Using GoToWebinar to Reach Your Clients€¦ · – Interact before and during the session –...

Hope Tillman, hope@hopetillman.com

Using GoToWebinar to Reach Your Clients

SLA LMD September 2012 Webinar

Today’s session will cover: • Where to get started • Review of your role as organizer • What to practice ahead • What to do:

– Prior to a program, to prepare – Managing the meeting – After a meeting

• Tips for a successful webinar: – Know your platform – Interact before and during the session – Follow up

Hope N. Tillman, hope@hopetillman.com September 19, 2012

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Webinar versus Face to Face • Expands your reach but as presenter you

need to look for different cues from your audience – No body language cues – Rely on Audience Questions and Poll

participation – Glance at meter for Audience Attention to

show % attendees that have caught up with current screen refresh

Hope N. Tillman, hope@hopetillman.com September 19, 2012

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Compare GoToMeeting & GoToWebinar GoToMeeting GoToWebinar

Attendees Up to 25 attendees Up to 500 attendees (depends on plan)

Nature For group dialog Designed to be much more interactive than GTW

For large groups. Audience management tools. Generally passive audience

Webcam support Up to 6 webcams No webcam support Recording Yes Yes Screen sharing Yes Yes, panelist and organizer

Registration Organizer invites attendees with single meeting ID

Registration confirmation gives each attendee and panelist unique login credentials

Compare GoToWebinar & Adobe Connect

* Use the new login email and password to take advantage of increased capacity

GoToWebinar Adobe Connect No. attendees Pricing plans

(non profit enable up to 500 attendees via TechSoup)

Pricing plans (no non profit plan)

Learning curve

Simple and easy to learn More complex and so more to learn to get started. Can change the layout of what is viewed

Audience view Single display Presenter/Organizer has complete control of what to display to self and to audience via “Pods” – multiple windows

Recording Yes (.wmv files) Yes Polling Chat

Poll - One at a time Chat – Available for presenters/organizer. Audience uses Q&A

Part of the Pod concept. Can be multiple displayed

Role of the Organizer • Check GTW schedule and select a date/time not in

conflict with already scheduled/planned events. • Schedule event and practice time

– Set up registration, audio, branding and theme, email notifications, polls survey, send invitations to attendees

• Practice ahead • Host event

– Start event recording (stop recording before you end meeting) – Manage in-session controls. Make use of reports, polls – End event

• Follow up Hope N. Tillman, hope@hopetillman.com September 19, 2012

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Logging in for the first time

• Start on GoToWebinar’s front page. • Log In with your credentials • Download the software

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Scheduling and Preparing for a Session • After you have

GoToWebinar loaded on your computer you can log in from your system tray or icon on your desktop.

• Note access to Preferences here as well.

Hope N. Tillman, hope@hopetillman.com September 19, 21012 Page 8

GTW Settings

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Excellent Detailed Help is Available Online

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Schedule a webinar

• Title • Description • Date & Time • Time Zone • Audio • Panelists

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Under Registration: Edit Create your own questions that will be part of the registration

Check/uncheck demographics to collect or not

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Under Change Session Settings: Use Select setting Pull down menu to set up the session

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Fill in (if not entered initially): • Audio • Panelists • Branding and Theme • Email Notifications (customize, i.e. with specific email for questions)

• Polls (use during session) • Survey (automatically, survey attendees as they leave or email later)

Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 15

Branding and Theme

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Email Notifications You should personalize/ customize fields in each of the email notifications, except for the “Deny”. There are confirmation • Email reminders • Follow up email for

attendees • Follow up email for those

who did not attend. Be sure the correct email address is listed here.

Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 17

Personalize GTW

Emails

Here is where to change email address

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GoToWebinar Invitations

To invite people to register for your webinar • You can forward the invitation email to all prospective

attendees, just like forwarding any other email. Please blind copy everyone on your invitation list out of respect for their privacy.

Manual registration (if you already have info from attendees): • Log in to the GoToWebinar account. • Click the expansion button next to the Webinar date for

which you want to manually register attendees. • Click Registration Web Link, and enter appropriate

information.,

Hope N. Tillman, hope@hopetillman.com September 19, 2012 page 19

GTW Polls • You must enter questions ahead to be given

to attendees during the webinar.

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GTW Surveys You must enter questions ahead to be given to webinar attendees as they leave the session.

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GTW Surveys

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Registration Report

Take Advantage of Available Reports Hope N. Tillman, hope@hopetillman.com September 19, 2012

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Prior to Start of Session Recommendations for all presenters: • If you plan to share your entire desktop, turn off any

instant-messaging applications, notifications or other programs that may interrupt or be intrusive.

• Turn off all applications that take high bandwidth. • Adjust display settings to 1024 x 768. • Clean up your desktop or use clean screen. • Set up documents you wish to share within one or two

clicks.

Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 24

You are now ready to practice or start a session

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Practice Mode What to Practice: • Console Functionality:

o Dashboard/Audio • Attendance List • Start recording • Working with

o Chat o Questions

• Practice Introductions • Share screen/applications • Hand-off to speaker • Hand back from speaker • Stop recording • Ending meeting

Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 26

Top Line of Console -

File Save Question Log Save Chat Log Preferences Exit – End Webinar

Options Attendees Can View Attendee List Attendees Can Ask Questions Attendees Can Raise Hands Attendees Can View Session Timer

View (see full slide)

Help GoTo Webinar Help Report Audio Issues About GoToWebinar Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 27

View Pull Down Menu

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Recording • Before webinar:

– Obtain presenters’ permission to record. – Be sure you have selected the “Convert

to Windows Media file” option on the Recording Preferences dialog

– Check location selected under Preferences for where recording will save. Default is MyDocuments.

• In session: – Don’t forget to press Start Recording

AFTER you press Start Broadcast. • After session:

– After you Exit/End the Session, do not close down your computer until you see that the recording have finished saving.

Managing a Webinar Session • Arrive 10-15 minutes ahead and make last minute

preparations with Panelists. • Use START rather than PRACTICE. • Change to Presenter. Make sure their slides display

correctly. • Start broadcast a little before the starting time to allow

attendees to come in from Green Room. • Monitor Console. • Stop recording and then End the meeting.

Hope N. Tillman, hope@hopetillman.com Sept. 19, 2012, Page30

Starting A Session • Change to Presenters’

Screen when Presenter is Ready and wait for Presenter’s Screen to show

• Then Start Broadcast. • Audience View shows you

what the audience sees • Open dashboard to see

Audience Questions Hope N. Tillman, hope@hopetillman.com September 19, 2012

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In Session • Check Dashboard (or Questions)

to see if attendees have questions – to assign to presenter or answer directly

• Also see attendance, % attentive

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Manage Q & A Expectations Organizer Presenter Attendee Sees all questions submitted by attendees

By default, doesn’t see questions submitted by attendees

Uses Questions as means to communicate with Organizer

Responds to all questions or assigns questions to presenter

Views questions only if Organizer assigns them. Can respond to them verbally.

Does not see questions submitted by other Attendees.

Responds to attendee alone or to all attendees

Hope N. Tillman, hope@hopetillman.com September 19, 2012 page 33

Audio Tips • Consider globally muting participants at the start of the

meeting to avoid noise issues. • Turn off system prompts/sounds for when attendees join or

leave a meeting. • Share these tips with attendees who use a telephone:

– If you find you are having a sound quality issue, hang up and dial back in. Sometimes problems clear up when a bad connection is terminated.

– Familiarize yourself w/Voice Conferencing conference call features. – Call in to the meeting from a location without background noise. – Avoid using cellular/cordless phones because of static. Phone

handsets or headsets work better than speakerphones to avoid background noise, tunnel effect and sentence clipping.

– Turn off call waiting. Avoid putting phone on hold. September 19, 2012

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After the Session

• Stop recording before you end/exit the webinar. • Check out the chat log and save (if content warrants).

Edit and share results with presenters and attendees . • Process recording and make available. • Review registration, attendance, performance reports to

gather the feedback gained from the survey questions you have asked and harvest attendees to invite to the next webinar.

• Follow up with attendees.

Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 35

Exit Survey

• Follow up is an important part of the process.

• Analyze and use survey results found in Attendee and Performance Reports.

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Attendee & Performance Reports

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Recording

• Make recording available – GoToWebinar – Your own server – YouTube – Vimeo

• If you have saved as .wmv, convert to a faster loading

version (i.e. MP3) • Announce to attendees as part of follow-up

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Tips for a successful webinar

• Know your platform – practice and become comfortable with the webinar interface

• Keep track of time • Announce if you are going to be silent. • Break for questions, especially if you build questions for

audience into your presentation. • Use webinar tools to engage attendees • Best if not a one-person show

– This works best as a team effort (organizer, moderator, presenter)

• Make the event a good learning experience for attendees and enjoyable for you and the presenter(s)

Hope N. Tillman, hope@hopetillman.com September 19, 2012 Page 39

This presentation can be found at:

http://www.hopetillman.com/presentations/ using_gtw_to_reach_your_clients.pdf

You can reach me at: hope@hopetillman.com

Date Updated: 17 September 2012

Thanks for attending.

The next LMD webinar will be …

http://lmd.sla.org/2012/07/mother-said-webinar/

Mother Said There’d Be Days Like These: Dealing Professionally and Elegantly with the

Unforeseen at Work

Presented by Ulla de Stricker

October 10, 2012, 2:00-3:00pm, Eastern