ABOUT

What are webinars?

A webinar is an online seminar delivered over the internet. It is typically structured with presentations, a pre-determined agenda, and is often used to present information to an online audience. A webinar can take many forms and can incorporate many elements. It can be executed in conjunction with an in-person event or can be standalone. It can include video and audio of a presenter or audio only. Visual components are very important in webinars since participants are not face-to-face so PowerPoint (or some other type of visual presentation material) is often incorporated. The webinar platform that you utilize (more below) will ultimately determine what features can be incorporated into your webinar.

When should you use a webinar?

Webinars can be extremely valuable in bringing together a group of individuals located in different geographic areas together to learn more about a specific topic. They should be considered when there is a need to share out information around a specific topic to different stakeholders. Types of information that could be shared through a webinar could include:

• Highlights from a recently published report (Emerging Land Issues inAfrican Agriculture)

• Results from an evaluation or study (Findings of the AgN GLEELandscape Analysis)

WEBINARS

KNOWLEDGE MANAGEMENT BRIEF

These briefs are written to support USAID’s Bureau for Food Security and partners. They utilize experience from the KDMD project to share good practices, how-tos, and lessons learned about concepts and activities related to knowledge management and learning for agricultural development practitioners.

The USAID Knowledge-Driven Microenterprise Development (KDMD) project designs and implements state-of-the-art knowledge management (KM), learning, and collaboration tools and approaches and promotes collaboration among practitioners to speed innovation and adoption. KDMD seeks to maximize the impact of USAID’s knowledge and learning investments, and implements strategies and processes to coordinate learning and knowledge sharing across the full range of investments and activities for our USAID programs.

September 2013

This document was produced for review by the support of the U.S. Agency for International Development (USAID) under the Knowledge-Driven Microenterprise Development (KDMD) project, implemented by the QED Group, LLC. The views and opinions expressed by the participants in the discussion and in this report were their own and may not necessarily reflect the views of USAID.

• Excerpts or key themes from a book (Simple: Conquering the Crisis of Complexity)

• Opposing viewpoints on a specific topic (Debate: Moving Financial Inclusion Beyond Microfinance)

• Different approaches or experience around a specific topic (with multiple presenters) (Preventing Postharvest Losses from Field to Market)

• Introduction of a new tool or resource (FTF’s Women’s Empowerment in Agriculture Index)

While many webinars successfully incorporate ways for participants to interact (i.e. through polling, chat functionality, and Q&A), the main purpose of a webinar is to present information to participants virtually.

REQUIREMENTS

Software

There are many tools currently available to host webinars, each with different pros and cons. Some are free (or at least free for a trial period) while some cost money. Some require specific software while others are entirely web-based.

Some things to consider when researching webinar platforms include:

• How much does it cost?

• What is the maximum number of attendees that can attend an event?

• Does it offer the option to use video?

• Will ads be displayed during my event?

• What types of features does it offer (file sharing, screen sharing, chat functionality, and polls)?

• Is it web-based or does it require software downloads?

• What kind of technical support will be provided?

• Is user registration required?

• Does it offer recording capability?

The Ag Sector Council Seminar is a monthly in-person and online event sponsored by the Bureau for Food Security to engage with specialists on agriculture-relevant approaches, current USAID projects, tools, and case studies. Discussions focus on lessons learned and implications for scalability and application to agriculture and food security programming. The series began as an in-person only event but has expanded to a popular monthly webinar that attracts participants from all over the world. Creating a novel way to engage with practitioners, USAID’s Bureau for Food Security hosts monthly Twitter chats (via @Agrilinks) to provide Twitter users with direct access to food security and agriculture experts.

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Agrilinks has used Adobe Connect for the Ag Sector Council Seminar Series for the past few years. Adobe Connect was chosen because it has many options for webinar room customization, allows for interactivity among participants, enables file downloads and clickable link pods, and a variety of layouts and pods are available. Additional webinar platforms include: • WebEx • GoToWebinar • Adobe Connect • Vyew • Blackboard Collaborate (formerly

Elluminate Live! And Wimba Classroom) • anymeeting • MegaMeeting • InstantPresenter

• Does it offer email capability to send out confirmation and reminder messages to participants?

