{"id":4670,"date":"2017-03-22T15:35:10","date_gmt":"2017-03-22T21:35:10","guid":{"rendered":"https:\/\/www.meetingone.eu\/eu-en\/?p=4670"},"modified":"2018-11-30T10:20:05","modified_gmt":"2018-11-30T17:20:05","slug":"producing-adobe-connect-webinars-7-tips-for-avoiding-information-overload","status":"publish","type":"post","link":"https:\/\/www.meetingone.com\/eu-en\/blog\/producing-adobe-connect-webinars-7-tips-for-avoiding-information-overload\/","title":{"rendered":"Producing Adobe Connect Webinars: 7 Tips for Avoiding Information Overload"},"content":{"rendered":"
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\"ProducingAbout six months ago, with body trembling and palms clammy, I produced my first webinar.\u00a0<\/strong> <\/span>Well, really, I helped produce a webinar – it was my first time in the “producer” role. \u00a0(In my opinion, co-producer counts.)<\/p>\n

Hundreds of attendees joined the event, and during the course of\u00a0the 30-minute webinar, they asked our production team nearly 50 questions. \u00a0I was only tasked with answering only a half dozen questions as a beginner, but I was still mortified by the idea of answering one incorrectly when rushing to get answers out. \u00a0Or worse still – publishing an answer with a typo that might be caught by the audience!<\/p>\n

By the end, I simply felt exhausted.<\/strong><\/p>\n

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If you\u2019ve ever produced a LIVE webinar, you understand that it can get crazy.<\/p>\n

Attendees tend to be quite active, and it\u2019s easy to get inundated with questions. <\/strong><\/span>\u00a0These incoming questions can prove overwhelming for a lead producer who may also be managing slides, moving between layouts, and handling polls.<\/strong><\/p>\n

Fortunately for me, producing webinars no longer feels daunting. \u00a0My supervisor, Brittany Gurr, has championed producing \u00a0Adobe Connect webinars<\/strong>, and she’s helped me navigate the process. \u00a0With many webinars under her belt, Brittany is a tremendous resource for producing webinars in Adobe Connect at MeetingOne.<\/p>\n

To help you, I’m going to share the\u00a0key strategies for flawlessly producing Adobe Connect webinars I’ve collect from our Pro Producer<\/span>\u00a0. \u00a0Brittany’s identified for me 7 tips that make the process much easier, and they will help you can avoid beginner\u00a0mistakes.<\/span><\/strong><\/p>\n

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7 Tips for Avoiding Information Overload<\/span><\/h2>\n

Before the Webinar<\/span><\/h2>\n

Surprisingly, some preparation before your webinar ever airs can alleviate many stressors during the live event.<\/p>\n

Half of the battle comes during your rehearsals, or Dry Runs.<\/strong> \u00a0There can be a lot of moving parts with Adobe Connect. \u00a0Preparation, then, becomes critical for avoiding being washed away by all the information you’re going to encounter. \u00a0Here are Brittany Gurr’s\u00a03 preparation tips.<\/p>\n

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#1. \u00a0Successful Dry Runs Make the Biggest Difference<\/span><\/h3>\n

Last month, we dedicated a series of blogs <\/a><\/strong><\/span>to explaining the importance of successful webinar dry runs. \u00a0During our interview, Brittany hit on the topic again. \u00a0<\/span><\/p>\n

There were two points she drove home in particular:<\/strong><\/p>\n

1) Use the time to identify technical issues; and<\/strong><\/p>\n

2) Prepare and practice for the Q&A Pod.<\/strong><\/p>\n

Identify Technical Issues<\/span><\/h4>\n

Yes, dry runs are perfect for helping speakers rehearse their webinar presentations. \u00a0But, more critically,\u00a0good webinar producers\u00a0should also use dry runs to identify potential technical issues. \u00a0<\/strong><\/p>\n

\"producing<\/a><\/p>\n

Producers will\u00a0learn the speaker’s presentation and transition cues backward and forward (more below) after dry running through them a few times. \u00a0This\u00a0practice makes it entirely possible to make well-educated guesses about when issues might\u00a0arise.<\/strong><\/span><\/p>\n

