When you are preparing for a web conference, it can seem almost overwhelming to find all the information you need to get started and have a successful conference. Much goes into having a successful web conference or web meeting, but there’s no reason to fret. By following these seven easy steps, you can adequately prepare for your conference to ensure that you have the most successful web meeting ever.
1- Check All the Tools
Before you even begin preparing for the actual presentation, you need to ensure that everything is working smoothly with your computer. First, you should check the bandwidth of your computer and the other people who will be joining you for the conference. If there is not enough bandwidth on all the computers, then someone will end up missing out on important facets of the meeting, which can hinder your presentation. Check with the conferencing software to see what sort of bandwidth is needed. Next, you should check your cameras to ensure that they are working properly.
Checking the cameras of the software you intend to use is the best idea, to ensure that you aren’t faced with any surprises when the day of the conference comes around. You should also test the sound on the software and your computer to ensure that you can be heard plainly by the audience and so you can hear their questions or statements during the conference.
2- Provide Information
When you are preparing for a conference, you need to ensure that those attending the web conference have access to the information they need to tune in. If you are using audio conference calling, you will need to provide them with the access number so they can dial in. Additionally, they will need the PIN or Personal Identification Number so they can access the call when it comes time.
If the web conference is taking place through online video means, then you will be required, as the host, to provide all the information for accessing the conference room. By sending the link through e-mail, you can invite the audience to your conference call. You should also include the date and time of the call as well as send a reminder when the day gets closer.
3- Practice the Presentation
If you have an idea for the presentation that you would like to give, you can practice the presentation before the big day gets here. This is especially a good idea to ensure that your ideas are organized concisely and the entire presentation flows well enough to be followed by your audience. If you want, you can include a quick outline of the presentation to give to the member attending your web conference. However, you should still practice regularly.
4- Train Away
Though practicing the presentation is a part of training, there are a few other things you should do to ensure that your conference call goes over smoothly. You should train with the system software you intend to use for the web conference. If you don’t know how to properly run the software, you might find yourself with a lackluster call. Instead, take some time to train with the software and the computer you will be using to familiarize yourself with the technology before the day gets here.
5- Take it for a Test Drive
Once you have finally gotten everything together, you can take the entire presentation for a test drive. You can use someone else in the office, a family member, or a friend to sit in another room and interact with you just as if it were the actual day of the call. This is another great way to ensure that your ideas are put together well, you are familiar with the technology, and you are comfortable speaking in front of others through this means.
6- Talk Plainly
When the big day comes, there is one simple thing you can do to ensure that your ideas are heard and understood. Talk plainly toward the camera and microphone so everyone can hear you, but also make sure that you have fully fleshed out your ideas for your presentation. By talking plainly and enunciating, you can be sure that you will be heard by everyone and understood, as long as the equipment is working correctly.
7- Open it Up for Questions
At the end of your presentation, if you feel as though you have been doing too much talking, you can open it up for questions. Often, those listening will have some questions about the ideas you are discussing, and since they can’t come up to you after the presentation is over, you can open it up for questions at the end. This gives the audience a chance to better understand your thoughts and plans as well.
Though they are a bit more difficult than face-to-face conferences, web conferences can be ideal for many businesses and entities. They are versatile, meaning you can give a presentation from anywhere in the world that has Internet access, and your audience can hear your ideas without having to wait to gather back in the office. By following the tips above, you can have a successful and meaningful web conference no matter where you are located.