Webinar Planning Process Map

Planning an effective webinar requires pre-planning and provisioning. Following the steps in this process will ensure that you are successful in delivering a meaningful webinar where participants are actively engaged and experience no technical disruptions. The information below will help you to plan and deliver a successful webinar. Start planning EARLY! The ultimate goal is to provide an engaging, interactive virtual environment for participants.

Click the link to download the complete Word Version of the Webinar Planning Guide. The information in the Word version is the same as below.

Planning Templates & Training Plans
Notification to Participants & Schoology Group Access
Practice & Rehearsal Sessions
Live Webinar Session Recommendations
Post Webinar Information & Follow Up Steps
Complete the planning templates and the training plans. During re-occurring planning meetings, you and the ID will review the content & identify revisions as needed.
Notify participants in advance of the date & time of the webinar. Organize information in a Schoology group. Use Schoology to provide communication updates.
Practice & Rehearsal sessions will help hosts and presenters of the webinar become competent in using the webinar tools. This will prevent technical difficulties.
Webinars should not exceed 1 hour. Open the webinar 15 to 30 minutes in advance of the Start Time for participants to set up their audio devices. Record the webinar!
After the webinar has adjourned, provide specific post webinar information, and make it available in Schoology immediately while participants are interested.

Planners & Templates include:

Schoology Group will provide:

  • Announcements
  • Specific Dates & Times
  • Webinar Access Link
  • How to Join Webinar (DCO)
  • Read/View Aheads
  • Agenda
  • Content Per Session
  • EOW Evaluation
  • Virtual Parking Lot
  • Post-Webinar info

Practice Sessions include:

  • Initial Practice Session (Host, ID)
  • Tech Check Session (Host, Participants, ID)
  • Full Rehearsal Session (Host, Presenters, ID)

Review the Last Minute Checklist to make sure everything is complete and ready to go!

Webinars Tips include:

  • Stick to the Agenda topics & allotted times
  • Have a co-host serve as a technical assistant
  • Mute all audio except the person speaking
  • Have a Chat Pod available
  • Provide time for Q & A
  • Conduct polls as needed
  • Provide variety in content delivery such as demos
  • Conduct an EOW evaluation

Post-Webinar info includes:

  • EOW Evaluation results
  • Answers to questions asked during the webinar (FAQs)
  • Recorded webinar
  • Post Readings/Viewings
  • Next steps or follow up actions
  • After-Action Report (if applicable)

Have you done the items in the checklist below? If not, open the checklist document below and refer to the Webinar Planning Guide above!