• The Redback Team
  • The Redback Team

    6th January 2016

Complimentary Web Conferencing Meeting Template

Your free guide to getting web conferencing right

Sending an invitation to your online meeting attendees – sounds simple enough, right?

Many still fall into the trap of underestimating the importance of such an invite which usually results in a not so seamless joining experience for attendees. Getting your Online Meeting Invitations right is important for two reasons:

  • It makes it easy – and if it’s hard, your attendees are going to give up and you then run the risk of them not wanting to join future sessions.
  • Not everyone is a pro – many of your attendees may be joining a teleconference or web conference for the first time; therefore, it’s up to you to include as much useful information as possible.

Here are some tips on what you should include in your meeting invitations:

Teleconferencing Dial-in Details

Always include step by step instructions and all dial in numbers. Consider those who may be travelling when your meeting is held and include a list of International Toll Free Numbers so they can attend from anywhere – no excuses!

Web Conference Joining Details

Once again, include step by step instructions, link to join and pass code required for entry. We also recommend advising your attendees of what is required to join in advance – eliminate the need for any worry.

For example, let them know that they will need a computer with stable internet connect – the more simple, the better.

Testing Information and Software Requirements

Preparation has a way of providing a sense of relief. Advise your attendees to test their system beforehand and include a link to do so. If no downloads are required then make sure you let them know, it will alleviate many fears.

What happens if…?          

Don’t assume that your attendees will never experience any joining issues. It’s important to cover all bases and great when the burden is removed from you. Provide an extra level of service by including the 1800 toll free support number for your conferencing provider.

Have an agenda – and stick to it!              

The agenda for your online meeting is just as important as if it were face to face. Set clear guidelines, communicate discussion points and rehash them as your attendees join your meeting.

Consider using your opening PowerPoint slide to achieve reinforce your agenda and above all, stick to it!

Get your complimentary copy of our Online Meeting Invitation Template!

Download now

Until next time,
Sara and Aiza

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