The 7 Bi ggest Mi stakes You

Can Make i n Web Conferences

Gihan Perera
Sponsored by
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1here's a growlng need for organlzaLlons Lo engage ln onllne calls-wheLher Lhey are for
meeLlngs, presenLaLlons, or even large conferences. Cf course, Lhere wlll always be a
place for ln-person meeLlngs, where people meeL face-Lo-face and ln Lhe same place.
Powever, onllne meeLlngs are on Lhe rlse because of LelecommuLlng, dlsLrlbuLed Leams,
ouLsourclng and offshorlng, moblle workforces and slmply because Lhey can be more
efflclenL.
Cnllne meeLlngs, run well, can be [usL as effecLlve as ln-person meeLlngs. Powever,
some of Lhe proLocols and dynamlcs are dlfferenL ln an onllne meeLlng. 1hls reporL wlll
help you adapL, so you can be [usL as confldenL and compeLenL as you would be ln an ln-
person meeLlng-and perhaps even more so.
1hls reporL won'L Leach you how Lo be an effecLlve presenLer, faclllLaLor, moderaLor,
chalr or meeLlng parLlclpanL, raLher, lL assumes you already have Lhese skllls and can
apply Lhem effecLlvely ln ln-person meeLlngs. now we'll look aL how Lo Lransfer Lhese
skllls Lo onllne meeLlngs so you sLlll come across as compeLenL, professlonal and
arLlculaLe.
Pere are Lhe 7 blggesL mlsLakes people make ln web conferences:
1. Wlnglng lL ln your parLlclpaLlon
2. SLarLlng laLe
3. noL uslng Lhe Lechnology approprlaLely
4. 1reaLlng lL llke an ln-person meeLlng
3. Saylng no Lo vldeo
6. noL uslng a clear sLrucLure
7. Loslng your cool
now leL's conslder each ln Lurn, so you undersLand Lhem and can learn how Lo avold
Lhem.
1. Wlnglng lL ln your parLlclpaLlon
noL all onllne conferences are Lhe same. lor lnsLance, even
wlLh a slmple onllne meeLlng (raLher Lhan a weblnar or
Lralnlng presenLaLlon), Lhere are lnformal meeLlngs, regular
scheduled meeLlngs, !" $%& meeLlngs, lnLernal meeLlngs,
exLernal meeLlngs, formal meeLlngs (such as board
meeLlngs), sales meeLlngs and so on. 1hey all have some
Lhlngs ln common, buL Lhey have dlfferences as well. !usL
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because lL's a dlfferenL medlum doesn'L mean you should lump all conferences LogeLher
lnLo Lhe onllne meeLlng" caLegory.
Slmllarly, a weblnar can be a promoLlonal evenL, a producL launch, an educaLlonal
presenLaLlon, a quesLlon & answer supporL evenL and so on. And an onllne Lralnlng
evenL can be a slngle presenLaLlon, parL of a mulLlple-sesslon course, a publlc evenL, an
employee lnducLlon program, a producL Lralnlng evenL and so on.
1he polnL ls LhaL every onllne meeLlng or presenLaLlon ls dlfferenL, so plan for lL
dlfferenLly. Pere are four key quesLlons Lo help you prepare:
1. WhaL ls my 6/;#?
uo you have a key role such as chalr, presenLer, faclllLaLor, moderaLor or panellsL? lf
you do, you'll have Lo puL more work lnLo preparlng and conducLlng Lhe meeLlng.
8uL even lf you don'L, and are only" a parLlclpanL or aLLendee, you sLlll have a role
Lo play.
2. WhaL /0*7/<# do l wanL?
8egardless of your role, be clear abouL whaL you wanL. SomeLlmes Lhls ls purely for
yourself-for example, maybe you wanL Lo learn how Lo use a producL, know Lhe
sLaLus of your pro[ecL Leam or undersLand Lhe Lrends ln your lndusLry. AL oLher
Llmes, lL lnvolves oLher people-for example, are you asklng for budgeL approval for
a new pro[ecL, geLLlng buy-ln from senlor managemenL or persuadlng aLLendees Lo
buy your producL?
