The Web Conferencing Checklist

Are You Prepared for Your Next Web Conference?

Web Conference1

Gone are the days when salespeople needed to meet with clients in person to give a demo or discuss products. Now we can virtually communicate with clients through web conferencing. We’ve replaced our papers, brochures, and lucky pens with Powerpoint presentations, virtual forms, and digital signing devices. Before you schedule your next web conference, make sure you go through this pre-presentation checklist.

1. Web Conferencing Tool
There are many web conferencing tools, like the iBoomerang Web Conference Tool, available today. You want to make sure you choose one that is easy for both you and your customer to use. Ensure the client will be able to use the link you provide ahead of time, and if not, have a backup plan such as Skype or Google Hangouts.

2. Phone, VoIP, or Built-In Audio
You’ll want to ask your customer if they prefer to dial in to the conference via phone or otherwise. If they choose the phone, make sure you set up a conference line number and access code and provide them with this information in advance.

3. Mobile Devices
You might find that a customer needs to join the meeting using a smartphone or tablet. If this is the case, remind them to download the virtual meeting app in advance of the presentation.

4. Meeting Setup
Setting up an invitation to your conference varies across the different platforms, however there are some similarities across the board.
• If you’re using built-in audio features, make sure both parties are able to talk.
• Include your name and the purpose of the meeting in the meeting title.
• Use the correct date and time and remember to take into account different time zones.
• Make sure you’re hosting. This allows you to share your screen and edit meeting information if necessary.

With the iBoomerang Web Conferencing Tool, you will be provided with your own meeting room and access code as well as a phone number and code for the audio portion of the call. The link to your web conference will always remain the same, so you don’t need to set up a new meeting every time you want to host a session.

5. Meeting Invitation
Once your meeting is ready to go, send an invitation to the customer via email. Be sure to include the link to your conference, the access code, and the call information. Remember to add the meeting topic and summary, date, time, and your name. iBoomerang makes this easy if you have our Email Marketing+ Tool. We create email templates for you, and all you need to do is input the date and time of the meeting.

6. Calendar Invitation
It’s a good idea to also send your customer a calendar invitation so they can add it to their own email calendar.

7. Join Early
As the presenter, you should arrive early to make sure everything is working and set up correctly. You want to avoid any technical difficulties at all costs because they will annoy prospective clients.

8. Prepare Your Screen
Get your desktop ready to present. Close out of chat programs or anything else that could be a distraction. Open all programs and files you plan to show during the meeting, center them on the screen, and then minimize them to the taskbar until you’re ready to use them.

If you’re using the Regional Selection feature of the iBoomerang Web Conference Tool, make sure all of your files fit the area of your screen that you want to share.

9. Welcome Message
If you have more than one attendee on the call, put a short welcome message in the chat box. This lets guests know they can ask a question without interrupting your presentation.

10. Share Your Screen
Before you actually start talking, share your screen and make sure your customers can see it.

11. Record
If you’re recording the meeting, make sure you click the button before you start. Email the recording to all attendees immediately following the presentation.

12. Don’t Panic
It’s inevitable that you will find yourself in a position when someone goes awry. Don’t panic. Make light of the situation by making a joke and try to get things working properly as soon as possible. If the issue can’t be solved after a few minutes, ask your guests if you can reschedule so you’re not wasting their time. Then, fix the problem offline and ensure it doesn’t happen again.

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