As an example, Brittany noted how issues can come up with videos. \u00a0The sound for videos can only be heard through computer speakers. \u00a0So, participants who join webinars via phone will not be able to hear a video, unless they also have\u00a0their speakers on.<\/p>\n

Knowing this to be the case, Brittany will prepare an extra slide that will precede any video to inform attendees to turn on their speakers. \u00a0She will also have the presenter leading the webinar instruct\u00a0participants verbally of this. \u00a0By adding that extra slide, Brittany explains that you will likely avoid being inundated by complaints\u00a0about the audio, or questions about how to hear the video<\/strong>.<\/p>\n

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“When you are able to identify any technical problems that might occur, you can prep and avoid redundant questions\u00a0by putting in instructional\u00a0slides or notes in the layout.” – Brittany Gurr, Creative & \u00a0Marketing Manager<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

Preparing the Q&A Pod<\/span><\/h4>\n

During dry runs, you should also make sure your production team competently understands how to use the Q&A Pod. \u00a0The Q&A Pod is the best place to direct participants to for asking pertinent questions. \u00a0If you rely too heavily on Chat Pods, questions may be missed and go unanswered.<\/p>\n

\"Producing<\/a><\/p>\n

The Q&A Pod allows attendees to directly ask speakers and hosts questions. \u00a0When a question is asked, the Pod highlights the question and allows for it to be immediately answered or assigned. \u00a0Make sure your team knows how to change their view, so they only see questions directed to them. \u00a0(For instructions on changing the Q&A view, check out this blog<\/a><\/strong><\/span>.)<\/p>\n

Dry runs are so important when producing Adobe Connect webinars. \u00a0Be sure you’re making the most of each rehearsal!<\/strong><\/p>\n

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#2. Know the Presentation Backward and Forward<\/span><\/h3>\n

As we noted above, rehearsing a presentation multiple times will hopefully leave you, as a producer, very comfortable with the content. \u00a0But don’t just expect it to happen. \u00a0Brittany advises any savvy webinar producer to take active steps to learn the\u00a0presentation backward and forward.<\/strong><\/p>\n

Why is it so critical, though?<\/span><\/strong> \u00a0Knowing the presentation through and through allows you to direct your attention to participant interactions while tuning out the talk track. \u00a0If you’re well prepared, you will still know what stage the presentation is at once you tune back in.<\/p>\n

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“As soon as you can tell yourself, ‘I’m not going to focus on the presentation,’ you eliminate some of the information overload. \u00a0If you are able to tune out what you’re hearing, you’re able to focus on answering question.”<\/strong>\u00a0<\/span>– Brittany G.<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

\"Producing<\/a>It might not seem obvious, but your speaker’s presentation is the greatest source of distraction. \u00a0It represents the most data your brain has to process.<\/p>\n

Brittany also noted that knowing the content allows you to anticipate questions.<\/p>\n

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“Knowing the presentation backward and forward, you know the content. You can predict questions that are going to come if the presenter is talking about certain topics or using certain features.”\u00a0<\/span>– Brittany G.<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

She pointed to screen sharing as an example. \u00a0Adobe Connect’s unique screen sharing tool<\/a><\/strong><\/span> has many functions that might be new to individual audience members. \u00a0So, Brittany will prepare herself, and her team, to anticipate questions regarding screen sharing if a speaker is going to use the feature.<\/p>\n

Don’t tune out too much, though. \u00a0If your speaker needs your assistance, have them use your name to pull you from your question answering zone.<\/strong><\/p>\n

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#3. \u00a0Pre-Assign Roles during Dry Runs<\/span><\/h3>\n

Here’s a guarantee: You’re going to get a variety of questions during your webinars. \u00a0Some questions will have easy answers. \u00a0Some will be very technical. \u00a0Having the right team around you is key. \u00a0Specifying their roles is a must.<\/strong><\/p>\n