3. Who #;)# wlll be presenL?
knowlng some of Lhe oLher parLlclpanLs can help you prepare, because you can plan
Lo help Lhem meeL Lhelr ob[ecLlves and enllsL Lhem ln meeLlng your own. lf you know
some people are reslsLanL or even hosLlle Lo your ldeas, you can also prepare how
you wlll persuade Lhem Lo Lake acLlon.
4. WhaL wlll l =/ durlng Lhe meeLlng?
8ased on Lhe Lhree prevlous quesLlons, you can now plan how you wlll parLlclpaLe.
lor example, lf you wanL Lhe group Lo approve your pro[ecL budgeL, don'L [usL slL
back and hope you'll geL an opporLunlLy Lo speak up. lnsLead, ask Lhe chalr Lo lnclude
Lhls as an agenda lLem, send supporLlng maLerlal Lo parLlclpanLs beforehand, plan
whaL you'll say Lo supporL your requesL, prepare responses Lo Lhelr llkely quesLlons
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and ob[ecLlons, conslder exacLly how you wlll ask for Lhelr approval and send a
follow-up emall afLer Lhe meeLlng Lo record Lhe approval ln wrlLlng.
2. SLarLlng laLe
Many people don'L Lhlnk abouL Lhe meeLlng unLll lL beglns-
or perhaps [usL a few mlnuLes before lL beglns. 1hen lL's a
mad scramble Lo read noLes, [oL down some Lhlngs Lhey
wanL Lo say, and flnd Lhe log-ln lnformaLlon. 1hls ofLen leads
Lo Lechnlcal problems and wasLed Llme aL Lhe sLarL of Lhe
meeLlng.
An onllne meeLlng-[usL llke any oLher meeLlng-should be
more Lhan [usL Lhe Llme spenL ln Lhe conference lLself. An effecLlve meeLlng ls also
efflclenL: lL's deslgned Lo achleve as much as you posslbly can ln Lhe Llme all parLlclpanLs
are onllne. 1o do Lhls well requlres preparaLlon, noL only Lo ensure Lhere aren'L
mlsLakes, Llme wasLlng, people dropplng ouL and people [olnlng aL Lhe wrong Llme, buL
also Lo make sure Lhe onllne Llme lLself ls effecLlve.
Cf course, Lhls ls obvlous lf you're presenLlng a weblnar or onllne Lralnlng presenLaLlon,
because you $!'( Lo prepare slldes, handouLs, polls, and oLher presenLaLlon maLerlal.
8uL even lf you're only an aLLendee, don'L walL unLll Lhe Llme of Lhe evenL lLself Lo
prepare for lL. 1hlnk abouL whaL you wanL Lo geL ouL of Lhe sesslon and prepare
quesLlons Lo ask.
A delayed sLarL ls frusLraLlngly common, and lL cosLs Llme, energy and money. lor
example, lf Lhere are 100 people aLLendlng a weblnar, and Lhelr average salary ls
$30,000, a one-hour weblnar cosLs $2,300. Lvery mlnuLe wasLed ls equlvalenL Lo $41!
lL's lmporLanL Lo remember LhaL lf you're meeLlng onllne, you're probably dolng so Lo be
more efflclenL. lL's easy Lo lose many of Lhe efflclency galns lf you're noL prepared.
3. noL uslng Lhe Lechnology approprlaLely
Web conferenclng Lechnology has come a long way slnce Lhe
early days, when an onllne conference was llLLle more Lhan
[usL a group of people speaklng on a shared Lelephone llne.
now Lhere are oLher ways Lo use Lhe Lechnology Lo enhance
Lhe experlence and add real value Lo your meeLlng.
