Webinar Planning & Execution Workflow

Before diving into planning, review these essential webinar tips: Schedule for your audience timezone - midweek mornings often work best Keep it focused - 45-60 minutes max including Q&A Define one clear takeaway attendees should remember Plan for interaction - polls, Q&A, chat engagement Always have a backup plan for technical issues Record everything for on-demand viewing later

Finalize your webinar topic, confirm speakers, and create a detailed content outline. Get speaker bios, headshots, and any presentation materials they will use. Define what the audience should learn and be able to do after attending. Build in buffer time - presentations always run longer than planned. Speaker Coordination Checklist: - Send calendar invite with webinar date/time - Share webinar platform login instructions - Collect speaker bio and headshot for promotion - Request slide deck or demo materials - Confirm technical requirements (headset, camera, quiet space)

Create the registration landing page with compelling copy and speaker bios. Launch your promotion campaign across email, social media, and any partner channels. Promotion Automation Checklist: - Set up automated reminder emails (1 week before, 1 day before, 1 hour before) - Schedule social media posts across LinkedIn, Twitter, and other channels - Create email drip sequence for registrants - Add calendar-add buttons to confirmation emails - Set up registration confirmation auto-responder - Track registration metrics daily and adjust promotion if needed

Run through the entire webinar with all speakers present. Test audio quality, screen sharing, slide transitions, and any live demos. Verify the recording is working. Assign roles clearly: who manages chat, who handles Q&A, who controls slides. Document backup plans for common failures like speaker audio issues or screen share problems.

Log in 30 minutes early with all team members. Start the recording immediately. Greet early attendees with a welcome slide. Have the moderator manage chat and collect questions while presenters focus on content. Watch the clock and leave 10-15 minutes for Q&A. End with clear next steps and thank attendees for their time.

Within 24 hours, send the recording link and slides to all registrants (including no-shows). Include answers to questions you could not address live. Add a clear call-to-action for next steps. Publish the recording on your website or YouTube for ongoing lead generation. Review attendance metrics and feedback for future improvements.