Webinar toolkit

A webinar is a live online meeting where participants can interact with the speaker and other attendees.

About webinars

Equipment you need

HSE webinar tools

Webinars - before, during and after

Best practice

About webinars

A webinar is a live, online meeting where participants can interact with the speaker and other attendees.

Attendees can:

• view presentations, videos, and other content
• participate in the webinar through chat and Q&A

Webinars are an effective way to reach a wide audience, share information and build relationships. They are particularly useful in the HSE as staff work across large catchment areas.

When setting up a webinar you should consider the following:

• your topic
• audience
• platform
• engaging content with visual aids
• promotion plan
• post-webinar engagement

Webinars are easy to run once you know how. All you need is the right equipment and access to the right platform.

Equipment you need

• Laptop or desktop computer
• Headset microphone - use a headset microphone to ensure that your audience can clearly hear you and that background noise is reduced
• Webcam - most laptops have built-in cameras, but desktop computers need a separate camera

HSE webinar tools

You may need to set up an account to access the tools listed below.

Microsoft Teams

Microsoft Teams offers:

• video and audio conferencing
• screen sharing
• messaging
• document sharing and storage

Up to 1,000 participants can join a Microsoft Teams video call.

Learn more about Microsoft Teams

Cisco Webex

Cisco Webex offers:

• video conferencing
• online meetings
• screen sharing
• webinars

The system allows users to control access to the 'room,' which may be suitable for clinical consultations and larger meetings.

The Cisco Webex portfolio includes:

• WebEx Meetings - web and video conferencing for up to 1,000 participants
• WebEx Events - large scale webinars for up to 3,000 participants with chat, polling and Q&A
• WebEx Training - allows you to give online training with live instruction for up to 1,000 participants

Learn more about Cisco Webex Meetings

Webinars - before, during and after

Before

• Choose the day and time - consider a time that allows for maximum attendance.
• Prepare an agenda for the meeting based on its objectives.
• Consider sending an online registration form to attendees, including details about the event.
• Share dial-in details for those with slower internet connections.
• Make sure you have the right equipment - headset, microphone, backup computer, spare batteries, printed copy of your slides.
• Decide on an event host to keep the webinar progressing at pace - they will talk through the housekeeping details, introduce speakers, announce breaks and invite questions.
• Assign a chat moderator to manage questions in the chat from attendees.
• Carry out a webinar run-through to finalise the agenda, running order, timing, and presenter setup.
• When presenting, have your presentation document open before the meeting starts.
• Inform attendees in advance that the webinar will be recorded, and tell them again at the start of the event.
• Decide if you want attendees to submit questions in advance, and communicate this clearly.

During

• Ask people to mute their microphones while presenters speak, or do it yourself if possible.
• Tell people about breaks and the opportunity to ask questions.
• Introduce panel members.
• Use the chat facility to share links.
• Allow for a Q&A if appropriate (use the chat feature).
• At the end of the webinar, thank attendees and advise them that the presentation slides will be shared afterwards (if applicable).

After

• Follow up with participants and send an email thanking them for joining.
• Request feedback - some webinar tools can be used for a short evaluation survey following the webinar.
• Send a recording to people who registered but were unable to attend.
• Use in-platform analytics to track registration and webinar performance.
• Use audience feedback to improve your next webinar.

Best practice

• Choose a topic that is interesting to your audience. If your idea is broad, focus on one area in depth.
• Make your presentation visually appealing and follow the HSE branding guidelines.
• Promote the webinar in advance and ask people to register to attend.
• Practice the following with colleagues:
  • starting the meeting
  • muting microphones
  • recording the webinar
  • playing videos
  • responding to chat
  • keeping chat closed
• Connect to the webinar with a variety of devices to ensure that the video and audio are working.
• Keep your PowerPoint slides simple by leaving plenty of space, making them easier to read. Too much information will clutter your slides.
• Respect attendees' time by sticking to the script and keeping to the time limit. Instead of addressing off-topic subjects, note topics for future webinars.
• Keep calm during the event; practice and preparation are key to reducing stress.