Workforce Technology

How to Effectively Use Webinar Software

The difference between a successful webinar and one that falls flat can often be attributed to the webinar platform and its implementation. Thus, understanding how to use webinar software effectively becomes essential.
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Market predictions suggest that the value of webinar software will almost double in the coming years, going from $4.79 billion in 2024 to $9.24 billion by 2031. Thus, understanding how to use webinar software effectively becomes paramount in optimizing its growing potential. 

In recent years, we have seen an upsurge in webinars, primarily due to their ability to offer a cost-effective, flexible platform with global reach when needed. However, this expansion also revealed possibilities beyond a remote way of sharing information, from better engagement to generating leads to strengthened credibility. 

Below, we explore how to use webinar software to maximize this potential in the workplace, including: 

  • Types of webinars 
  • Key features  
  • Hosting webinars 
  • Increasing engagement

Understanding Webinar Software

First, it’s essential to understand what it means. 

Webinar software is a tool for facilitating live, interactive online events, meetings, and presentations. Its features typically allow sharing content, engaging with participants, recording sessions, and more. 

During COVID-19, these platforms went from a convenient perk to an irreplaceable addition to HR tools because they provided a critical platform for remote communication, training, and employee engagement when physical meetings were not feasible.  

Research on webinar value during the pandemic showed that 67.3% of respondents preferred live webinars for knowledge exchange, while 58.1% supported their continuation post-pandemic. 

Deservedly, their influence prevailed post-pandemic, as we have learned that webinars are not just a remote way to share information. 

They facilitate an interactive platform for engaging with the audience, building relationships, and delivering value in real time.  

The intricacies of this software make it a valuable addition to the workplace in different areas, from professional growth and knowledge sharing to better client and partner relations and increased efficiency. 

In fact, there are as many uses as there are benefits. 

Depending on this, the company’s goals and budget may require different types of webinars, and reliable software should be able to facilitate most, if not all, of them.

how to use webinar software

Types of Webinars

The next step in grasping how to use webinar software effectively is understanding what you’re using it for. 

Webinars are versatile and can take on many forms, as can the tools that facilitate them. 

Whether aiming to educate, market, or facilitate discussions, these online sessions can be customized in format, duration, and interactivity to enhance effectiveness.  

Knowing the types helps organizations and individuals leverage this technology to achieve their objectives and maximize engagement. 

  • Purpose 

This categorization is the most comprehensive since there are many reasons to host a webinar. The most common types are educational and training webinars, marketing and product launches, and corporate (internal and external meetings). 

  • Format type 

Based on the format, webinars can be live, providing real-time, interactive sessions, on-demand, allowing pre-recorded content to be accessed anytime, or hybrid, which combines live and pre-recorded elements. 

  • Audience type 

Depending on the audience, we have private (invitation-only) and public (open to anyone) types. There’s also a client-focused type tailored specifically for existing clients or customers. 

  • Audience size 

As for the audience, webinars range from small (less than 50 participants) to medium (between 50 and 500) to large (between 500 and 2,000). There’s also a more extensive type that extends beyond 2,000 attendees.  

  • Duration 

Finally, based on duration, webinars between 30 and 60 minutes are considered short form. On the other hand, a session exceeding 60 minutes is a long-form webinar, which usually covers more comprehensive content.

Key Features of Webinar Software

Before hosting the desired webinar, ensure the software has all the needed features. 

  1. Can it handle the expected number of attendees? 
  2. Is the video and audio quality reliable?  
  3. Will it be easy for all participants to use? 
  4. Does it fit the budget?  

Answering any questions on how to use webinar software for the best effect depends on its features. They determine the tool’s reliability, effectiveness, and overall experience.  