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lor example, you can:
Share webcam feeds Lo connecL more personally onllne
SelecLlvely muLe" and un-muLe" parLlclpanLs
Send LexL chaL messages prlvaLely Lo oLher parLlclpanLs
Send LexL chaL messages publlcly Lo all parLlclpanLs
8roadcasL your screen Lo meeLlng parLlcpanL
Clve or galn conLrol of Lhe broadcasLer's keyboard and mouse funcLlons
Send flles and web addresses Lo all parLlclpanLs
8ecord Lhe meeLlng for fuLure reference
use a moderaLor Lo manage quesLlons and Lhe flow of Lhe
meeLlng
ConducL llve polls durlng Lhe conference
rovlde Loll-free or local numbers Lo dlal-ln Lo Lhe meeLlng
lf you don'L use-or even know abouL-Lhese Lechnology
feaLures, you're conducLlng less effecLlve meeLlngs. Some
people feel LhaL Lhey need Lo meeL ln person ln order Lo
connecL personally. Powever, wlLh vldeo conferenclng, you
can connecL ln a face-Lo-face envlronmenL and experlence Lhe
same relaLlonshlp-bulldlng beneflLs as lf you were ln Lhe same
room-and lL saves you Llme as well.
1haL sald, uslng every feaLure of Lhe Lechnology [usL because lL's avallable lsn'L very
sLraLeglc. use whaL's approprlaLe for your conference and lgnore Lhe resL. A good rule of
Lhumb ls Lo assess each feaLure based on wheLher lL wlll make Lhe meeLlng more
effecLlve, and lf lL doesn'L, don'L use lL. lor example, an onllne poll can be useful Lo flnd
ouL whaL paln polnLs a weblnar audlence ls experlenclng, buL lL also slows down Lhe
presenLaLlon-so only use lL lf Lhe beneflLs ouLwelgh Lhe cosL.
4. 1reaLlng lL llke an ln-person meeLlng
Cne obvlous mlsLake many people make wlLh onllne
meeLlngs ls LhaL Lhey don'L ad[usL Lo Lhe medlum. Some of
Lhe dynamlcs ln an onllne meeLlng are dlfferenL from Lhe
dynamlcs ln a board room, Lralnlng room or conference
ballroom. Some of Lhese dlfferences are obvlous, whlle
oLhers are more subLle. 8e aware of Lhem so you can make
Lhe meeLlng or presenLaLlon as effecLlve as posslble.
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Pere are some of Lhe dlfferences, and how you can ad[usL for Lhem:
@,7- /5 A')0,; 70#): lf you're noL uslng vldeo, lL's dlfflculL Lo plck up non-verbal cues
from parLlclpanLs. 1o solve Lhls problem, use vldeo wherever posslble. ln facL, Lhls ls
so lmporLanL we'll dlscuss lL ln more deLall laLer.
+/6# =')*6,7*'/2): arLlclpanLs are usually ln Lhelr own envlronmenL raLher Lhan
gaLherlng ln one room, so Lhey are more llkely Lo be dlsLracLed by oLher Lhlngs
around Lhem. 1hls means you need Lo be more engaglng and focused durlng an
onllne meeLlng.
B'55#6#2* *'<# C/2#): ?our onllne meeLlng can lnvolve people from all around Lhe
world, and Lhelr energy wlll be dlfferenL dependlng on Lhe Llme of day. 1ake Lhls lnLo
accounL durlng Lhe meeLlng, and be aware of lL when asslgnlng acLlons and
deadllnes.
D,6'#*E /5 7",22#;)F As we've menLloned already, onllne meeLlngs provlde a varleLy
of ways for people Lo engage wlLh each oLher-lncludlng vldeo, audlo, LexL chaL,
sllde presenLaLlons, polls and sharlng documenLs. 8e flexlble enough Lo swlLch
beLween Lhese channels durlng Lhe presenLaLlon.
G,)E 6#7/6='2(F MosL ln-person meeLlngs aren'L recorded, whereas lL's easy Lo
record an onllne meeLlng or weblnar. ln facL, lL's dlfflculL Lo /2('(*- parLlclpanLs
from recordlng an onllne meeLlng lf Lhey really wanL Lo, so all parLlclpanLs should acL
as lf Lhe meeLlng could be recorded and saved for reference.
3. Saylng no Lo vldeo
WlLh an onllne meeLlng, you'll mlss some of Lhe vlsual cues
you geL from an ln-person meeLlng. vldeo conferences are
Lhe besL alLernaLlve for ln-person meeLlngs, buL even Lhen,
you have Lo be careful Lo pay aLLenLlon Lo llLLle Lhlngs llke
fldgeLlng ln chalrs and dlsLracLed parLlcpanLs Lo monlLor your
audlence as you would ln an ln-person presenLaLlon.
