GoToWebinar Tips for SLA Units

Hope Tillman, hope@hopetillman.com

Today’s session will cover: • Where to get started • Comparison of use of GoToMeeting and GoToWebinar • Review of your role as organizer • What to practice ahead • What to do:

– Prior to a program, to prepare – Managing the meeting – After a meeting

Start with the SLA Leadership Center Resources on Web Conferencing for Units

The login information is on this page. There is also a lot of valuable information in the guides and be sure to check out the tips, the webinar conducted by SLA staff in 2011, and training from GoToMeeting.

www.sla.org/content/resources/leadcenter/leadresour/gotomeeting/index.cfm

Logging in from the SLA web site • The SLA launch

page will take you to Go To Webinar’s front page.

• Log In with your SLA credentials

• Download the software

E-mail address: slaunitwebinars@sla.org Password: @slaunits5

From Your Computer • After you have GoToMeeting or

GoToWebinar loaded on your computer you can log in from your system tray or icon on your desktop.

• Note access to Preferences here as well.

From Your Computer • After you have GoToMeeting or

GoToWebinar loaded on your computer you can log in from your system tray or icon on your desktop.

• Note access to Preferences here as well.

GTW Settings

Excellent Detailed Help is Available Online

Compare GoToMeeting & GoToWebinar

* Use the new login email and password to take advantage of increased capacity

GoToMeeting GoToWebinar Attendees Up to 25 attendees* Up to 500 attendees*

Nature of For group dialog. Designed to be much more interactive than GTW

For large group presentations. Generally for passive audience Audience management tools.

Webcam support Up to 6 webcams No webcam support Recording (.wmv files)

Yes (screen sharing but not webcams)

Yes

Screen sharing – desktop or application

Yes Yes – presenter, panelists and organizer

Green room for attendees to login and wait to be invited in

Organizer invites attendees with single Meeting ID

Registration confirmation gives each attendee and panelist unique login credentials

What is the Role of the Organizer 1. Check SLA GTM & GTW calendars and select a

date/time not in conflict with already scheduled/planned events.

2. Log in to GTM or GTW and click on corresponding icon

3. Schedule event and practice time 4. Send invitation to attendees 5. Practice ahead 6. Start meeting 7. Start event recording 8. Manage in-session controls 9. Make use of reports, polls, surveys (GTW) 10.End meeting

Create your own questions that will be part of the registration

Check/uncheck demographics to collect or not

Fill in: • Audio • Panelists • Branding and Theme (add your info to A-Unit Webinar SLA template

• Email Notifications (customize, i.e. with your email for questions)

• Polls (use during session) • Survey (automatically, survey attendees as they leave or email

later)

Branding and Theme

Email Notifications

You should personalize/ customize fields in each of the email notifications, except for the “Deny”. Confirmation • Email reminders • Follow up email for

attendees • Follow up email for those

who did not attend. You should be sure your unit email address is listed here.

Top Line of Console (GTW) File Save Question Log Save Chat Log Preferences Exit – End Webinar

Options Attendees Can View Attendee List Attendees Can Ask Questions Attendees Can Raise Hands Attendees Can View Session Timer

View (see full slide)

Help GoTo Webinar Help Report Audio Issues About GoToWebinar

View for GTW Pull Down from Console

Reports (GTW)

Take Advantage of Available Reports

GTW Polls

• You can enter questions ahead to be given to attendees during the webinar.

GTW Surveys • You can enter

questions to be given to webinar attendees as they leave

GTW Surveys

GoToWebinar Invitations Once you have finished scheduling a Webinar, an invitation email is sent to slaunitwebinars@sla.org. Send an email to HQ at that email to notify them of the date/time/unit, and then they will forward the invitation to you. . To invite people to register for your webinar • You can forward the invitation email to all prospective attendees,

just like forwarding any other email. Please blind copy everyone on your invitation list out of respect for their privacy.

Manual registration (if you already have info from attendees): • Log in to the GoToWebinar account. • Click the expansion button next to the Webinar date for which you

want to manually register attendees. • Click Registration Web Link, and enter appropriate information.,

Personalize GTW Emails

Change the email address to your unit

Practice Mode for GTW What to Practice: • Console Functionality:

o Dashboard/Audio • Attendance List • Start recording • Working with

o Chat o Questions

• Practice Introductions • Share screen/applications • Hand-off to speaker • Hand back from speaker • Stop recording • Ending meeting

Prior to Program If you are recording, be sure you know where the Windows Media Format document will save (check Preferences). Share these recommendations with panelists who will be presenting: • If you plan to share your entire desktop, turn off any instant-

messaging applications, notifications or other programs that may interrupt or be.

• Turn off all applications that take high bandwidth or tax processor.

• Adjust display settings to 1024 x 768 (the GTM/GTW recommended setting for recording a meeting).

• Clean up your desktop or use clean screen. • Set up documents you wish to share within one or two clicks.

Recording • Obtain the group or presenters’ permission

to record. • Don’t forget to press Start Recording

AFTER you press Start Broadcast. • The recording saves on your computer at

location selected under Preferences (default is MyDocuments).

• After you Exit the Session after the presentation, do not close down your computer until you see that the recording have finished saving.

• Note: Be sure you have selected the "Convert to Windows Media file" option on the Recording Preferences dialog box before the meeting is recorded.

Managing the Webinar • Arrive 10-15 minutes ahead and make last minute preparations with

Panelists. Use START rather than PRACTICE. • Change Presenter and make sure their slides are displaying correctly. • Start broadcast a little before the starting time to allow attendees to come

in from Green Room before the starting time of the session. • Start meeting on time. • Monitor the question queue answering those questions you can. Either

forward the questions to the presenter or gather them to speak at an appropriate point in the session.

• Stop recording and then End the meeting. • .

In Session • Change to Presenters’ Screen

when Presenter is Ready and wait for Presenter’s Screen to show

• Then Start Broadcast • Audience View shows you what

the audience sees • Chat with whole audience or

with presenter privately • Open dashboard to see

Audience Questions

In Session • Check GTW Dashboard (or

Questions) to see if attendees have questions – to assign to presenter or answer directly

• Also see attendance, % attentive

Audio Tips • Consider globally muting participants at the start of the meeting to avoid

noise issues. Turn off system prompts/sounds for when attendees join or leave a meeting.

• Introduce yourself when you begin speaking and ask other attendees to also identify themselves before speaking. Not everyone in the meeting may know everyone else's voice.

• Share these tips with attendees who use a telephone: – If you find you are having a sound quality issue, hang up and dial back in.

Sometimes problems clear up when a bad connection is terminated. – Familiarize yourself w/Voice Conferencing conference call features. – Call in to the meeting from a location without background noise. – Avoid using cellular/cordless phones because of static. Phone handsets or

headsets work better than speakerphones to avoid background noise, tunnel effect and sentence clipping.

– Turn off call waiting. Avoid putting phone on hold.

Prior to Meeting

• If you plan to share your entire desktop, turn off any instant-messaging applications, notifications or other programs that may interrupt or be.

• Turn off all applications that take high bandwidth. • Adjust display settings to 1024 x 768 (GoToMeeting

recommendation). • Clean up your desktop or use clean screen. • Set up documents you wish to share within one or two

clicks. • If a recording of the meeting is desired, Start Recording

when the meeting is ready to start.

After the Meeting

• Stop recording before you exit the meeting. • Check out the chat log and save if useful. • Review registration, attendance, performance reports to

gather the feedback gained from the survey questions you have asked and harvest attendees to invite to the next webinar.

Contact info: Hope Tillman

hope@hopetillman.com

Date Updated: 22 May 2012