Avoid 3 Awkward Webcasting Moments

Originally posted on EXPO by Marie Griffin.

Online video is a cost-effective and engaging tool, but speakers and presenters must be properly prepared.

There are many reasons event managers use live webcasting--to enable more people to experience speakers or educational sessions as they are happening; to convey breaking news or deliver important information in real time; to provide interactivity during a training session or demonstration, and more.

Eric Vidal is director of product marketing at InterCall, which acquired the Unisfair virtual event and webcasting platform in 2011.

Vidal says webcasting is a fantastic way to convey information to large groups quickly and efficiently. However, he cautions, "don't become so comfortable that you forget webcasts are professional communication events and must be treated as such."

Vidal shares three real-life awkward situations he has experienced while conducting webcasts, followed by five key suggestions for preventing them:

• Live microphones. Vidal recalls a famous author speaking on a webcast when her dog started to bark. After the barking stopped, she admonished the pet with surprisingly "colorful" language. An audience of about 500 people heard it and "half of them immediately disappeared," he says.

• Computer desktop. Presenters may display their desktops to a live audience, intentionally or inadvertently, during a webcast. "One guy accidently opened his browser and a Match.com profile was displayed to everyone," Vidal says. "Another speaker's instant messages, of a somewhat intimate personal nature, could be viewed by a webcast audience."

Webcast speakers sometimes forget that they can be seen as well as heard. A roll of the eyes, a face flushed with anger or impatient fidgeting will send negative messages, possibly undermining the content of the presentation, Vidal says.

How to avoid webcast 'follies'

• Just as with a live event, the best prevention is preparation. "Create a best practice guide, tip sheet or checklist--or all three--for use before, during and after a webcast," Vidal urges.

• Schedule a rehearsal. Have remote speakers practice with the headset, microphone and online dashboard they will be using.

• Make sure speakers know how to turn the mute on and off.

• Insist all speakers log into the webcast platform at least 30 minutes before start time.

• About 15 minutes before the start, ask all speakers, especially those in remote locations, to turn off mobile devices, secure pets, and remove from the room any device that might suddenly ring, buzz or cuckoo.

• Verbally take presenters through the process of clearing computer desktops: Close all documents and browser pages not needed for the webcast, turn off e-mail and instant messaging, disable popups and change the wallpaper settings so that only one non-personal image shows.