AlLhough mosL people ln web conferences undersLand LhaL
Lhls ls Lhe case, few people ad[usL Lo lL effecLlvely.
lf you're new Lo onllne meeLlngs and presenLaLlons, Lhe need Lo pay aLLenLlon ln Lhls
way can Lake you by surprlse. Lxperlenced presenLers, faclllLaLors or meeLlng leaders
mlghL noL reallze [usL how much Lhey rely on sldeways glances, seaLlng poslLlons aL a
meeLlng and subLle nods from Lhe key declslon makers Lo [udge how a presenLaLlon ls
golng. vldeo solves mosL of Lhls, so use webcams whenever you can. 1hen plan for ways
Lo be [usL as effecLlve ln Lhe onllne meeLlng as ln an ln-person meeLlng.
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lor example, you mlghL have esLabllshed cerLaln slgnals wlLh colleagues Lo send Lhem a
message ln a meeLlng (such as klcklng Lhem under Lhe Lable). ln an onllne meeLlng, be
sure you have an alLernaLlve plan ln place-such as sendlng a prlvaLe chaL.
As anoLher example, lf you're an experlenced Lralner who's comforLable worklng ln a
semlnar room, lL can be unnervlng Lo sLarL an onllne Lralnlng sesslon wlLh your audlence
noL physlcally ln Lhe same room-even lf you allow your parLlclpanLs Lo share Lhelr
webcams. 8reak down Lhe barrlers by openlng Lhe sesslon before Lhe offlclal sLarL Llme,
Lurnlng on your webcam Lo leL your audlence connecL wlLh you and uslng LhaL Llme Lo
chaL lnformally wlLh Lhe flrsL parLlclpanLs who [oln Lhe conference. 1hls helps Lo puL you
aL ease and lncrease your rapporL wlLh your audlence members.
1hls ls also very lmporLanL lf you're chalrlng or faclllLaLlng a weblnar. ln a board meeLlng,
for example, where everyone ls physlcally presenL, Lhe chalr can qulckly check for
people's agreemenL by asklng for lL and checklng LhaL everybody ls noddlng. ln an onllne
meeLlng, Lhey mlghL need Lo be more expllclL abouL geLLlng agreemenL, for example, by
speclflcally asklng each person ln Lurn Lo use Lhe ralse your hand" feaLure or Lype yes"
or no" lnLo Lhe chaL box.
When you become comforLable wlLh Lhe ldea of ad[usLlng Lo Lhe medlum, lL can become
an advanLage Lo you. lL's much easler Lo Coogle a daLa polnL durlng a web conference
Lhan Lo Lry dolng lL surrepLlLlously on your phone ln a board room. And, onllne you can
refer Lo noLes frequenLly wlLhouL anyone knowlng.
6. noL uslng a clear sLrucLure
AnoLher consequence of people belng unfamlllar wlLh Lhe
medlum ls LhaL Lhey ofLen don'L sLrucLure Lhe meeLlng well,
lL's poorly organlzed and wasLes everybody's Llme.
1hls can also happen ln ln-person meeLlngs and
presenLaLlons, of course, buL lL Lends Lo be worse ln remoLe
evenLs, because mosL people don'L know how Lo brlng a
dlsorganlzed ln-person meeLlng Lo order, leL alone an onllne
one. Many people also parLlclpaLe ln onllne meeLlngs from Lhelr offlce, home, car or
oLher lnformal envlronmenL, where Lhey are much more easlly dlsLracLed. lL doesn'L
Lake much for Lhem Lo declde Lhe meeLlng ls no longer worLh Lhelr aLLenLlon.
lollow Lhese guldellnes Lo lmprove Lhe sLrucLure of every onllne meeLlng:
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&#5/6# *"# <##*'2(: Send parLlclpanLs an agenda or Loplc ouLllne. Lxplaln brlefly
whaL you expecL Lo cover ln Lhe meeLlng, and also explaln whaL ouLcomes you
expecL.
