1. 10 Ways to Ensure Starting
Your Online Meetings on Time

2. Intro
•Webcasting and web conferencing have become a popular
method for businesses to reach out to their potential and
current customers, as well as to hold meetings among
business associates.
•When it comes to holding a live web event, though, as many
as 50 percent of these meetings and events do not start on
time.
•Because time is money in the business world, it is important
to learn how to avoid starting your events late to increase
efficiency and profitability.

3. Send Invitations
•Always send out invitations to everyone
you would like to attend with all the log-in
information they need.
•Be sure to include a one-touch link for
anyone who will be accessing your
webcasting or web conferencing event via
mobile devices.

4. Email Reminders
•Email reminders are a great way to
ensure everyone is on time and ready to
go.
• Send out an email reminder one hour
before your webcasting event, letting
everyone that signed up know that the
event will be starting shortly.
•This aids in increasing your attendance
and preventing latecomers.

5. Arrive Early
•If you are in charge of the live web event,
make sure you show up at least 15
minutes early so you are there when
others arrive.
•When you log in, send out another
reminder email to tell everyone you are
there.
•This email should also contain the log-in
information to make it easy for everyone
to arrive.

6. Avoid Downloads
•If you can, use webcasting software that doesn’t require your viewers to
download anything.
•When users need to download something to access your event, they could
be stuck in the downloading process when your event should already have
started.
• This puts you in a situation of either waiting for everyone to be ready or
beginning the event without all of the attendees.

7. Call Absentees
•If someone doesn’t show up on time or
seems to be struggling with getting the
web conferencing software to work, call
them on their telephone to allow them to
at least hear the presentation so you
don’t need to delay the start for everyone
else.

8. System Testing
•Encourage those who sign up for your
web conferencing event to test out the
system before the big day.
• This allows everyone to determine if
they have problems they need to work
out before the event.
•This testing process is especially
important when you are using a new
type of event software.

9. Choose Carefully
•When you are selecting your webcasting
or web conferencing software, it is
important to have a good feel for how
technologically savvy your audience is.
•When you consider your audience, you
will be able to choose the type of
software everyone will be able to use with
ease, reducing the chances of problems
that will hold up your event.
• If you feel someone may have trouble,
send written or video instructions via
email.

10. Screen Sharing
•If you will use screen sharing in your live web
event, it is important to launch it before the
event is scheduled to start.
•Logging in early will ensure the screen
sharing is working properly. You also won’t
have to wait for it to load.
•Make sure you turn off email and instant
messaging software to prevent unwanted
pop-ups on your screen during sharing.

11. Offer Multiple Options
•Always offer multiple options so everyone who needs to be there can attend.
•This reduces the risk of someone coming in late because he had to get to a
computer with an Internet connection instead of calling in on his cell phone.
•Many of the popular access options include web browser, calls through an
Internet connection, land-line phone calls and mobile apps.

12. Lock the Meeting
•It may seem rude or inappropriate,
but to avoid starting your live web
event late, it is important to lock out
the meeting after waiting about five
minutes for those last-minute
stragglers.
• If people realize you won’t welcome
latecomers who stall your event to
your webcasting or web
conferencing, they are more likely to
show up on time next time.+

13. Closing
•Use the aforementined tips and
you will be able to decrease the
number of times you start your live
web event on time, saving
everyone time and money.

14. Let’s Get Started!
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