the pandemic and the demand seems only to be growing. Online video provides convenience as well as quality content for your channels and can be simple to execute by following just a few steps.
We’ve all been there this year when a persistent dog bark or a rumbling washing machine rudely interrupts your thoughts on the latest campaign metrics. Make things easier by using the functionality to put all participants on mute. This way, the main host can control who speaks and when, making for a much smoother webinar. Remind your guests that they can use the ‘raise your hand’ feature or submit any questions using the chat function, which makes for a good Q&A opportunity towards the end of sessions.
It’s important that you have in mind which attendees will have the role of co-host. This means they can perform important tasks like assigning participants to breakout rooms and recording calls.
Zoom’s breakout rooms are a really useful feature for replacing the traditional ‘workshop’ or smaller sessions so that you can deal with specific topics in greater detail. You should ensure that the event’s main host assigns at least one co-host per breakout room so that they can admit guests and have the ability to record the session. It is also worth noting that if you’re recording your main session but want to also save recordings of each individual breakout room, these MUST be actioned separately.
Promotion is key
The promotion you do in the run up to your event is essential in attracting participants and ultimately, giving you more control over your event. Setting up a Zoom meeting in advance will give you a link you can share via social media, blog post and email. As a result, you’ll be able to track the interest in your event, invite questions to your panellists in advance and adapt your webinar to your audience’s expectations.
Do a test run
Like any performance, a dress rehearsal is a must. Put some time in the diary for yourself, all co-hosts and colleagues to run through the technical details. This is an ideal opportunity to test broadband speeds and that everyone is able to carry out their role correctly i.e. recording the main session, any breakout sessions and assigning participants to rooms. It’s a good idea to have a WhatsApp group set up for you and all co-hosts so that any issues encountered in the breakout rooms can be communicated and resolved.
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