At the top of the list in the image below we have information that is essential for the group. Near the bottom are items that would be beneficial for people to know, but aren’t going to be major barriers to them attending the session or achieving their learning and performance goals. Below are the details that make a difference to the delegates.
Essential to know before the session
We obviously need to let our attendees know when the session will take place and which platform it’s in.
Organisations can have different platforms or communication tools. We should never assume that any part of an organisation uses the platform you use, or even the same licence. One of the huge benefits of live online is that it can cross geographies and time zones, but that can add complexity.
For example, there is Zoom Webinar and Zoom Meetings, Webex Meetings and Webex Training Centre and so on. Those licences work in different ways for both the attendee and the facilitator, and attendees need to know the correct platform and have time to make sure they can access it. This is especially important when working across different offices, regions and countries due to local differences.
The attendee will need to know how to connect to the session. Do they just need a URL (web link), or perhaps a password too? For example, a Zoom link is great when clicking on it, but if attending from a mobile device it’s important to have the meeting ID and password as that’s how the application works.
We also need to consider if people need to register on the platform or through a learning management system. Alternatively will someone in L&D, HR or an operational department need to set them up as a user in the platform and assign them the correct privileges?
We can never assume just because our area of the organisation or our region doesn’t require special access or new users to be created, that other regions won’t have different ways of working.
If you would like delegates to have discussions and work collaboratively, such as in breakouts, letting them know the audio setup they require is a must. Explain in plain language what type of microphone or telephone connection is best. This will help them, and you, enormously.
Considering this further, will each attendee need their own device, or will they think it is natural to attend with multiple people around one device – such as a speakerphone in an office or meeting room? If there is a group of people on one audio connection, or even one computer, how will this impact your session? What impact will it make if people are attending from the shop or factory floor, busy call centre or break room, or from home? Will this make people reluctant to use a microphone or webcam?
Recommended to know before the session
Is there any pre-work or reading material required before people attend the session? If it’s essential to the session, then let attendees know why that’s the case as we all understand competing priorities on our time.
What will be expected of individuals in the session? People may have attended webinars in the past with little or no interaction. If we don’t set expectations for our group, they might think our training sessions will follow the same pattern. It’s also worth reiterating your recommendations around microphones/telephony, as well as perhaps making a request to use webcams if possible.
Summary
All these points are important to plan but it’s not all on the facilitator to make sure they happen. Within your organisation there are likely to be team members, departments, managers and other stakeholders who can help make sure this information is provided at the right time, to the right people.
This is all information that needs to be sent, processed and understood by the attendees of the session. If people are attending (or not!) and having technical or topic-related issues, this will highlight any areas for future improvement for all involved.