• Can reports be generated?

• Is it available on mobile devices?

• What are the bandwidth and hardware requirements?

Internet

Since webinars are conducted over the internet, good connectivity is key to holding a successful webinar. Especially for webinar hosts, facilitators, and presenters, having a solid internet connection is essential. Webinar hosts should also always make sure that they are connected via hardline (not wireless) to the internet to limit the possibility of interruptions in service.

Facilitation

Facilitation is key for a successful webinar. Since webinars are entirely online, a facilitator should help to create a welcoming and engaging atmosphere for participants. The Agrilinks team asks participants to share their name, organization and location in the webinar chat box. This lets participants know who else is tuning in. Participants are also encouraged to send private chats to each other if they see someone they know or have a question or comment for someone else on the webinar. A good facilitator will make participants feel like they are a vital part of the event and will help to lessen the distance among participants.

Facilitators should be intimately familiar with webinar agenda and should help to make transitions between webinar segments as smooth as possible. A copy of the presentation should be given to facilitators beforehand so that they can run through the slides and ensure that there are no compatibility issues.

HOW-TOS

Planning

When planning for a webinar, allow ample time (at least as much time as it takes to plan for an in-person event) to develop the content, coordinate with presenters and facilitators, secure logistics, and test the technology. Depending on the complexity of the webinar, allow at least three to four weeks to plan for a formal webinar.

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1. Define the objectives: Think through what you would like to accomplish and what results should come out of this webinar.

2. Determine the audience:, Think through who your target audience. Are there certain organizations, networks, or individuals who must participate for the webinar to be a success?

3. Think through indicators of success: What specific outcomes do you need to consider the webinar a success? Think qualitatively in terms of outcomes in addition to quantitatively (number of participants, geographic representation of participants, etc.)

4. Explore possible challenges: Anticipate possible challenges or issues that may affect your webinar. Is the topic controversial? Will your presenters be available for input and testing prior to the webinar?

5. Decide on post-event products: What types of products or resources would you like to come out of the webinar? Who are you trying to reach with these products? Some examples could include a webinar recording (available through Adobe Connect and some other platforms), a blog post, presentations, or a screencast. Think about your audience, budget, and level of effort required when deciding on appropriate post-event products.

6. Research related events: To maximize the reach and impact of your webinar, determine if there are any related activities or events that could leverage learning from your webinar.

Make your webinar part of a larger strategy that takes into account the work being done by other groups in the same space.

7. Draft a rough agenda: Draft a rough agenda to outline the overall structure of the event. Make sure that the estimated time for each part of the webinar adds up to the desired length.

8. Draft a storyboard: After presentations are more finalized, you should incorporate the agenda into a more detailed storyboard. The storyboard should include the different parts of the webinar (with times), screenshots of the online space, and roles and responsibilities of key personnel. Typical roles for a webinar include the host/facilitator, presenter(s), and technical support. The storyboard should clearly outline who will be doing what throughout the event. Storyboards are most often used for one-off webinars that are meant for training purposes.

9. Select presenters and facilitators: After the rough agenda has been drafted, choose a facilitator and one or more presenters based on the content.

10. Set up the online space: Depending on what type of webinar platform you choose, you will need to set up the online space. Make sure that you have created a URL and have set up registration information prior to sending out invitations.

11. Invite participants: Invite participants at least two weeks in advance to get the event on

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their calendar. Invitations can be sent directly through the webinar platform or separately (through email or through specialized email marketing software like MailChimp or Constant Contact). Make sure to include essential details in your invitation such as date, time, and link to either the registration page or the online space.

12. Schedule a dry run: Schedule a dry run one to two days before the event with all key personnel (technical support, host/facilitator(s), and presenter(s). Send the storyboard to everyone in advance and go through everything as you would during the actual event. The technical support staff should test the sound of all key personnel and should also make sure that they understand how to use the platform.