Thus, when selecting webinar software, it’s important to consider the following: 

  • User-friendliness, or an intuitive interface with a low learning curve and easy-to-use features. 
  • Comprehensive functionalities, including video and audio quality, interactive tools, screen sharing capabilities, automated reminders, customization options, the ability to host live and pre-recorded webinars, etc. 
  • Easy integration with existing HR tools, CRM systems, email platforms, etc. 
  • Scalability, or features that allow easy customization and flexibility to accommodate the expanding needs of a company. 
  • Analytics and reporting tools to give insights into attendance rate and engagement. 
  • Security measures such as end-to-end encryption, participant access controls, and compliance with data protection regulations to safeguard sensitive information. 
  • Reliable customer support, preferably one available in real-time, knowledgeable, and responsive. 
  • Cost, or a pricing structure that aligns with the company’s budget and reflects the extensiveness and quality of the features; there are also free webinar platforms, but their features are often limited. 

Steps to Host an Effective Webinar

After choosing the type and the tool, it’s time to host.  

This part requires careful planning and execution because it determines the effectiveness of the webinar.

1. Set Clear Objectives 

The first step includes choosing the webinar topic and hosts, choosing the date and time, defining the target audience, creating a content strategy, and setting goals and expectations. Make sure the webinar software fits these objectives. 

2. Customize the Branding 

Aligning the webinar with the brand’s color, font, and overall design gives a more professional look. This consistency also boosts brand recognition and credibility and creates a more memorable experience. 

3. Determine Promotion Channels 

Email campaigns, social media platforms, and internal communication channels can all kick off a webinar and generate interest before it’s hosted. The goal is to maximize attendance and engagement. 

4. Prepare Content 

The content should resonate with the audience and convey information clearly.  

Therefore, this step can include anything from engaging presentations and videos to interactive elements like polls, Q&A sessions, and live chat features.  

Encouraging the audience to engage with the webinar creates a more impactful experience that holds their attention and adds value to their participation.  

5. Do a Practice Run  

This step allows speakers to become familiar with the webinar platform and its features. It can also be an excellent way to detect potential technical issues, such as audio or video problems, and ensure that all content is displayed correctly.  

6. Follow Up & Share the Content 

After hosting a webinar, there’s one more step to remember: following up with attendees, usually within 24 hours, should address any additional questions or requests they might have.  

Additionally, sharing the webinar recording can help broaden the reach and generate leads, attracting ongoing interest in the product, service, or information provided.

how to use webinar software

Best Practices for Webinar Engagement

After covering the types, features, and hosting steps, webinar engagement is the final aspect of understanding how to use webinar software effectively. 

Webinar engagement statistics show when and how people attend webinars. Based on this industry data, expectations, and attendee behavior, the following practices are crucial for maximizing impact and engagement. 

Promote the Webinar 

  • Webinar landing pages have higher conversion rates (59%) than a typical landing page (10%). 
  • Email marketing is the best channel for registration, with a 57% success rate. 

Choose the Right Content and Webinar Length 

  • Content containing “Tips, tricks, and best practices” was voted “most valuable for professional growth,” followed by courses, case studies, and industry trends. 
  • Although only 3% of webinars last 90 minutes, these have 15% more registrants on average. 
  • At the same time, only 14% of webinars last 45 minutes, yet have a 5% higher attendance rate. 

Know When to Host the Webinar 

  • Most registrations happen on Tuesdays.  
  • Most webinars happen between 10 A.M. and 12 P.M, though 2 P.M. webinars have the highest average attendance rates. 
  • January and February have the most webinars and the highest live attendance, but March webinars are the most viewed (live and on-demand), with 71%. 

Interact With the Audience 

  • Only 30% of webinar hosts use interactive polls. 
  • The most successful webinar hosts typically run a poll every 30 minutes, and participants complete it 70% of the time.  
    • Additionally, hosts who display polls on-screen achieve 15% more completions than those who don’t. 

Record the Webinar 

  • Almost two-thirds of webinars are on-demand, as 46% of registrants only watch the replay.

Conclusion

The versatility of webinar platforms is set to accelerate their expansion in the workplace and beyond. Companies can capitalize on this opportunity by understanding how to use webinar software and its far-reaching capabilities, enhance their operational efficiency, and adapt to an increasingly changing workplace.

Written by Tamara Jovanovska

Content Writer at Shortlister

Sources

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