Web Conferencing

Whether it is a face to face or an online presentation the golden rule is 'be prepared.'

What are the risks if I don't prepare?

• Lack of training and knowledge of the system could result in participants not hearing the audio or seeing the content.

• Technical issues could affect the session and damage the reputation of the individual or organisation hosting the event.

• Some speakers may not be experienced at online teaching and may come across differently from how they would in person.

• Some people may not be willing to engage online out of choice or through a lack of understanding of the technology.

How can I ensure that my online session runs smoothly?

• Plan out your programme with timings included (see Session Planning).

• Check that visual aids like Microsoft Powerpoint and Prezi work effectively with the software.

• If a speaker is nervous, encourage them to rehearse. Reassure them that you will be present if they need help.

• Practise a backup plan in case a speaker is cut off for any reason.

• If possible, ask a colleague to monitor the chat pane for you. This keeps your focus on your presentation.

• Start and finish the session on time.

• Mute all participant microphones to reduce any background noise. Only enable them when needed.

• For participants that have not used web conferencing software before, give a demonstration of the key features.

• Make sure that any mobile phones are kept well away from the computer, otherwise there may be intermittent mobile signal noise.

• Practise using alternative tools and techniques to suit a wide audience (see Accessibility).

• Make copies of any presentation materials in case you need to upload them.

• Get to know your speaker's session. If they are having technical difficulties, you might need to run their presentation.

Organise a practice session to:

• Check that invitation emails are working effectively.

• Check the audio levels of any speakers involved and test their equipment.

• Rehearse the programme for the online session and check the timings.

• Make a quick 5 minute recording of the session to check the recording works.

• Run through the software functions with your speaker and check their understanding