How to successfully project manage your webinars

By redback

When it comes to creating any online event, there’s quite a lot of moving parts. And while webinar producers are becoming more comfortable and familiar with the job of creating digital content, our recent research states that 37% of us find bringing a webinar to life somewhat difficult.

So how can you make life easier for all involved?

Webinars should be treated like any other project, which means we should adapt a project management mindset and if possible, even use an online tool to assist us with the following:

 

One central source.

With anywhere from two to ten people involved in bringing your webinar program to life, it’s essential that you work from one central location to manage all your assets, timelines, speakers and registrants.

The back and forth of emails gets messy, and spreadsheets can only offer so much flexibility.

Online Project Management Portals provide you with the most up to date information at any given time, which means that if one organiser happens to be off sick, anyone can jump in and pick up on what needs to be done.

 

Asset management and control.

From speaker bios to presentations and logos – Digital Asset Management (DAM) can be a nightmare if you need to keep uploading the same images and files for multiple events.

DAM software provides you with a centralised hub where all organisers can upload, share, and manage creative files. It’s completely streamlined and provides you with complete version control.

 

Control over marketing assets.

Once your registration pages and confirmation and reminder emails are created, it’s important to have the ability to edit them on the fly. Speakers change, details may need to be updated, and landing page conversions should be measured and tweaked when required.

 

Visibility over registrants.

Knowing how many people have registered for your webinar and who they are can be very powerful – especially if you are capturing pre-event questions which you may need to hand over to your speakers.

Ensure you have easy access to this information and if possible, be able to add, remove, or event edit registrants with a simple click.

 

Resource management.

Most webinar platforms offer the ability to upload resources to their platform which can be downloaded by attendees during the live event. Think gated content, relevant files or shareable information.

As an organiser, it’s important that you have control over these files and that they are automatically synced to the platform. It’s a bonus if you can also upload your survey links!

 

Tips for successfully managing your webinars

 

  • Write down all your action items and develop a timeline which will then create milestone
  • What’s your measure of success? Knowing this at the beginning will help you make decisions along the way
  • Book presenter briefing sessions in advance to ensure you cater to all schedules
  • Identify your comms schedule early and ensure you communicate it to your marketing team. This will ensure you don’t overlap on any campaigns
  • Work with a Managed Webinar provider to help you achieve ultimate success! They can help you create marketing assets, collect registrants, train speakers and support your entire event.

 

Click here to discover more about Redback Connect’s Digital Event Management System – one central source of truth for all your scheduled and completed events.

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