Saikat Kumar Basu
A webinar or online conference is a virtual event where participants can join remotely via the internet. It typically involves presentations, discussions, workshops, or seminars conducted over a digital platform. Webinars are important for several reasons:
Accessibility: They allow people from different locations to participate without the need for travel, making knowledge-sharing and learning more accessible.
Cost-effective: Compared to physical conferences, webinars can be more affordable to host and attend, reducing costs associated with travel and accommodation.
Scalability: Webinars can accommodate a large number of participants simultaneously, making them scalable for both small and large audiences.
Convenience: Participants can join from anywhere with an internet connection, making it convenient for busy professionals or those with scheduling conflicts.
Interactivity: Many platforms offer features for audience engagement, such as live Q&A sessions, polls, and chats, enhancing participant interaction and learning.
Global Reach: They enable organizations to reach a global audience easily, facilitating international collaboration and networking opportunities.
Overall, webinars and online conferences have become increasingly important in today’s digital age due to their flexibility, cost-effectiveness, and ability to foster learning and collaboration across distances.
Maintaining etiquette during a webinar or online conference is crucial for several reasons:
Professionalism: Etiquette shows respect for others and professionalism, enhancing your reputation among peers and colleagues.
Effective Communication: It ensures clear communication by minimizing interruptions and distractions, allowing all participants to contribute effectively.
Engagement: Good etiquette helps in keeping participants engaged and focused on the topic being discussed, leading to more productive discussions and outcomes.
Respect for Time: Observing etiquette ensures that the session runs on time, respecting everyone’s schedules and commitments.
Positive Impression: It leaves a positive impression on others, potentially leading to better networking opportunities and professional relationships.
Overall, etiquette in online meetings mirrors the principles of face-to-face interactions, promoting a conducive and respectful environment for all participants.
The dos’
Test the tools specifically: Your internet connection, clarity of your voice or video, or your position or the lighting. Are all the needed apps properly downloaded? Are the presentations ready to open?
Wear a headset: It provides better sound quality for your viewers and will allow you to be more self-confident during your presentation.
Maintain eye contact: Remember to look into your webcam. Viewers will feel as if you are looking directly at them, just like at a traditional conference.
Be clear and precise: Make sure you’re presenting in a way that is easy to follow. Avoid talking too fast and always repeat questions asked before you answer.
Be engaging: Use your facial expressions, nod your head, etc., to let others know you’re listening and that you’re interested.
The don’ts
The less noise the better: Keep your audio muted to avoid distracting background noise. Try not to disturb those who are talking or listening. Please be courteous.
Don’t distract the speaker: it’s always better to ask questions during the Q & A mode rather than while the host or presenter is speaking. Write down your questions and try to wait your turn.
Use the chat: If you feel that your question is urgent, try using the chat feature to ask.
Take notes! Write down whatever data or information is most useful to you. You won’t need to ask for important data in the future if you write it down now.
Always respond to questions : Never try to avoid answering the questions. Try to answer the host/audience questions after the webinar. It’s even better if the presenter requests the audience to ask some questions.
Provide feedback: If the host/audience ask for any feedback, don’t try to skip that. When a presenter wants to engage with their audience in a meeting; it creates a nice vibe and good intellectual environment.
Avoid incorrect response: If you don’t have an answer forc a specific question/comment feel free to admit that and say no. It is better not to manufacture an answer when you don’t know or is not sure of your response.
Here in summary are a few important things to keep in mind when attending or hosting a webinar:
1. Introduce a waiting room for latecomers
2. Respect everyone’s time by keeping to the schedule.
3. Have a back-up plan in case of technical difficulties.
4. Be sure to introduce yourself and your co-hosts.
5. Always check your mute/unmute button.
6. Prepare to be flexible.
7. Stick to the topic.
8. Have a clear objective.
9. End with a call to action.
10 Allow for Q&A at the end.
11. Send a follow-up email with key takeaways and next steps.
12. Use the chat function sparingly.
13. Don’t forget to say thank you at the end.
14. Make sure about the the quality of the net connection throughout the program/presentation.
15. Except the speaker or presenter all the mikes of individuals attending the webinar should remain mute.
16. Unmute only when you need to speak or comment or is invited to make a statement or comment.
17. Never be rude to anyone even if you don’t like a specific criticism or comment or question.
18. Don’t rush to deliver your presentation too quick; as this will make the audience confused and lose interest quickly.
19. Keep your presentation simple and customized according to the need and target audiences.
20. Say no if you don’t have an answer to a specific question/comment. Don’t make up or cook a response to impress your audience.