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“Assigning roles you are comfortable with is a very important prep step\u00a0because you want to make sure you have your bases covered.”<\/span>\u00a0<\/span>– Brittany G.<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

\"producing<\/a><\/p>\n

In a producer role, Brittany likes to take on questions she can answer quickly. \u00a0Leave more gaudy or open-ended questions to those team members with more technical knowledge and time reserved to answer fully. \u00a0Leading up to a webinar, she will always communicate to the team who can expect what types of questions, and if she wants someone to keep an eye on the Chat Pod.<\/p>\n

When it comes to speakers, don’t waste their time with silly questions. \u00a0Make sure they are assigned topic-specific questions.<\/strong><\/p>\n

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“Put yourself in the learner’s shoes. \u00a0If you’re asking a host a specific question, you know their credentials. \u00a0If someone else answers it, you have no idea who they are, you have no idea if they know what they are talking about. \u00a0Learners put their trust in speakers. \u00a0They want certain questions answered by the speaker\u00a0they trust to have the correct knowledge.”<\/span>\u00a0<\/span>– Brittany G.<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

If you worry your team may not have enough experience with Adobe Connect to handle more serious technical issues, don’t fret. \u00a0MeetingOne has a professionally trained team that can manage the technical and logistical sides of your webinars. \u00a0Learn more!<\/a><\/span><\/strong><\/p>\n

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During the Webinar<\/span><\/h2>\n

Drowning in too many questions during a webinar can be avoided if you apply Brittany’s suggestions to your webinar preparation. \u00a0But readying yourself doesn’t end there. \u00a0Brittany offered 4 “during-the-webinar” tips that can help you manage the deluge of information you’re bound to encounter.<\/strong><\/p>\n

#4. \u00a0Eliminate Distractions<\/span><\/h3>\n

Rookie mistakes – I’ve had my fair share. \u00a0One of the worst:\u00a0distractedly looking at email notifications while producing Adobe Connect webinars. \u00a0<\/strong>(Yes, “webinars<\/em>” – plural. \u00a0You’d think I’d learn…)\u00a0<\/strong> Looking at emails can easily sidetrack your focus.<\/p>\n

\"producing<\/a><\/p>\n

Brittany explained the problem:<\/p>\n

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“If you see an email pop up, even if it\u2019s just a notification, you lose a couple of important moments\u00a0looking at it, and by the time you’ve turned back to the webinar, you may have questions piling up. “<\/span>\u00a0<\/span>– Brittany G.<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

The issue extends to any application that might wrench your attention from the webinar. \u00a0<\/strong>Make sure to close down all of your apps before the webinar starts. \u00a0Minimizing or closing apps help to cut down on information overload from the start.<\/p>\n

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#5. \u00a0Have Resources on Hand<\/span><\/h3>\n

One of my favorite tips Brittany has passed along is to keep online resources on hand during webinars.\u00a0<\/strong><\/p>\n

Why prepare resources? \u00a0Having resources on hand and ready to distribute can help you provide better answers to your attendees.<\/p>\n

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“If they are asking a ‘yes’ or ‘no’ question, maybe you give them the simple answer, but then also provide them a resource that further explains the topic they are asking about. \u00a0I like to open pages that I can pull assets from quickly, knowing those resources can be very helpful and insightful for our audiences.”<\/span>\u00a0<\/span>– Brittany G.<\/span><\/em><\/span><\/h4>\n<\/blockquote>\n

We’ve noticed that during our webinars audiences will almost always have a few of the same questions. \u00a0Referring them to a resource allows you to provide a quick answer that will have a lot of value. \u00a0<\/strong><\/span><\/p>\n

\"Q&A<\/a><\/p>\n

For you marketers out there, Brittany encourages you to send participants to resources with landing pages and gated access. \u00a0Both factors help you track the activities of your attendees after a webinar concludes.<\/strong><\/p>\n

Lastly, Brittany noted that it is often worth connecting attendees to other resource archives with valuable content. \u00a0These can include:<\/span><\/p>\n