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In the online events world, it’s vital to recognise the importance of people.
While the hardware, platforms and software are taking care of the technology side of things, it’s people that are putting the process in place!
That’s why the decision of who will be part of your event team can make or break your presentation.
Here’s how to avoid that nightmare scenario and build a webinar dream team!
Before starting any event preparation or team selection, you must first outline the preparation tasks that need to be completed beforehand to ensure your event goes live.
Alongside this, define the tasks that must be done during the webinar and in the aftermath of it.
Producing a timetable and workflow is a very effective way of producing a step-by-step guide that displays what needs to happen and when, but it’s extremely helpful to present it in a visual way.
Breaking it down in this way will give you and other prospective team members a clear indication of;
Once you’ve mapped out the tasks that have to be finished pre, during and post webinar, you can begin looking at the resources available to you. Or should we say, potential dream team members!
Look at the resources you have at your disposal and ask yourself questions such as these:
The answers to these questions will tell you exactly what you need to know to build a webinar team for your event.
Evaluating the resources available to you will allow you to make an informed decision about who is right for which job.
Not only will this allow you to gain a better understanding of the skills and specialities of your colleagues, but it will also foster a good working environment once you’ve assigned them tasks that suit their areas of expertise.
But, before you begin the next step of assigning the aforementioned tasks to those individuals you’ve chosen, it’s important to check if there are any scheduling conflicts within your prospective team.
Send an email to all members of staff you wish to utilise for your event team and inform them of the upcoming event. Enquire at this stage about everyone's availability and request that they add it to their calendar.
Perhaps invite them to a team meeting, where you can discuss webinar preparation and the event itself.
So, after you’ve produced your workflow, evaluated the members of staff available to you and checked their availability, you can now begin assembling your team by assigning tasks.
Clearly outline every team member’s role in the process and explain exactly what is expected of them.
This will minimise any confusion about who is doing what, right from the beginning.
Whilst your in the process of assigning jobs to your team members, remember what we mentioned earlier;
Assign them tasks that suit their areas of expertise as best you can.
If people are completing tasks they are good at, they’re much more likelier to produce good results for you.
For example, don’t assign one of the moderators to answer technical questions if they don’t possess the relevant knowledge to do so.
Use one of your event assistants or support team members who perhaps has the expertise to give technical help to those viewing your event.
This will encourage better communication amongst your team, where everyone clearly knows their role and can perform it to the very best of their abilities!
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