Offering a live, online event may seem daunting, but the technology available today makes it easier than ever. This session includes an overview of two tools and a step-by-step checklist for planning, presenting, and evaluating a career development webinar.

1. The Career Practitioner’s
Guide to Conducting a
Webinar
Melissa A. Venable, PhD
NCDA CPI - Charleston, SC
February 2018

2. Why a webinar?

3. Why a webinar?
It’s LIVE!
There’s two-way interaction! - video, text chat,
emoticons/emoji
It’s affordable!
It’s versatile!

4. Why a webinar?
Multitasking
Comfort level with Technology
Finding an audience
Scheduling

5. Who is in your audience?
Students
Clients
Parents
Employers
In-house Staff/Counselors
Community
Organizations
Campus Administrators
Faculty

6. What are their characteristics?
Age?
Goals?
Interests?
Availability?
Tech skills?
Social media savvy?

7. Selecting the Tool

8. Selecting the Tool
Does your school or
organization already have a
license?
(e.g., WebEx, GoToMeeting,
Blackboard Collaborate)

9. FREE
VERSION*
#
people
Time
Limit
Record Breakout
Rooms
Meeting
Access
Instant
Meeting
Download
Required
Security
Zoom 100 40 min. Desktop,
Mobile,
Call in
256 bit
encryption
Join.Me 10 - Desktop,
Mobile,
Call in
256 bit
encryption
* Subject to change ..

10. HIPAA Compliance?
“The Health Insurance Portability and Accountability Act (HIPAA) calls for
privacy and security standards that protect the confidentiality and integrity
of patient health information. Specifically, if you are transmitting patient
data across the Internet during an online meeting or video conference,
your online meeting solution and security architecture should strive to
provide end-to-end encryption and meeting access control to help avoid
interception by anyone other than the invited participants.”
- http://bit.ly/2e4QRXS - GoToMeeting (pro version of Join.me)
- http://bit.ly/2ELqejX - Zoom for Telehealth

11. https://zoom.us

13. https://www.join.me
(GoToMeeting)

17. What will $ get you?
Reporting features - usage
Support
Calendar integration, e.g., Google, Outlook
Integration with other tools, e.g., PayPal
Email options
More attendees
Cloud storage

18. Selecting a Topic

19. What do you want to do?
● Attract an audience
● Inform
● Educate (and assess?)
● Inspire

20. Existing Content
- Blog
- Social Media
- In-person events (e.g., workshops, career fairs, college
fairs)

21. Current Events
- Campus initiatives
- New research, reports
- Trends for specific majors, career
fields
- Community or employer
partnerships

22. Other ideas…
- Most frequently asked questions in your office
- Employer information sessions
- Guest speakers
- Virtual Open House
- Networking session

23. Conducting a
Webinar

24. Before
1. Prepare!
2. Practice!
3. Promote!

25. 1. Prepare
Attend a webinar (or two):
● Get a feel for the flow of information, chat, etc.
● Gain the perspective of an attendee
● What did you like? What would you do differently?

27. NCDA Resources
NCDA.org

28. Choose a time and date:
○ Multiple?
○ Consider audience needs and preferences
Choose a format:
○ Panel interview
○ Lecture/Demo
○ Discussion
○ Invitation only / Public
○ Anyone can join vs. Registration required

29. Plan opportunities for interaction:
○ Think about audio/video and/or text chat
○ Critique, Review
○ Question prompts
○ Polls
Consider a handout:
○ Download in advance / During session
○ Presentation slides, report, etc.

30. 2. Practice
Recruit an assistant
Explore the technology
together
Schedule and conduct a dress
rehearsal

31. 3. Promote
Post your webinar to relevant calendars
Add webinar info to your newsletter, etc.
Invite specific attendees via email
Create a hashtag (#) for social media use (Facebook, Pinterest,
Twitter, Instagram…)

32. During
1. Welcome!
2. Engage!
3. Call to Action!

33. 1. Welcome
State goals/objectives of the session
Share your expectations for what’s going to happen
Remind attendees about the event hashtag (#)
Monitor logistics (do you want to record?)
Troubleshoot
- Be ready with links to help desk, instructions, etc.

34. 2. Engage
Present, Discuss, Moderate, Facilitate … watch the time.*
Monitor side communication (e.g., text chat)*
Monitor hashtag*
Respond to questions*
Deploy your strategies (e.g., question prompts, polls)
Have fun! *This is where an assistant can help!

35. Pro Tips!
■ Use a headset with a mic, not the computer’s default mic.
■ Limit sessions to 90 minutes at most.
■ Create a presentation without animations or transitions.
■ Keep cultural references in mind.
■ Add interactive features gradually.
■ Keep your slideshow moving.
■ Avoid background noise.
■ Include your photo at the beginning of the presentation.
■ Let people know when you are going to be silent.
■ The fundamentals stay the same.

36. 3. Call to Action
Time for questions
Wrap-up and Farewell
Review session goals and objectives
What’s next?
- Promote next webinar, other events and resources

37. After
1. Evaluate!
2. Reflect!
3. REVISE, Reuse, Reconnect!

38. 1. Evaluate
Ask attendees for feedback.
- Send a survey

39. How would you rate the topic and content?
How would you rate the level and amount of information provided?
How would you rate the speaker and interface?
What additional webinar topics would you like to see?
How did you hear about this webinar?
Do you have any additional comments?

40. 2. Reflect
What did you think? (Write it
down.)
Do an after action review
with your assistant.
Review attendee feedback.

41. 3. Revise, Reuse, Reconnect
Make tweaks to slides and notes for next time (schedule!)
Extend your topic to other formats
- blog post
- conference presentation
- article submission

42. Engage, again ...
- Follow up with attendees
- Send slides, recording link
- Keep in touch!

43. Questions?

44. Melissa A. Venable, PhD
melissa.a.venable@gmail.com
TechnologyTwins.com