Implementation

1. Arrive early: The day of the webinar will be busy so make sure that the organizers and technical team begin setting everything up at least an hour in advance. The host/facilitator and presenter(s) should plan to arrive at least 45 minutes in advance to do a sound check, troubleshoot any issues, and double check that the online space (and all presentations and resources) is ready.

2. Technical set-up: The technical team should provide the behind-the-scenes support for the webinar and should make sure to do the following:

a. Coordinate with the IT department for technical support.

b. Set up hard line connections to all computers and always have a back-up computer in case the main webinar computer crashes.

c. Ensure that all key personnel have headsets for the webinar. Make sure that they do not use their internal computer

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microphone and speakers to prevent audio feedback.

d. Make sure that the headset is recognized and activated for the main and back-up computer and mute computer speakers.

e. Help the facilitator(s) and presenter(s) test their sound and adjust audio levels as necessary.

3. Welcome participants: The facilitator should welcome all participants (either verbally or through a chat pod) as they come online. He/she should inform participants when the webinar will start and what they can do (browse resources, review the agenda, chat with one another) while they are waiting. Consider asking participants their geographic and organizational affiliation to make it more personalized. Also, when participants come online, the technical support or the facilitator should ensure that all participants can hear the sound.

4. Provide an overview to participants: When the webinar begins, the facilitator should communicate any key logistical information to participants including information about how to communicate with others, whether they will be able to speak, etc. During the introduction, the facilitator should also provide an overview of the agenda. He/she should make sure to let participants know when or if they will be able to ask questions and should introduce the first presenter.

5. Allow time for Q&A: Although questions from participants should be encouraged throughout the webinar, allow for a dedicated question and answer time. The host/facilitator should lead the Q&A, taking questions from participants and posing them to presenters. Depending on the webinar platform and the set-up of the webinar, participants could ask questions verbally or in writing, through a chat feature.

6. Thank participants: At the end of the webinar, the facilitator should make sure to thank participants for joining and provide information on next steps. These could include immediate next steps (such as filling out a survey) or longer-term next steps (such as the creation of a discussion paper).

Post-event

After the webinar has ended, the event organizers should make sure to follow-up with participants. Follow-up communication is typically done through email and could include an event survey, post-event products and resources, information about related events, and instructions on ways to interact with others interested in the webinar topic.

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LESSONS LEARNED AND GOOD PRACTICES

• Webinar participants cannot see what is happening in the room. Facilitators and presenters should make sure to provide more information about what is happening so that virtual participants feel like they are a part of the event.

• Presenters should be comfortable with their material and should communicate content in a slow and practiced manner. All persons speaking during a webinar should be comfortable with the platform and should always be aware of their microphone’s location.

• Consider bringing key personnel (facilitator, presenters) together in a “control room” for the webinar event. Though not necessary, having everyone together can help to create a comfortable atmosphere and can facilitate faster technical support if needed.

• Allow ample time to deal with technical issues, both with presenters and participants. For every person who is comfortable with webinar technology, there is also someone who is participating in a webinar for the first time. Be patient and help everyone to work through any issues with sound and connectivity to ensure a positive experience.

RESOURCES

• Remote meeting guidance from the K4Health project

• Adobe Connect

• Best Practices for Webinar Planning and Execution from the American Marketing Association and Ready Talk

• 10 Steps for Planning a Successful Webinar from Tech Soup

Examples

• Webinar recording from “Time to Listen: Hearing People on the Receiving End of International Aid”, a seminar in USAID’s Thought Leaders in Learning series, February 13, 2013

• Webinar recording from “Too Big to Know: Scaling Knowledge in a Messy World”, a seminar in USAID’s Thought Leaders in Learning series, December 11, 2012

• Webinar recording from “Preventing Postharvest Losses from Field to Market: A Food Security Imperative”, a seminar in USAID’s Agriculture Sector Council series, March 27, 2013

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