Before the call: 

1. You can never be too prepared!

Always have an agenda. 

For more formal presentations, especially with multiple speakers, draft a script with timings and have one person (Mother of Ceremonies) lead the call. Pre-test your technology and do a dress rehearsal when you bring on guest speakers. 

Have an Executive Producer ready to share the slides, hit record and run the show. 

Have a co-host act as backup to the Executive Producer to watch the chat and have access to the script, slides and run of show. This role is especially useful if the Executive Producer loses connectivity.

2. Have a plan B ready to go

Keep in mind that bandwidth and technical difficulties come up even for the most prepared webinar leaders. 

With that said, have an email ready to go with a message: “We are currently experiencing technical difficulties” along with what people should expect as your backup plan. 

During the call: 

1. Login early

Always log in at least 10 minutes before the scheduled time of the webinar. This ensures you are there to receive all the attendees. 

2. Clearly state the ground rules

If you are recording, let participants know before you hit record and offer the chance for them to express concerns, should they have them. 

Set clear guidelines for participation, including where participants can talk to one another, as well as what type of questions or engagement you are hoping for them to provide during the meeting. 

3. Give everyone a chance to talk

Within the first five minutes of the meeting, make sure you are offering a way to get each person's "voice" into the meeting. This can easily be initiated with a question. 

• For larger groups: ask them to reply in the “Chat” or through polls.
• For meetings of 15 or less: allow everyone to unmute and speak early on.
• For groups of 15 or more: limit the time people are speaking to ensure you can get through the agenda. This is an important way to set the culture for the meeting and keep engagement high.

4. Incorporate celebration and fun!

Find an opportunity to share a laugh or a celebration. Some of the ways we do this at World Pulse include:

• Allow everyone to unmute and offer a cheer in celebration
• Ending the call by holding up your hands in shape of a heart at the end of the call and unmuting all
• Offering the "World Pulse clap"
• Saying hi individually in the chat, and encouraging chat small talk throughout the meeting

The more you can find shared signals to reinforce celebration, the more you build togetherness through your calls!

5. Reinforce a sense of community

Find ways to incorporate the wisdom of the group. This can be done either by reading out some of the best chats that are coming in, inviting questions or discussions, or giving audience members a chance to answer questions. 

6. Be inclusive

Always have a live transcript. Some platforms like Zoom include a free live transcript.

If you have people with multiple first-languages on the line, consider getting someone to translate the transcription as you go. Using Google Translate is one way to implement this.

Consider the time that will work for the majority of participants if your call spans multiple timezones. 

Publicize the call-in information for the meeting beforehand for those with limited bandwidth. 

7. Hold space for questions

Pad the timing in your script so you can allow for audience interactions, right turns and deep discussions. Allow for some silence as people form their questions.

Following up afterwards: 

1. Share the recording with all participants

Share the call recording and script with everyone via email.

2. Repeat the call for action

In your follow-up email, remind those who registered of the action you want them to take. Whether it's to remember a key point from a training or an action you hope they take as a result of the call, make it clear in your follow-up and remind them how to do it.