3"#2 *"# <##*'2( )*,6*): 8rlefly summarlze Lhe agenda and ouLcomes agaln, Lo
remlnd everybody Lo sLay on Lrack.
B06'2( *"# <##*'2(: lf people are sLraylng off Loplc, pollLely (buL flrmly) brlng Lhem
back on Lrack. ?ou can say someLhlng llke, 1hls ls an lmporLanL Loplc LhaL we should
conLlnue Lo Lalk abouL offllne or ln a dlfferenL meeLlng. 1hanks for brlnglng lL up."
&#5/6# *"# <##*'2( #2=): Allow Llme Lo summarlze Lhe dlscusslon and conflrm
acLlons and commlLmenLs.
J5*#6 *"# <##*'2(: ClrculaLe Lhe mlnuLes of Lhe onllne meeLlng, hlghllghLlng agreed
acLlons and commlLmenLs.
1he exacL sLeps wlll be dlfferenL dependlng on Lhe Lype of meeLlng. Powever, you can
apply Lhese guldellnes Lo all your onllne conferences. lor example, an onllne Lralnlng
presenLaLlon won'L have an agenda and mlnuLes, buL lL wlll have learnlng ob[ecLlves and
recommended acLlons for parLlclpanLs.
1hese sLeps are easler lf you're leadlng Lhe meeLlng as a presenLer, moderaLor or
faclllLaLor. Powever, even lf you don'L have one of Lhese roles, you can sLlll encourage
Lhe oLher parLlclpanLs Lo sLay on Lrack-you [usL mlghL need Lo be more subLle abouL lL.
lor lnsLance, lf nobody clrculaLes a llsL of acLlons afLer Lhe meeLlng, you can do lL
yourself, explalnlng LhaL you're [usL checklng LhaL your noLes from Lhe meeLlng were
accuraLe.
7. Loslng your cool
llnally, Lhe 7.99(,- mlsLake LhaL people make wlLh onllne
meeLlng ls LhaL Lhey don'L reallze LhaL Lhey're ouL of Lhelr
depLh.
1here's a saylng abouL playlng poker: lf you can'L spoL Lhe
sucker aL Lhe Lable, lL's probably you." Cbvlously, everybody
lsn'L ouL Lo geL you ln every onllne meeLlng you aLLend.
Powever, Lhey !2( lnLeresLed ln geLLlng Lhelr own needs
meL, and lL ofLen happens LhaL Lhe more confldenL, asserLlve-and perhaps even
aggresslve-parLlclpanLs do Lend Lo domlnaLe. 1hese are Lhe people who mlghL
lnLerrupL oLhers, speak for longer Lhan oLher aLLendees, ask Lhe mosL quesLlons ln an
onllne Lralnlng presenLaLlon or domlnaLe Lhe chaL room ln a weblnar. 1helr behavlor
lsn'L necessarlly lnLended Lo offend or lnLlmldaLe. lL's [usL LhaL Lhey poslLlon Lhemselves
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beLLer, come across as more credlble and professlonal and use Lhe medlum more
effecLlvely Lhan Lhe oLher parLlclpanLs.
Cn Lhe poslLlve slde, an onllne meeLlng magnlfles your ablllLy (or lnablllLy!) Lo be
conclse, succlncL and professlonal. ?ou don'L have Lo be ln a hlgh-powered buslness
envlronmenL such as a negoLlaLlon over a conLracL Lo experlence Lhls. 8uslness ls
becomlng far more compeLlLlve, personal credlblllLy ls becomlng far more lmporLanL and
('(287%"8 ls sLarLlng Lo feel under pressure Lo perform.
lf you're ln a meeLlng where Lhe oLher parLlclpanLs don'L know you, Lhey wlll [udge you
based on Lhe way you presenL yourself. 8lghLly or wrongly, falrly or unfalrly, Lhey !2(
[udglng you, so glve Lhem reasons Lo make a sLrong poslLlve [udgmenL.
