Webinar management with planning checklist
Here's a breakdown of what webinar management software typically involves and things to consider before conducting a webinar.
Planning and strategy
Webinar Timing
Webinar Format
Panelist and Guest Speakers
Platform selection
Content creation
Promotion and marketing
Logistics and technical setup
Hosting the webinar
Attendee engagement
Post-webinar activities
Analytics and reporting
Planning and strategy
When planning a webinar, start by selecting a relevant and engaging topic that resonates with your target audience. Clearly identify and define this audience to ensure effective outreach. Finally, set clear objectives for the webinar, such as lead generation, education, or brand awareness.
Webinar Timing
Studies indicate that midweek, midday webinars see the highest attendance rates. The ideal days to host a live webinar are Wednesday or Thursday. This is logical, as people are typically most occupied at the beginning and end of their day and week.
Webinar Format
Choosing between a one-time or recurring webinar depends on your goals. Zoho Webinar supports both formats, offering features like scheduling a single webinar event or a recurring webinar event. It helps you specify when and how your webinar will repeat and when it will end. Learn more.
Panelist and Guest Speakers
In Zoho Webinar, you can invite panelists or guest speakers as webinar co-organizers who hold most of the controls available in the event. They can be a part of practice sessions, view attendee lists, handle Q&A, polls, and recording and more. You can add anyone as a co-organizer for your webinar.Learn more.
Platform selection
Choosing a webinar platform that meets the needs of the event, considering features like attendee capacity, interactive tools (e.g., polls, Q&A), and integration with other tools (e.g., CRM systems).
Content creation
Zoho Webinar allows you to enhance your presentation by sharing your screen, slides, videos, and other files while also helping you prepare scripts and talking points. It has engagement features like polls, allow to talk, and Q&A sessions to interact with your audience effectively. With Zoho Webinar, you can deliver a well-structured and engaging event.
Promotion and marketing
Zoho Webinar streamlines the process by supporting email campaigns for sending invitations and reminders to potential attendees. It also integrates social media promotion to boost event visibility and manage webinar registration with automated confirmations and reminders. This ensures a smooth and well organized approach to attract and engage your audience.
Logistics and technical setup
Zoho Webinar helps you schedule your event by setting the date and time, taking into account time zones for international audiences. It ensures technical preparation by testing the platform, internet connection, and audio/visual equipment. Zoho Webinar supports rehearsals with speakers to guarantee smooth delivery on the event day.
Hosting the webinar
Facilitate smooth moderation by managing the flow of the event, introducing speakers, and handling audience interactions. Zoho Webinar also offers technical support to assist attendees with any issues during the webinar, ensuring a seamless experience.
Attendee engagement
Zoho Webinar provides interactive features like Q&A sessions, polls, public chat, allow to talk and more to engage your audience during your live webinars. Polls allow organizers to gather feedback and insights for improving future events. Learn more about attendee engagement features.
Post-webinar activities
Zoho Webinar simplifies follow-up by sending thank you notes, sharing recorded sessions, and providing additional resources to attendees. It also offers advanced analytics to assess attendee engagement, poll responses, and overall success.
Analytics and reporting
Zoho Webinar provides detailed attendance tracking with reports on who attended and their level of engagement. It offers performance metrics to analyze webinar success, including audience interaction and content effectiveness. Additionally, it delivers post-webinar insights with data-driven recommendations to enhance future events. Learn more.
What one of our customers says about Zoho Webinar
“Zoho Webinar is a game changer! In my role as Franchising Recruiter, I found myself constantly fielding repetitive questions on phone calls. Zoho Webinar allowed me to condense these inquiries into a single, efficient session. It's the perfect tool for a one-to-many approach, saving me valuable time and effort.”
“Upon creating webinar’s in Zoho Webinar, absolutely without any effort the campaigns can be created instantly in Zoho Campaign’s so we can start distributing them all in one place, within minutes. Furthermore, automatic workflow built within webinar avoids the need to create reminders and follow up’s.”
The benefits of planning a successful webinar
Wider reach
Webinars allow you to connect with a global audience, expanding your reach beyond geographical boundaries.
Engagement
Interactive tools like polls, Q&A sessions, and chat features help keep your audience engaged and involved in real time
Lead generation
Webinars can be a powerful tool for generating high-quality leads, as participants are often interested in the topic being discussed.
Flexibility
Webinars can be recorded and reused, providing ongoing value to those who couldn’t attend the live event.
Expert positioning
Hosting webinars allows you to position yourself or your organization as an expert in your field, building trust with your audience.