Introduction to
Webinar Process
Larry Metz
Overview
●
Ways to Utilize Webinars
●
Advantages of Webinar Versus Physical
Meeting
●
Webinar Roles
●
Procedures for Requesting a Webinar
Pacific Region Webinar Program
Organization
● Two Pacific Regional Administrators, responsible for four sub-state Assistant Administrators
Pacific Region 1 – Bob Eslinger, AZ1, Training
Specialist
CA4 CA5
Pacific Region 2 – Larry Metz, CA1, Technical
Specialist
CA1 – Larry Metz CA2
AZ1 NV1
CA3 UT1
Ways To Utilize Webinars
●
Usually used when participants are widely
geographically separated
●
Can be used when only some participants can’t
attend
Meeting in a room where several participants
can’t attend
Can lecture to people in room Others can attend via Webinar
Ways To Utilize Webinars
●
Used when inconvenient for all to gather, but
all can attend via Webinar
●
Production Webinars
Created, conducted, recorded by one person Can be tutorial, “how-to”, distribute
information, etc.
Then send the recording URL to those you wish
Ways To Utilize Webinars
●
Types of Webinars – just about anything
State meetings
Beginning of season planning Prep for instructor workshop DC, TC, and LC meetings
ERO training
Ways To Utilize Webinars
●
Can be used for short meetings or long
meetings
●
Can be set up days in advance or on the
spur of the moment
●
The procedure to schedule a Webinar is
Ways To Utilize Webinars
● Conducting a basic Webinar requires little training
● Participating as an Attendee is equally simple
Shouldn’t be timid about attending
Need a computer with Internet access and a
phone (or VoIP, speakers and microphone)
● Your sub-state Administrators/Assistant Administrators are always there to help
Advantages of Webinar vs Physical Meeting
●
No one would suggest Webinars are an
equal replacement for a face-to-face
meeting, but Webinars do have advantages
●
Cost – Webinars are very cost-effective
No mileage reimbursement No need to provide lunch Can avoid overnight stay
Advantages of Webinar vs Physical Meeting
● Ease of assembling people
Don’t have to gather everyone at a single
location which involves more time and coordination
Don’t have to schedule a meeting place
Call your people in the morning and have the
Webinar in the afternoon (or the morning)
● Use when it would be nice to have a meeting
but you’re using email, instead
Schedule the Webinar so you can have instant
Webinar Roles
●
Webinar Leader
Is “go-to” person for conducting Webinar Organizes the Webinar content and
identifies Participants
Contacts Assistant Administrator to
schedule Webinar and provide training, if required
Notifies Participants of website, date and
Webinar Roles
● Webinar Host (Usually the Leader, also)
“Runs” the Webinar
Is the most active participant in the Webinar Required to have the most detailed
knowledge of using WebEx
Takes over Host role from Administrator
upon actual Webinar start
Webinar Roles (Host, continued)
Informs Participants of Webinar procedures, e.g.,
How to mute/unmute their phones If muted, how to get recognized
Explains how to Chat or otherwise ask questions How to take Notes and download the Notes
How to download presentation documents
Controls flow of Webinar, moving from Presenter
to Presenter
Webinar Roles
●
Administrator is assigned WebEx license
WebEx registered in his/her name
Login to WebEx with his/her username/password To avoid confusion, registration should use an
identifying name, not an actual name
Notice for this Webinar, Host name is: PacReg2
Host
Otherwise it would say Larry Metz for all
Webinar Roles
● Assistant Administrators
Use Administrator license, username/password Schedule Webinars
Send Webinar info message to Leader
Provide training to leaders/hosts/presenters Start the Webinar as Host
Transfer Host role to Webinar Leader/Host Participate in the Webinar if requested
Webinar Roles
● Presenter
Creates the presentation
Uploads, or provides for upload of, the
presentation prior to the Webinar
Presents the presentation to the audience
● Attendees
Joins the Webinar
Participates by asking questions Downloads documents
Procedures for Requesting a Webinar
● Leader wishes to conduct a Webinar
● Leader contacts the Assistant Administrator (AA)
Explains general purpose and makeup of Webinar Requests and submits Webinar request form
If desired, requests copies of the detailed Leader,
Host, Presenter, and Participant duty descriptions
Requests necessary training, practices, dry-runs Sends Webinar invitation message to Participants
Procedures for Requesting a Webinar
●
The Assistant Administrator
Checks to assure desired time and date are
available and schedules Webinar
Sends Webinar information message to
Leader
Schedules training, practice, dry-run dates
AARP Tax-Aide Webinar URL
● Attending a Tax-Aide Webinar is as easy as going to
aarptaxaide.webex.com
Webinar must be listed on calendar
Usually the case
Click the Meeting Center tab and look for
the Webinar
● Or, just click the link on the invitation message you receive
Leader will change “Webinar Host” to his/her name
Sample Meeting Invitation Message
Webinar Privacy
●
Privacy features
Can opt to not put Webinar on calendar Can require people to register prior to
Joining the Webinar
Email sent to invitees with link Will know who will be attending Can accept/reject their attendance
Demonstration of Capabilities
● Next several minutes is devoted to showing what you can do with a Webinar
● Will show
How presentation capability is transferred among
Presenters
Types of things you can share with (present to ) the
audience
How the audience can interact with the
Host/Presenters
Demonstration of Capabilities
● Displaying presentations in the Webinar is called sharing
● Things that can be shared
A file on your computer, e.g.,
my to do list.doc
An application on your computer, e.g.,
Internet Explorer, PhotoShop, Quicken
Your computer’s desktop
Whatever you do on your computer will be
Demonstration of Capabilities
●
Share a file
This is what I have been doing
●
Share an Application, Internet Explorer, on my
computer
Show how TWO training site can be displayed Demonstrate Webinar use for training purposes
Demonstration of Capabilities
● Share my Desktop and demonstrate
Microsoft Office programs – Word and Excel
Shows ways of presenting technical information in
an interactive environment
A short video
● Demonstrate tools and other capabilities
available to the Host, Presenter, and Participants ● Open and share results of a Poll
NOTE: Video cameras (Webcams) can be used, but are not recommended – can slow down the