You can use three different methods or equipment, when managing virtual teams or when conducting regular or non-periodic company external meetings:
1. Teleconference
2. Webinar
3. Video Talk / one-to-one or group conversation
Although there are some common points in applying these three methods, it is useful to examine them separately, since the roles and participation types in each are different.
2. Webinars
Webinar means remote training. One or two trainers can manage trainings, where more than one participant joins. As a trainer, your first task is to inform the participants about the webinar date and time. The content of the training should be sent to the participants before the webinar with a short explanation and organization. Since webinar is not a very common method, it will be useful to send preliminary information to the participants about the webinar connection and how to connect it.
Before the training begins, the trainer should enter the virtual room and greet each participant by name. In this way, you not only show that you own the webinar but also you enhance the trust of the participants. Again, it should be ensured that every participant’s voice and video are of good quality and heard by everyone. Once the trainer is heard and seen by everyone, you can start with the main subject. But before entering the subject, information should be given about the meeting system and method by making a final warning. How to ask questions verbally (raise hands) or how to send a message to the trainer in writing, should be explained first.
In classroom education, you can approach a person and look into the eyes of people. In the webinar, you need to show that you are looking into everyone’s eyes by looking at the camera. Looking at the text or elsewhere while talking will distract the participants. Since you are not there, it is useful to address people occasionally and to give them opportunities for questions / comments or contributions in order to keep education alive. The purpose of the trainings is to understand and transfer knowledge. Confirm that you are understood correctly when it comes time as an trainer (at the end of the episode or when talking about an important or difficult topic / concept). You can even ask one of the participants to summarize the topic. You can also ask questions to ensure that everyone has the same understanding. There may be those who do not want to state that they do not understand. You can say “Participants can write notes or messages to me privately” by appealing to everyone; they can also relax and convey the concepts they do not understand. While you are answering, you can briefly refer to this topic in different words without revealing the identity of the person asking and noting that there is a problem. You can also show a document or presentation in webinars. Even if you show the presentation slide, the fact that your image should be in a corner of the screen, which will enable the participants to see you. It is not correct to read the slide shown as in the classroom trainings. There should not be much information on one slide. A slide should contain maximum five lines with large fonts, which will allow the participant to follow you and see additional information about what you have told. As a webinar administrator, you can mute everyone. However, this period should not be too long. You can open the voice of the person who wants to talk about every fifteen minutes (they can send you a sign or a message), and spend time with questions and comments. In every webinar, there will certainly be a lot of people speaking and people not speaking at all. As with in-class training, it is your duty to warn these people with the right method and prevent other participants from getting annoyed or bored.
Finally, when closing the training, it will be useful to summarize the session, send the necessary writing and presentation slides, if any, to get questions, contributions and comments. Asking what should be done better about the method (method) of the webinar will also guide you for the success of next webinars.