8esearch lnLo human psychology shows LhaL people [udge Lhe cause of problems
dlfferenLly dependlng on who's lnvolved. lf someLhlng bad happens Lo Lhem, Lhey Lend
Lo blame lL on exLernal facLors, buL lf someLhlng bad happens Lo somebody else, Lhey'll
Lend Lo base lL on LhaL person's lncompeLence. lor example, lf l see somebody Lrlp over
someLhlng on Lhe pavemenL, l Lend Lo assume Ch, whaL a clumsy person he ls." 8uL
when Lhe same Lhlng happens Lo me, l say, Ch, how badly LhaL pavemenL was
consLrucLed."
1he same prlnclple applles Lo onllne meeLlngs. lf you have problems ln Lhe meeLlng,
oLher parLlclpanLs wlll [udge Lhose problems as a resulL of 8%+2 lncompeLence-even lf
Lhey Lhemselves are equally lncompeLenL. Conversely, lf you show compeLence and
confldence, Lhey wlll [udge you well.
Pere are some Lhlngs you can do Lo be more comforLable and confldenL ln onllne
meeLlngs:
86#M,6# N#;;. ln facL, be Lhe mosL prepared person ln Lhe meeLlng, so you really &!*
be confldenL ln your knowledge and experLlse.
86,7*'7# 4#5/6#",2=. lf Lhls ls an lmporLanL meeLlng for you or you're Laklng on a
key role (such as presenLer or faclllLaLor) for Lhe flrsL Llme, pracLlce uslng Lhe
Lechnology beforehand-for example, do a dry run of your presenLaLlon, aLLend
anoLher meeLlng LhaL uses Lhe same Lechnology or presenL Lo a small LesL group
flrsL.
!,-# )<,;; )*#M). uon'L Lry Lo do Loo much aL once-especlally lf you're new Lo web
conferences. lor example, ln your flrsL weblnar, you mlghL only answer quesLlons
senL ln advance, ln Lhe nexL, you can Lake wrlLLen quesLlons durlng Lhe weblnar, and
for Lhe nexL, you can open mlcrophones for parLlclpanLs Lo ask quesLlons llve.
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D/;02*##6 */ ;#,=. Look for opporLunlLles Lo Lake on a leadershlp role, even lf you're
ln a [unlor poslLlon. Lven senlor people can be uncomforLable wlLh Lhe Lechnology,
so Lhey wlll appreclaLe you offerlng Lo Lake on Lhls Lask-and, of course, lL glves you
a chance Lo demonsLraLe your excellence.
O#* </6# #PM#6'#27#. llnally, don'L hold back from aLLendlng or conducLlng onllne
meeLlngs [usL because you don'L have Lhe experlence. 1here really ls no subsLlLuLe
for experlence, so Lake as many opporLunlLles as posslble Lo lmmerse yourself ln Lhls
medlum.
Summary
As we sald aL Lhe ouLseL, Lhe purpose of hlghllghLlng Lhese seven common mlsLakes ls Lo
help you be [usL as effecLlve ln an onllne meeLlng as you would be ln an ln-person
meeLlng. lf you puL Lhese skllls lnLo pracLlce, you won'L flnd yourself aL a dlsadvanLage
when you parLlclpaLe ln onllne meeLlngs.
ln facL, when you masLer Lhese skllls, you'll flnd yourself aL an !"'!*-!9(, because you'll
be ln Lhe mlnorlLy. Cnllne meeLlngs are growlng ln usage and approval, and lL's rare Lo
flnd people who can conducL-or even parLlclpaLe ln-Lhem as effecLlvely as ln-person
meeLlngs. lf you become one of Lhe few who know how, you boosL your credlblllLy,
sLrengLhen your personal brand and poslLlon yourself as a leader ln your organlzaLlon.

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AbouL Clhan erera
Clhan erera ls a consulLanL, speaker and auLhor who helps
LhoughL leaders and buslness professlonals leverage Lhelr
experLlse.
Pe ls Lhe auLhor of Lhe book <(7.*!2 =6!2-, and co-auLhor of
Lhe book )(,- 12!&-.&( >%*5(2(*&( >!33,, among oLhers, and
lorbes magazlne raLed hlm Lhe #3 soclal medla lnfluencer ln
book publlshlng.
Pe blogs aL Clhanerera.lnfo and hls webslLe ls aL
Clhanerera.com.
















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